FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay
This document shows how to designate funding for an employee's payroll earnings code when the funding is different than their regular earnings, deductions, and taxes for the current or future payroll period. For example, an employee's earnings code for Termination Pay, Overload, Overtime, or from a previous position may need to have a different funding source than their regular earnings.
Special funding for payroll earnings codes must be entered by the end of the day on the Final Calc day in order to take effect for the employee's current payroll period.
The ERNCD (earnings code) column on the Funding Data Entry page is normally blank, but used solely to designate funding for a payroll earnings code differently than regular pay for employees whose Pay Basis is not Lump. For employees whose Pay Basis is Lump (lump sum payment), the ERNCD column should always be blank, and this document is not applicable. If the funding for the employee's payroll earnings code is the same as their regular earnings no further action is necessary, and this document is not applicable. The ERNCD column on the Funding Data Entry page should remain blank.
1. From the HRS Main Menu, use navigation path: Set Up HRMS > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry.
a. The SetID field defaults to SHARE. Leave as is.
b. The Business Unit field defaults to your campus abbreviation. Note: If you have HRS Security to do so, you may change to a different Business Unit.
c. Enter any information you have (e.g. appointing Department, Fiscal Year, Empl ID, Empl Rcd Nbr, etc.).
d. Select the Include History button to view future, current, and historical funding records for the employee's job.
e. Click Search. (If the search criteria results in multiple records, select the applicable record.)
3. The Funding Data Entry page displays the current (or future) Appointment level funding for the employee's job.
4. Click the Add a new row icon (plus symbol ), located under the Budget Data section scroll area, to the right of the Empl Rcd# field. Users with View-Only access will not see a plus icon.
5. In the new, blank funding Effective Date field, enter the Pay Period Begin Date of the employee's current or future UW Payroll Calendar. This will be the date you want the earnings code funding for Additional Pay to take effect.
Note: The employee's Pay Group (located on their HR Job Data record, Payroll tab) determines the applicable payroll calendar, with specific pay period begin and end dates.
6. Verify that the Status is Active
7. In the new Funding Distribution grid section, place your cursor on the bottom-most funding row, and click the plus icon to add a new, blank funding distribution row.
8. In the new, blank funding distribution row to be used for the Additional Pay earnings code, enter the Fund, DeptID, Program, Project (if applicable), and Distrib % (distribution percentage). In the ERNCD (Earnings Code) column, enter the 3-character earnings code for the employee's Additional Pay. Example: UOL
9. Before you save, review your entries in the Funding Distribution section.
a. The funding row(s) used to fund the employee's regular earnings where the ERNCD column is blank needs to total 100% under the Distrib % column.
b. The funding row(s) used to fund the employee's earnins different from regular pay must also total 100%.
10. Click Save.
11. After saving, HRS automatically reorders the funding distribution sequence numbers. (See screenshot example below).
a. Sequence 1 entries under the *SEQ# column are the funding combination codes for the Additional Pay earnings code(s) in the ERNCD (Earnings Code) column.
b. Sequence 2 entries under the *SEQ# column represent the funding combination codes for the employee's regular earnings, deductions, and taxes. The ERNCD (Earnings Code) column is blank for regular earnings,deductions, and taxes.
Note: For each unique sequence number under the *SEQ# column, the funding distribution must total 100%.
Annual Employee - Example of Earnings Code for Earnings Funded Differently than Regular Pay
12. You have successfully used the ERNCD (Earnings Code) column on the Funding Data Entry page to designate that funding for a payroll earnings code should be distributed differently than their regular earnings for the current or future payroll period.
13. If the payroll earnings code funding is for one pay period only, change (e.g. reset) the funding for the employee's next pay period. So that the funding entry in the ERNCD column is no longer in effect.
a. Add a new funding effective dated record for the employee's next payroll.
b. In the new, blank funding Effective Date, enter the Pay Period Begin Date of the employee's next payroll period.
c. In the Funding Distribution section, delete the funding distribution row containing the entry in the ERNCD (Earnings Code) column.
c. Update funding, as needed.
After this Procedure
To verify the funding distribution and dollar amounts after the Payroll Confirmation, you can display the Actuals Distribution page in PeopleSoft HRS. To do so, use menu navigation: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution. (See also HRS KnowledgeBase document 17302, FN - View HRS Actuals Funding Distribution After Payroll Post-Confirmation ).
- FN - View HRS Actuals Funding Distribution After Payroll Post-Confirmation
- UW Payroll Calendar
- PY - Pay Group Descriptions
- PY - Earnings Code Descriptions