As UCSB’s transition to the new Common Chart of Accounts (CCOA) approaches, Business & Financial Services would like to remind the campus about the impending deadline to resolve discrepancies in the current Chart of Accounts.

Key Dates:

  • Friday, June 13 – Departments must approve or cancel all pending DRs/SCTs transactions. Any pending DRs/SCTs after this date will be rejected in UCPath and can never be transferred again.    
  • Friday, June 13 – Ensure all suspense account balances (89998, 89997, 89996) have been reviewed and cleared.
  • Tuesday, June 17  – Departments must approve or cancel all pending Funding Entry transactions.

BFS has provided an updated spreadsheet that lists all Pending Direct Retro (DR)/ Salary Cost Transfer (SCT) transactions and all Pending Funding Entry transactions requiring action as of 5/3/2025. Departments must update these transactions, either approving or canceling them, before the above deadlines.

BFS has also provided an updated spreadsheet that lists current suspense account balances for 89996, 89997, and 89998 (excluding any Journals that have been performed to clear those funds) as of 5/3/2025. Department transactors can also review the most up-to-date balances of their 89996 and 89998 suspense accounts by logging in to the Data Warehouse (EZ Access) and reviewing the “Payroll Expense Inquiry” report under the UCPath Payroll section. Departments do not have access to the 89997 suspense account, therefore, we have provided this spreadsheet for you to review.

For guidance on how to perform a Salary Cost Transfer, refer to these video demonstrations. If any unresolved transactions require assistance, please submit a ServiceNow ticket. Please refer to this slide deck to learn more about the UCPath account cleanup efforts.

Please ensure all adjustments are completed by the dates above to avoid future financial discrepancies or reporting issues. These activities are required to ensure a smooth transition to the new CCOA. On July 1, the new CCOA goes live and the old COA will no longer support transactions. Your prompt attention to this matter is appreciated.