FN - Salary Funding Levels Assigned During Payroll Processing

GENERAL DESCRIPTION:

This document describes the five types of salary funding levels and order of precedence which may be distributed to an employee's salary expense (e.g. earnings, deductions, taxes) at the time of payroll processing.

These salary levels are assigned by HRS after each preliminary payroll calculation, up to the start of the post-confirmation processing. Refer to the online UW Payroll Calendar for the current payroll processing schedule.

This document also lists helpful funding-related queries and reports you can run during a payroll processing week, ad-hoc reports that can be run at any time, and reports which are available after the payroll has been completed.


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Explanation of Salary Funding Levels

  1. Appointment Level Funding  At the time of payroll processing, PeopleSoft HRS first attempts to distribute appointment-level funding to an employee's salary expense (e.g. earnings, deductions, taxes) for each day of their payroll period.

    Appointment level funding is entered on the Funding Data Entry page in HRS and includes campus, appointing Department, Fiscal Year, Employee ID, Empl Record Number, and funding string.

    Definition:
    Appointment-level funding means you are funding the salary expense for one employee in one appointment.

  2. Position Level Funding is used only by UW Madison - A80 (Recreation Sports). If part or all of the employee's pay period is missing Appointment-level funding, then PeopleSoft HRS next attempts to distribute Position funding to the employee's salary expense (e.g. earnings, deductions, taxes).  This is only used by Department A80

    Position level funding is entered on the Funding Data Entry page in HRS and includes campus, appointing Department, Fiscal Year, Position Number and funding string.

    Definition: Position-level funding is used at UW Madison - Recreation Sports most efficiently for groups of employees performing similar functions who are employed for only a few hours. when there are multiple employees in one Position number (e.g. 45 Lifeguards in Aquatics Dept). It means you are funding the Position Number; thus, all the employees in that Position Number have the same funding for their salary expenses (e.g. earnings, deductions, taxes).

  3. Department Level Funding is used as a safety net. If part or all of the employee's pay period is missing Appointment-level funding or Position-level funding, then PeopleSoft HRS next attempts to distribute Department funding.

    Department level funding is entered on the Funding Data Entry page in HRS and includes campus, appointing Department, Fiscal Year and funding string.

    Note: Department-level funding (sometimes referred to as "placeholder" funding, and incorrectly referred as "default" funding) is used throughout the UW System as follows:
    a.  Department level funding will be rolled over from previous fiscal year if the funding is still valid
    b.  Each appointing department should be setup with department level funding
    c. Department level funding is generally intended to serve as a "stop gap" measure to prevent transactions that stop payroll processing for all employees at all campuses and to quickly identify payroll funding aberrations.
    d. Recommend using a funding that is likely to remain valid for a period of several years in the future.
    e. The Funding Edit Error Inquiry Report and the No Appt-Level Funding Report are intended to proactively identify transactions that are being charged to department level funding while a payroll is in calc

  4. Suspense Funding  If part or all of the employee's pay period has no appointment, position, or department level funding entered, then funding is automatically assigned to Payroll Suspense (PRSUSP) funding for the employee's salary or fringe expense.  Payroll Suspense funding is charged as Fund 128, Funding Department PRSUSP, Program Code 1. If funding goes into suspense funding it may stop payroll processing for all institutions. Because Suspense funding always requires that a direct retro be entered,  it is important to prevent salaries from being charged to Suspense Funding.

  5. Default Funding - If Appointment, Position or Department level funding exists for the employee's current pay period, but funding edit errors are detected, then funding is automatically assigned to payroll Default Funding (PRDFLT) for the employee's salary or fringe expense.  Default funding will also be used if the controller has not set up funding in the accounting tree or a paygroup can't be used for that funding stream. Payroll Default Funding is charged as Fund 128, Funding Department PRDFLT, Program Code 1. Because Default funding always requires that a direct retro be entered,  it is important to prevent salaries from being charged to Default Funding.

Helpful Funding-Related Queries and Reports


ADDITIONAL RESOURCES

Related KBs

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