Known Issue information: Concur - Financial Reporting
Concur expense reports (Travel, non-travel, and PCard) were not paid and not appearing in ledger or Looker. These expense reports cannot be imported into Accounts Payable module to pay and feed to the ledger due to various errors.
- Project Errors: Expense date is outside of the award period. Accounting is reaching out to departments requesting valid COA chart strings to continue payment.
- Project Error where POETAF information could not be derived. Accounting is manually updating each to allow invoice to be imported into Accounts Payable.
- Supplier Record: In some cases employees are separated and a new record must be created.
- PCard use tax calculation errors: Reports are being updated in the import errors log.
Guidance: If errors and incorrect values are entered, then expense reports may not be paid or appear on the ledger appropriately. Ensure that the above issues are avoided and understand the following:
- Project Portfolio Management (PPM )“Unprocessed Costs”
- PPM strictly enforces business rules to ensure costs are within project start and end dates. When a cost is passed to PPM that is outside of the project start and end dates, it results in an “unprocessed cost” error and the transaction cannot post to the contract or grant.
- Although all applications feeding financial information to contracts and grants in PPM should be prevent expenditures outside of project start and end dates, due to the number of new processes associated with Impact23, business rules continue to be refined to enforce project dates. Occasionally, contract and grant start and end dates are modified retroactively impacting the application’s ability to enforce project dates.
- When errors are encountered in payroll, the cost should be redirected to Suspense fund 69993. Since July and due to the complexity of UCPath, a small number of payroll costs are bypassing the start and end date rules each month resulting in discrepancies between PPM expenditures and the GL, Looker-Finance, and Looker-Payroll Details.
- Starting with the February ledgers, these unprocessed salary and benefit cost transaction dates will be modified to allow the transaction to post in PPM. Then a manual journal will be processed to move the cost from the PPM project to the Suspense fund 69993 referencing the actual earnings end date.
- Departments should:
- Initiate Salary Cost Transfer (SCT) requests to correct the original cost to the correct funding source. Once the SCT is processed, the monthly manual journal will clear 69993.
- Regularly review and update Position Funding on expiring contracts and grants
- In situations where an amendment is pending, promptly request a pre-award through RED-SPA (Research and Economic Development-Sponsored Program Administration)
- No-cost Extensions should be initiated in advance of expiration as appropriate.
PI IMPACT: High - Known issues can impact data and available balances within reports