Funding Entry Reporting and Validation for CCOA

06/30/2025

TO: UCSB UCPath Initiators, Approvers, & Inquirers 

FR: UCPath-FMM Project Team

RE: Funding Entry Reporting and Validation for CCOA

Beginning Monday, July 7, UCPath will be live with the Common Chart of Accounts (CCOA), and the General Ledger (GL) administration freeze will be lifted. In preparation, please review the details in this memo and the Position Funding Entries for your department.

Funding Entries will be converted from COA to the CCOA using the following criteria:

• Position Status is Active (this includes vacant positions and active positions with a terminated employee)
• Funding End Date is blank or greater than July 1, 2025

Excluded items from the CCOA conversion that may require manual data entry:

• MCOP positions (manual updates by department)
• Positions with an expired Funding End Date (<= 30-JUN-25)
• Inactive positions 
• Activity or Commitment values must be entered manually, as there are no legacy chartfield mappings to these CCOA segments. 
• Program codes are populated where a mapping was previously defined; this includes required programs such as SAPEP.

Reporting and Validation

Action Needed: Before Monday, July 7, confirm you can access the Cognos report identified in step 1 below. If you do not have access to Cognos or this report, please contact your department’s Role Security Administrator (RSA) so they may request access on your behalf.
 

The position funding report is available to assist with your review. This report can be run before and after the converted funding is available on the morning of July 7 to compare the COA to the CCOA account strings. From the UCPath Quick Links menu, access Cognos and perform the following steps:

1. Navigate to the GL Integrations Report folder and run the R-368 Funding Position Info report
   1. The report provides funding, position, and job information for active positions
   2. Report parameters include Business Unit (SBCMP), Dept (select one or many), and FY
2. Download the report in Excel format
3. Filter the Fund Eff Date column for 7/1/25 effective dates to identify the converted entries
4. Filter the Fund Eff Date column to exclude 7/1/25 to identify positions not converted

Data Entry

Updates for position funding entries have the following deadlines. Consult the payroll processing schedule for details:

Revised Funding Entry Page

Because UC locations may customize the CCOA labels on the funding pages, the R-368 report uses the database field name as the report column header. Use the following mapping to correlate the CCOA labels on the Funding Entry page to the report columns:

Note that the “Account” field is only visible on the Funding Entry Inquiry page. It is not visible in add or edit mode on the Funding Entry page. It is not required for any transaction/data entry.

For additional information on the CCOA, please refer to the FMM website and the training and tools available. In addition, you may contact the FMM Help Desk at (805) 893-5400, submit a FMM Help ServiceNow ticket (link to be published on 7/1/25), or the UCSB Payroll Office at bfshelp.ucsb.edu or payroll@bfs.ucsb.edu.

We appreciate your attention and flexibility in supporting UCSB’s upcoming financial transformation.