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HRS Training - View Appointment Level Funding for Employee's Salary Expense

This document shows how to view appointment level funding for an employee's salary expense in PeopleSoft HRS. The employee's salary expense includes earnings, deductions, and taxes.

You can view future, current, and historical effective dated funding information for the employee. You can also determine whether or not the effective dated funding record has been distributed by a payroll process or a salary encumbrance process.

In addition, you can display whether an earnings code from an employee's Additional Pay or Time Reporting Code was funded differently than regular earnings.

If you have view only access, you are unable to make funding changes for the employee.

 You may click on the links below to navigate directly to that section:

Before this Procedure:  

a. View the employee's HR Job Data record to verify their unique 8-digit Employee ID, Empl Record Number, 7-character appointing Department, and 3-character Pay Group code for the current or future payroll period.

Note: An employee's Pay Group determines their associated UW Payroll Calendar, with specific pay period begin and end dates that impact payroll funding. Each day of an employee's pay period should be funded; otherwise, HRS distributes the funding according to the hierarchy of salary funding levels.

b. Appointment-level funding was added previously for Fiscal Year 2014, either from the automatic Fiscal Year End 2013 Rollover or entered manually.

(Note: Fiscal Year 2014 began July 1, 2013 and ends June 30, 2014).

 


View Appointment Level Funding for Employee's Salary Expense

1. From the HRS Main Menu, use navigation path: Set Up HRMS > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry.   

2. In the Funding Data Entry screen, the Find an Existing Value tab displays searchable fields. Enter as much information as you can to limit the search results.

    a. The SetID field defaults to SHARE.  Leave as is.

    b. The Business Unit field defaults to your 5-character campus abbreviation.  (Note: You will be able to select another Business Unit if your HRS Security access allows you to do so).

 

     c. In the optional Department field (e.g. Appointing Department ID), enter the 7-character appointing Department which matches the employee's HR Job Data record. (Note: Appointing Department IDs always start with your alpha campus code identifier).
    
     d. In the optional Fiscal Year field, enter the current 4-digit Fiscal Year 2014
(Note: Fiscal Year 2014 began July 1, 2013 and ends June 30, 2014).

     e. Leave the Budget Level field blank.  (Note: When the Budget Level field is left blank, HRS defaults to an Appointment level funding lookup).

     f. In the optional Empl ID (Employee ID) field, enter the unique 8 digit employee number (e.g. 00488443).

     g. In the optional Empl Rcd Nbr (Employee Record Number) field, enter the employee's job record number which matches the HR Job Data record (e.g. 1).

     h. Select the Include History indicator so that a checkmark displays. (This allows you to view future, current, and historical funding records).

     i. Click the Search button to display results based on your search criteria.

Note: If you receive the message, "No matching values were found," this may mean that no appointment level funding was entered previously for Fiscal Year 2014 for the employee's appointing department, Employee ID, and Empl Record Number. [Solution: Verify that you entered the correct 7-character appointing Department, 8-digit Employee ID, and Empl Record Number for Fiscal Year 2014.  If information was entered correctly, try searching for either Position funding or Department funding]. 

 3.  If the search criteria you entered in Step 2 above was too wide, and multiple records exist, you may see a Search Results area. (See screenshot below). Otherwise, the Funding Data Entry page displays for the employee's job. (Skip to Step 4).

     a. In the Search Results area, you can click on any column heading (e.g. Fiscal Year) to sort in either ascending or descending order.

     b. Locate the Appointment funding record you wish to view, and click on it to select.

    

4. The Funding Data Entry page displays for the employee (See screenshot below). 

    a. The top part of the screen shows the Fiscal Year (e.g. 2014) and Appointing Department (e.g. A482900).
        Note: The Appointing Department (e.g. A482900) listed at the top of the Funding Data Entry page must match the Department on the HR Job Data page, in order for funding to be applied correctly.

    b. The Budget Data section shows the two most recent Job Effective Dates (abbbreviated Eff Date) from the employee's HR Job Data record. However, the action reason and description are not shown.
Note: If you need to analyze the employee's HR Job Data record, you can use the New Window hyperlink to open another HRS session. In the new window, navigate to Workforce Administration > Job Information > Job Data to display HR Job Data details for the employee's job pertinent to the current payroll period.

   c. The Pay Basis column matches the Pay Basis from the employee's HR Job Data record, Job Information tab (e.g. Academic). For more information on the seven types of pay bases used at UW, refer to HRS KnowledgeBase document 29426, HRS Training - Pay Basis Descriptions .

    d. The Funding Distribution grid at the bottom of the screen shows current (or future-dated) funding for the employee's regular earnings, deductions, and taxes. This funding will remain in effect for the rest of Fiscal Year 2014, unless you change it.  

   Note: The ERNCD (Earnings Code) column is only used when the employee has a specific payroll earnings code (such as for Retro Pay, Overload or Overtime) that is funded differently than their regular earnings, deductions and taxes. [For screenshot examples, go to Step 7 and/or Step 8 below].

 

Determine Whether Funding was Distributed by Payroll/Encumbrance Process

5. In the Funding Distribution area, the Used by Distribution Process indicator determines whether or not a payroll process or salary encumbrance process has been run against the future or current effective dated funding record.

    a. If the Used by Distribution Process indicator is checked 20580Checked.png, this means either salary encumbrance or payroll processes have already run for the effective dated funding record. (See screenshot below).

 

    b. If the Used by Distribution Process indicator is unchecked 20580Unchecked.png, the funding information has not yet been processed by payroll or a salary encumbrance process. (See screenshot below).

Note:  If your HRS security access enables you to change funding information, you may do so on the Funding Data Entry screen.  For step-by-step instructions, refer to HRS KnowledgeBase document 17024, HRS Training - Change Appointment Level Funding for Employee's Salary Expense .

View Historical Funding Record(s)

6.  If more than one effective dated funding record exists, the scroll area, located to the right of the Budget Data section, will display 1 of 2 (or a number greater than 2). See screenshot below.

Note:  If you did not select Include History on the Find an Existing Value tab (see Step 2h above), you can click the Include History button (at the bottom right area of the screen) to change the scroll area display to view multiple funding records.  null

 

 a. To view the future, current, and historical effective dated funding records one at a time, click either the show next row button null or the show previous row button 20580ShowPreviousRowButton.png

b. To display the future, current, and historical effective dated funding records simultaneously, click the View All link. (See screenshot below for an example of the View All display).

c. If you see multiple funding records with the same funding effective date, the Eff Seq (effective sequence) number tracks the sequence of changes.  For example Eff Seq 0 identifies the first entry, Eff Seq 1 identifies the second entry, etc. The highest numbered Eff Seq takes precedence.

Example of Additional Pay Funded Differently than Regular Earnings

7. When an employee's payroll earnings code for Additional Pay is funded differently than their regular earnings, a 3-character Earnings Code displays in the ERNCD column in the Funding Distribution section. (Typically, an employee's Additional Pay record is entered in HRS by an HR Payroll/Benefits specialist for a particular payroll period).

Note: To view an employee's Additional Pay record, to see the dollar amount and Earnings Code, use menu navigation: Payroll for North America > Employee Pay Data USA > Create Additional Pay. (Refer to HRS KnowledgeBase document 17094, HRS Payroll - Enter Additional Pay ).

    a. To view Earnings Code descriptions for Classified Permanent (CP), Classified Project (CJ), or Classified LTE (CL) Hourly employees, refer to Classified (CP/CJ/CL) Earnings Codes.

    b. To view Earnings Code descriptions for Student Hourly employees, refer to Student Hourly Earnings Codes.

    c. To view Earnings Code descriptions for Unclassified (e.g. Academic Staff and Faculty), monthly paid employees, refer to Unclassified Earnings Codes.

 

Example of a Time Reporting Code Funded Differently than Regular Earnings

8.  When an hourly employee's payroll earnings code for a Time Reporting Code (such as Overtime) is funded differently than their regular earnings, a 3-character earnings code displays in the ERNCD column in the Funding Distribution section.

Note: Time Reporting Codes only pertain to hourly paid employees.
 
 
    a. To view Earnings Code descriptions for Classified Permanent (CP), Classified Project (CJ), or Classified LTE (CL) Hourly employees, refer to Classified (CP/CJ/CL) Earnings Codes.

    b. To view Earnings Code descriptions for Student Hourly employees, refer to
Student Hourly Earnings Codes.

 9. To exit from the Funding Data Entry screen, click the Home hyperlink, located at the top right part of the screen.  null

10. You have successfully viewed appointment level funding information for an employee's salary expense for Fiscal Year 2014.

After this Procedure:

  • To view the funding level (Appointment, Position, Department), funding source and funding percentage for all employees at a campus, division or department, run the Employee Funding Summary Report.

  • To find out who (or what HRS automatic process) added or changed funding, and what date/time the funding change was made, run the Funding Change Report.

Related Job Aids:

HRS Training - Salary Funding Levels Assigned During Payroll Processing
HRS Training - View Department Level Funding for Employees' Salary Expense
HRS Training - View Position Level Funding for Employees' Salary Expense
HRS Payroll - Enter Additional Pay
HRS Training - Change Appointment Level Funding for Employee's Salary Expense
HRS HR - Encumbrance Definitions - Job Aid

Related Funding Reports:

HRS Training - Run the Employee Funding Summary Report
HRS Training - Run the Funding Change Report 




Keywords: training, funding, appointment, appointment-level, view, salary, budget, distribution, earnings, ERNCD, display, additional pay, used by distribution process, distrib%, deductions, taxes, payroll funding, effective dated funding record, Eff Seq, effective sequence   Doc ID: 20580
Owner: Cathy C.Group: Human Resource System (HRS)
Created: 2011-10-10 16:25 CDTUpdated: 2014-01-07 14:41 CDT
Sites: Human Resource System (HRS)