Payroll Certification Tracking Lookup

You can use the Payroll Certification Tracking Lookup to find out which funds require a PCS Report or to check the status of a PCS Report. You can find the link to the Payroll Certification Tracking Lookup in the Lookups & Requests portlet in KFS. See the sidebar for help finding the link.

The most common queries used with the Payroll Certification Tracking Lookup are:

  • Budget end month(s)
  • Fund number
  • Organization code
  • Principal Investigator (PI)
  • Payroll Certification Status Code
How to Look Up PCS Reports by Budget Period End

You can use the Payroll Certification Tracking Lookup to identify payroll certification reports that need to be completed. Payroll certification cannot be completed until a report's budget period has ended, so it's useful to search for PCS reports that have recently reached the end of their Budget Period. You can do this by entering a date range into the Budget Period End From/To fields.

Below is an example query looking for PCS reports that have budget end dates between June 1, 2016, and July 31, 2016.

Example Query

, enter the month(s) you wish to query for PCS reports into the Budget Period End From/To fields.

And below are the results of the query.

Search results showing all awards with budget periods ending within the search query time frame

Drill Down to the Award Document

You can learn more about an award by clicking on any Award Number in the results. This link will drill down to the Award e-Document. You can also get to this information using the Award lookup, which is discussed below.

How to Look Up by Fund Number

You can also look up PCS reports by Fund Number. When you enter a Fund Number in the lookup and click search, the query will return all active budget periods from the current PCS budget period forward.

Looking up fund numbers with the query

How to View Budget Periods with Award Lookup

Budget periods can be viewed in the Award document Lookup. The award lookup is also be found in the KFS Lookups & Requests Portlet by expanding the Contracts and Grants Section and clicking the Award link. Once you're in the Award lookup, do the following:

  • Enter the fund number into the UC Fund Number field
  • Click search
  • Click View Award in the results.
  • Scroll down to the Budget Periods Tab to view all the PCS budget reporting periods.

Budget Periods Tab showing budget reporting periods and end dates

Finding the PCS Link on ZotPortal

Click the image below to see the link location.

The Payroll Certification Lookup prompt can be found in the Finances/KFS Tab. Go to the KFS Lookups and Requests Portlet and expand the Contracts and Grants Section. Next, expand the Payroll Certification Section and click the Payroll Certification Tracking Lookup Link.

The Payroll Certification Lookup prompt can be found in the Finances/KFS Tab. Go to the KFS Lookups & Requests Portlet and expand the Contracts and Grants Section. Next, expand the Payroll Certification Section and click the "Payroll Certification Tracking Lookup" Link. 

Payroll Certification Custom Doc Search

The Payroll Certification Tracking Lookup searches for Award Budget Periods that need payroll certification, but you can also search for Payroll Certification (PCS) e-documents that you have initiated in KFS by using the Payroll Certification Custom Document Search.

This custom document search allows users to search for PCS e-documents by multiple custom fields, such as cost note or fund.

The link for the custom search is located directly below the Payroll Certification Tracking Lookup link on Zotportal. (See the sidebar for the location.)