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Retirement of Direct Retro Tool

Overview

UCOP is planning on deprecating the Direct Retro (DR) tool in UCPath effective July 1, 2025. The decision was made to deprecate the tool because of ongoing maintenance concerns and due to the launch of the new Salary Cost Transfer (SCT) tool in November 2023, which was designed to enhance the user experience and replace the older Direct Retro tool.

What upcoming deadlines should I be aware of?

Please refer to the list of Final Local Approval Direct Retro Deadlines below:
  • Thursday, February 27, 2025 @ 5:59 AM: BW/MO for posting Feb
  • Monday, March 10, 2025: BW/MO for posting in March
  • Thursday, April 17, 2025: BW/MO for posting in April
  • Thursday, May 15, 2025: BW/MO for posting in May
  • Friday, June 13, 2025: BW/MO for posting in June
  • Final DR Current Local Approval Deadline: Wednesday, June 25, 2025

What actions do I need to take?

To ensure compliance, all Direct Retro transactions that require use of the tool must be completed and approved by June 25, 2025. Please note that High-Risk Direct Retros will require additional approval.

The Direct Retro tool should be used for:

  • Payroll transactions with an earnings period end date prior to October 4, 2021
  • Any payroll transactions that have been moved using the Direct Retro tool before and require an additional Direct Retro correction (i.e. a Direct Retro on a Direct Retro)

Note

To minimize risk, prioritize corrections related to sponsored research that is currently on a default project with high dollar amounts, and for awards that ended before October 2021 and are in deficit.

Please note that any corrections not processed in UCPath by July 1, 2025, will no longer be eligible for transfer using the Direct Retro tool.

What if I have a High-Risk Direct Retro?

For High-Risk Direct Retros, please make sure to provide detailed documentation of all the events leading to the tardy adjustment to avoid your transaction from being denied. The following are not sufficient explanations:

  • To correct an error
  • To transfer to correct Project
  • Expenditure inadvertently charged to incorrect Account/Fund

View Guidelines for Processing a High-Risk Salary Cost Transfer here.

What are some key considerations?

Key Considerations

  • Direct Retro Job Aids can be found on the local UCPath Job Aids page by searching using the keywords "Direct Retro".
  • Keep in mind that the number of rows for each DR should be limited to 180. Typically, this means one MCOP paycheck per DR or up to four paychecks for all other DRs.
  • If you encounter a “stuck” transaction when initiating a DR caused by exceeding the 180-row limit, try to reduce the number of paychecks and resubmit.

Reporting

  • The Direct Retro Status Report and the Salary Cost Transfer Report found on the Business Analytics Hub have been updated to include why a DR or SCT transaction was denied in the Approval Comments section of the report. 

Support and Resources

Office Hours

Users with questions regarding Direct Retros or the retirement of the Direct Retro tool may attend the following Office Hours sessions:

Topics Related To Schedule Link to Join

Internal Controls & Accounting (ICA)

Booking a one on one session is also available

Last Wednesday of the Month

1:00 p.m. – 2:00 p.m.

Zoom Link

 

Financial Operations Office Hours

Third Friday of March 2025, June 2025, September 2025, and January 2026.

Watch Recorded Office Hours

Zoom Link 

Fund Management

Every Thursday, 11:00 a.m. – 12:00 p.m.

Watch Recorded Office Hours

Zoom Link

BI & Financial Reporting

Sign up for a One-on-One Zoom Session

For Health Science Departments

The VCHS Hypercare Analytics and Transactional Team (SWAT) is available to support Health Science departments with Direct Retros. To request assistance, please submit a Hypercare Transactional Support Request through the VCHS Business Service Hub.

What if I encounter an error or defect?

Submit a Services & Support ticket to the Payroll Financial Management team using the following fields:

  • About: Financial Accounting
  • Related to: Payroll Financial Management
  • More Specifically: Payroll Salary & Benefit Cost Transfers (UCPath) 
  • Subject: DR Clean-Up

Frequently Asked Questions

General

When is the last day a Direct Retro can be submitted?

The last day a Direct Retro can be submitted for final local approval is Wednesday, June 25, 2025.

Who can submit a Direct Retro?

Direct Retros can be submitted by authorized personnel such as department administrators, financial analysts, and other designated staff who manage payroll and funding distributions. Training is required before gaining access to submit Direct Retros. 

How do I submit a Direct Retro?

To submit a Direct Retro: 

  1. Log in to UCPath and navigate to the General Ledger Administration Homepage. 
  2. Select General Ledger Tasks > Direct Retro > Process Direct Retro. 
  3. Input the necessary parameters (e.g., employee ID, employee record, earnings period end date) and search. 
  4. Review all changes carefully and submit the request. 
  5. Use the Direct Retro Inquiry tool to confirm the submission. 

For detailed system steps, refer to the UCPath Job Aid: How to Submit a Direct Retro. 

When will a Direct Retro show up after approval?

Once a Direct Retro is approved: 

  • The transaction posts to the Labor Ledger (DOPE) in the next batch run. 
  • The transaction posts to Oracle during the next payroll posting cycle at the beginning of each month. 
  • If you don’t see it, submit a Services & Support ticket to Payroll Financial Management for further investigation.

Common Errors and Troubleshooting

What should I do if I encounter an error while submitting a Direct Retro?

If you encounter an error: 

  1. Review the error message carefully and check that all chartstrings, project dates, and parameters are valid. 
  2. Ensure the fund, project-task, and funding source are accurate. 
  3. If the issue persists, submit a Services & Support ticket to Payroll Financial Management with screenshots and error details. 

Why is my Direct Retro not reflecting the correct project or fund in Oracle PPM?

This may be due to: 

  1. An incorrect chartstring or combo code. 
  2. The project-task has expired. 

Confirm the following: 

  1. All elements of the chartstring are compatible with one another. 
  2. The project-task is valid for earnings period. 
  3. The combo code is accurate.  

Note: It is highly recommended to enter each element of the chartstring instead of using a combo code. 

What does the error 'Expenditure Item Dates are outside the project dates' mean?

This means the earnings period end date being moved falls outside the project-task's active period. Confirm the valid project-task start and end dates before resubmitting.

How do I resolve when a fund is different in UCPath (DOPE) than in Oracle PPM because of a Direct Retro?

Funds are derived based on the project set up in Oracle PPM.   

What should I do if a Direct Retro only partially moves payroll or benefit costs?

There is an existing UCPath system defect affecting partial moves that is pending resolution. Submit a Services & Support ticket to Payroll Financial Management to determine the best course of action for correction. 

What should I do if my Direct Retro is not capturing all earnings types?

There is an existing defect in UCPath is pending resolution. Submit a Services & Support ticket to Payroll Financial Management to determine the best course of action for correction. 

How do I reverse a Direct Retro processed in error?

Submit a Direct Retro correction to move expenses back to the original project. 

Process-Specific Scenarios

How do I correct a Direct Retro that used the wrong Composite Benefit Rates (CBR)?

If a Direct Retro used the current CBR rates instead of historical rates that applied to the original payroll, submit a request to the UCPath transaction support team via the Employee Center to request a correction. 

What should I do if I was asked to complete Direct Retros as part of a deficit resolution, but I haven’t received instructions?

If your department is participating in deficit resolution efforts, you should receive specific instructions. If you haven’t, reach out to your department VC contact for the deficit resolution plan and timeline. 

What should I do if a Direct Retro leaves a small balance (e.g., 9 cents) on the default project?

This is typically due to rounding issues in UCPath processing. You can ignore this balance. 

Does a Direct Retro move indirect costs (IDC)?

No, Direct Retros only move salary and fringe benefits. PPM automatically creates IDC transactions based on the direct cost transactions and the burden schedule on the award. 

Work-Study and Special Cases

How do I ensure Work Study payroll posts correctly?

To ensure proper Work Study processing: 

  • Confirm that the Work Study chartstring is set up in UCPath. 
  • Ensure the funding split correctly allocates costs between the department fund and Work Study fund. 
  • When submitting a Direct Retro, use the correct dropdown selections:  
  • Apply WS – If the Position Pool ID is active for the pay period. 
  • Remove WS – To correct previous Work Study allocations. 
  • N/A – If Work Study does not apply. 
  • Refer to the UCPath Job Aid: How to Submit a Direct Retro with Work Study for full details.

What should I do if I need training to process Work Study Direct Retros?

Access and Permissions

How do I request access to submit Direct Retros?

To request access to submit Direct Retros, be sure to complete any required training and submit a UCPath Access Management Form via the Employee Center. Clearly state your role and responsibilities related to Direct Retros. 

What should I do if I encounter 'Access Denied' errors?

Ensure your UCPath permissions include Direct Retro access. Complete and submit the UCPath Access Management Form to update your security permissions in UCPath. 

Technical Support and Training

What should I do if I encounter technical issues with UCPath?

  • Document the error with screenshots and error codes 
  • Log in to UCPath and submit a UCPath Inquiry via the yellow ‘Ask UCPath’ button, providing all relevant details. 

How do I access training for Direct Retros?

The UCPath CORE Training Series includes a Salary Cost Transfer/Direct Retro Module. Completion of the UCPath CORE Overview is required as a prerequisite. Register for the course here.