FN - Run the Funding Change Report
You can run the Funding Change Report by 7-character appointing Department (e.g. A538500) to view funding adds, changes, deletes; date and time the entry occurred; specific Fiscal Year; the name of the staff person who made the change or the specific batch Finance Fiscal Year End process or SQL (Structured Query Language) process that made the change automatically.
The report lists funding level changes for appointment, position or department level funding from the Funding Data Entry page in HRS. The Funding Change Report can also be downloaded to an Excel spreadsheet.
HRS Security Role Needed:FI Campus User Funding Reports
- From the HRS Main Menu, navigate to: UW Financial Reports > Funding (CA) Audit Report.
Note: The letters "CA" in the screen title refer to Commitment Accounting.
- In the Funding (CA) Audit Report search screen:
a. If this is the first time running this report, click the Add a New Value tab. Go to Step 3.
b. If not the first time running the report, click Search to locate your pre-existing Run Control ID. Go to Step 4.
Note: A Run Control ID is a name assigned to a set of report parameters used to run the report. Once saved, it can be re-used the next time the report is run.
In the Add a New Value tab:
a. In the Run Control ID field, enter a name that is 30 characters or less and contains no spaces. Example: FUNDCHANGES
b. Click Add to continue to the next screen.
In the Funding (CA) Audit Report tab, the Run Control ID field shows the name given to the Run Control ID for this report (e.g. FUNDCHANGES).
a. In the required field for Department ID, enter the entire 7-character appointing Department which starts with your campus alpha identifier (e.g. A538500). If unknown, click on the data look-up icon , and search for valid appointing Department IDs.
Note: This report does not accept partial appointing Department IDs nor the wildcard character of %. If a partial appointing Department ID is entered (e.g. A53%), the report will run to Success, but produce no results.
b. In the optional Date Parameters section:
(1) Select a Begin Date and End Date for the report -- or --
(2) Leave blank to run the report for the current Fiscal Year begin and end dates.
Note: Fiscal Year 2014 began July 1, 2013, and ends June 30, 2014.
c. In the optional Additional Parameters section, enter one of the following or leave all blank:
(1) Employee ID. To list funding changes for one employee, enter their unique 8-digit Employee ID (e.g. 00224059) --or --
(2) Position Number. To list funding changes for a particular Position, enter the 8-digit Position Number (e.g. 01376333) --or--
(3) Project Id. To list funding changes by Project/Grant ID, enter the unique 7-character Project ID (e.g. PRJ51UR) --or--
(4) Fund Code. To list funding changes by Fund Code, enter the 3-digit Fund Code (e.g. 133).
d. To save the Run Control ID for re-use, click the Save button or select the Run button. (HRS briefly displays the word Saved in the upper right-hand corner of the screen).
- To run the report with your parameters, click the Run button.
a. To run the report for multiple employees for a particular date range, see screenshot example below.
b. To run the Funding Change Report for one Employee ID, see screenshot example below.
In the Process Scheduler Request screen:
a. To choose an output file format different than the default PDF (portable document format), click the drop-down arrow in the Format field, and select from the list of available choices (e.g. CSV for comma separated value).
b. To continue, click OK.
- After clicking OK, the Funding (CA) Audit Report tab displays. A unique Process Instance number (e.g. 1091729) shows that your report is running in the background.
- To monitor the status of your report, click the hyperlink for Process Monitor.
- After clicking the Process Monitor hyperlink, the Process List screen (e.g. tab) displays. Locate your unique Instance number (e.g. 1091729) based on the report run date/time.
a. In the Process List screen, click on the yellow Refresh button until the report Run Status indicates "Success" and the Distribution Status indicates "Posted."
b. When the Run Status displays "Success" and Distribution Status displays "Posted," click on the Details hyperlink to view the report results.
- After clicking on the Details hyperlink, the Process Detail screen displays.
a. Locate the Actions section on the lower right-hand portion of the screen.
b. Click the View Log/Trace hyperlink to view the report results.
- In the View Log/Trace window, the File List section contains the output file format selected in Step 6a above. In our example, the default .PDF (portable document format) output file was selected. Click on the file name to view the report results.
- The Funding Change Report results open in a new window. (See screenshot examples below).
- The description for each column heading displayed on the report results is listed below:
a. Date/Time of Entry. The day/month/year and time (e.g. hours/minutes/seconds), sorted in ascending order, that the funding change was entered on the Funding Data Entry page in HRS.
b. Changed By. The name of the staff person who made the funding change --or-- the specific Finance Fiscal Year End batch process or SQL (Structured Query Language) process that made the funding change.
(1) If UW_BAT_FI_FYE1 displays, this means the batch Finance Fiscal Year End UW System Administration (UWSA) Budget Import process made the change automatically. (The data source of the Fiscal Year 2014 UWSA Budget Import is an IBM mainframe system and not PeopleSoft HRS).
(2) If UW_BAT_FI_FYE2 displays, this means the batch Finance Fiscal Year End Funding Rollover process made the change automatically. (The data source of the Funding Rollover is from the HRS Funding Data Entry page for Fiscal Year 2013).
(3) If U:PHIRE_SQL displays, this means that a special Structured Query Language (SQL) process was used by the HRS Finance Team to add funding information to the database tables in HRS. PHIRE is the name of the software used to manage the process.
c. Action. Type of change made. (See table below for explanations of each Action).
Action Description Add New funding row added. This row displays the new funding that was added. Chg (Change) Existing funding row changed. This row displays the result of the change. Del (Delete) Existing funding row deleted. This row shows the existing funding that was deleted.
- If you selected the .CSV file format in Step 6a above, the Funding Change Report results open in a new window, and downloads the report results as a Read-only, Excel spreadsheet.
a. If you receive a Windows Security pop-up message, click Cancel to continue.
b. If you receive a Microsoft Excel warning message, regarding the different file format (see screenshot below), click Yes to open the file.
b. Otherwise, the .CSV report results download to a Read-only, Excel spreadsheet.
c. In Excel, use the File, Save As menu option to re-save the file with a different name (e.g. Funding Change Report.xlsx), and edit as needed.
Note: Microsoft Excel generally drops leading zeroes (0's) in .CSV files. The Employee ID field is 8 digits, including leading zeroes.
d. For a description of the column headings, refer to Step 13 above.
d. Employee ID. The 8-digit employee ID (e.g. 00392136) for whom the appointment level funding was changed, as listed on the Funding Data Entry page in HRS.
Note: If the Employee ID field is blank, funding changes were made to either Department level funding or Position level funding. (See Employee Name field below).
e. Empl Rcd (Employee Record Number). The employee's primary or secondary job on which appointment level funding changes were made, as listed on the Funding Data Entry page in HRS.
Note: The default value is zero.
f. Fiscal Year. The four digit fiscal year in which the change occurred, as listed on the Funding Data Entry page in HRS.
g. Employee Name. The name of the employee (e.g. last name, first name, middle) for whom the appointment level funding change was made, as listed on the Funding Data Entry page in HRS.
(1) If the words, "position = [8-digit Position number]" display in the Employee Name field, this represents changes made to Position level funding.
i. Fund Eff Seq (Funding Effective Sequence). The funding effective sequence number entered as a result of the Add, Change or Delete Action, as listed on the Funding Data Entry page in HRS.
Note: The effective sequence tracks the sequence of changes, when multiple funding records have the same funding effective date; the highest number takes precedence.
j. Fund Status. (Funding Status). Represents changes made to the *Status field on the Funding Data Entry page in HRS. The default value is Active.
|Important: If the *Status field is changed to Inactive, HRS will ignore all funding rows entered.|
k. Fund Seq (Funding Sequence). Represents numbering changes to the *SEQ# field on the Funding Data Entry page, Funding Distribution section in HRS.
Note: HRS automatically renumbers the *SEQ# field, if an entry is made in the ERNCD (earnings code) column on the Funding Data Entry page. (Refer to HRS KnowledgeBase document 18173, FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay ).
l. Funding Combination Code. Changes made to the salary expense funding chartfields (also known as "funding string"), from the Funding Data Entry page, Funding Distribution section in HRS.
For example, the funding combination code 133-538500-4-MSN-PRJ51UR is made up of the following 5 segments:
(1) Fund (3-digit fund code) Example: 133
(2) Funding Dept (6-digit funding department) Example: 538500
(3) Program code (1-character program code) Example: 4
(4) Campus abbreviation (3-character campus abbreviation) Example: MSN
(5) Project, if applicable (7-character Project/Grant ID) Example: PRJ51UR
m. Earnings Code. Represents changes made to the 3-character ERNCD (earnings code) field on the Funding Data Entry page, Funding Distribution section in HRS.
Note: On the Funding Data Entry page, the ERNCD field is used to designate that funding for a payroll earnings code for items such as Retro Pay, Overtime or an Overload, for example, are funded differently than the employee's regular earnings. (See also HRS KnowledgeBase document 18173, FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay).
n. Fund Dist % (Funding Distribution percentage). Changes made to the Distrib % field on the Funding Data Entry page, Funding Distribution section in HRS.
- Document 20580 is unavailable at this time.
- Document 21088 is unavailable at this time.
- Document 21066 is unavailable at this time.
- FN - Salary Funding Levels Assigned During Payroll Processing
- UWSC Support - List of Campus Code Identifiers
- FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay