FN - Run Suspense Funding Report
During a payroll processing period, you should run the Suspense Funding Report in HRS to identify employees who are missing payroll funding for the current Pay Run ID. The Suspense Funding query results display employees who have calculated pay for one or more jobs, but payroll funding is missing for part or all of their pay period.
NOTE: Each day of the employee's pay period needs to be funded.
The Suspense Funding query should be run for your particular campus, division or department after each nightly preliminary payroll calculation (e.g. Monday morning, Tuesday morning, Wednesday morning, Thursday morning) of a payroll processing week.
For each employee job listed on the Suspense Funding query results, you should add Appointment Level Funding on the Funding Data Entry, Add a New Value page in PeopleSoft HRS. The funding effective date should match either the Job Effective Date of the employee's Hire/Transfer/Change Department/Return from Leave/Rehire --or-- the Pay Period Begin Date; whichever date is later.
Once payroll funding is added for each employee's job listed on the Suspense Funding query results, you should re-run the Suspense Funding query to ensure that the employee's name drops off the list. You may run the Suspense Funding Report query as many times as you wish.
If payroll funding is not added before the Payroll Confirmation, the funding for the employee's job will be distributed to PRSUSP (Payroll Suspense). The Payroll Suspense chartfield will display in WISDM (Wisconsin Data Mart for PeopleSoft Financials) as Fund 128, Funding Department PRSUSP, Program Code 1.
NOTE: The Payroll Confirmation deadlines for the Monthly and Biweekly payrolls are listed on the UW Payroll Calendar.
After the Payroll Confirmation, non-Madison users would need to correct the PRSUSP funding by creating a Direct Retro Funding Distribution in PeopleSoft HRS. Madison users would need to use the Salary Cost Transfer web-based form and routing system to correct the funding retroactively for employees listed on the report results.
HRS Security Role Required to Run this Query: FI Campus User Funding Reports
Information Needed for this Query: Campus alpha code identifier
2. In the Query Viewer search screen:
a. The Search By: field defaults to Query Name. Leave as is.
b. The begins with field is blank. Enter all or part of the query name (e.g. UW_FI_SUSPENSE_FUNDING).
c. Click the Search button.
3. The Search Results displays query names beginning with UW_FI_SUS. (See screenshot below).
a. You can produce the query results in one of three formats: HTML (HyperText Markup Language), an Excel spreadsheet or XML (Extensible Markup Language).
b. Other options are to schedule the query to run at a specific time, or to add the query to your Favorites list.
Tip: To save time locating and running the Suspense Funding Report, click the Favorite hyperlink under the Add to Favorites column, in the Search Results area to create a list of My Favorite Queries.
4. In the Query Viewer, Search Results screen, locate the query UW_FI_SUSPENSE_FUNDING (Suspense Funding Report), and click the HTML link to run the query results in a new browser window/tab.
5. The UW_FI_SUSPENSE_FUNDING - Suspense Funding Report new window/tab opens, and lists three required search fields (Pay Run ID, Fiscal Year, Org Dept).
a. In the Pay Run ID required field, enter the desired Pay Run ID, if known (e.g. 2014BW05A). If unknown, click on the look up icon to choose from a list of valid Pay Run IDs.
Note: Pay Run IDs begin with the 4-digit calendar year, then either BW for Biweekly or UNC for Unclassified, Monthly, then the 2-digit month; if Biweekly, an alpha code A, B, or C represents the first, second or third biweekly payroll of the month.
Reference: To display a list of Pay Run IDs for calendar year 2014, refer to the 2014 Pay Schedules.
|IMPORTANT: In order to return query results, a preliminary payroll calc must have been run for the specified Pay Run ID.|
b. In the Fiscal Year required field, enter the four digit fiscal year 2014. (Fiscal Year 2014 began July 1, 2013 and ends June 30, 2014).
c. In the Org Dept required field (Organizational Dept -- also known as appointing dept or major dept), enter all or part of the 7-character Org Dept which starts with your campus alpha identifier (e.g. F021720). If a partial Org Dept is entered, you must use the percent character % as a wildcard (e.g. F%, F02%).
Note: You can also enter % to run for all departments.
d. To view the query results, click the View Results button.
Note: If you receive the message, "No matching values were found", one of three conditions has occurred:
(1) You neglected to enter information in all three required search fields (Pay Run ID, Fiscal Year, Org Dept).
(2) Your HRS Security access does not allow you to view query results.
(3) Your campus, division, department does not have any employees who are missing payroll funding for all or part of their pay period for the specified Pay Run ID. No further action is needed.
6. For each employee's job listed on the Suspense Funding Report query results, you will need to add appointment-level funding before the Payroll Confirmation deadline for the current Pay Run ID.
Note: The descriptions for each column heading listed on the query results are listed below:
a. Business Unit = 5-character campus abbreviation (e.g. UWOSH) where the employee's appointment is located (as listed on the HR Job Data record, Work Location tab)
b. Org Dept = appointing department (e.g. F021720) where the employee's current appointment is located (as listed on the HR Job Data record, Work Location tab)
c. Dept Description = descriptive name of the Org Dept (as listed on the HR Job Data record, Work Location tab)
d. Empl ID = 8-digit unique employee ID (as listed on the HR Job Data record, Work Location tab)
e. Empl Rcd = employee record number which represents the employee's job(s) at the Business Unit and Org Dept (as listed on the HR Job Data record, Work Location tab)
f. Name = employee's name displayed in Last Name, First Name, Middle Initial order (from the HR Job Data record, Work Location tab)
g. Empl Class = employee classification category, as listed on the HR Job Data record, Job Information tab. For example, SH = Student Hourly; CP = University Staff Ongoing (Classified Permanent); CJ = University Staff Project - FT Finite (Classified Project); CL = University Staff Temporary Employment (TE) (Classified Limited Term Employee (LTE)).
Reference: For a complete list of employee classification categories, refer to HRS KnowledgeBase document 15813, HR - Empl Class Overview .
h. Pay Group = 3-character Pay Group code, as listed on the HR Job Data record, Payroll tab. An employee's Pay Group code determines which UW Payroll Calendar is associated with their job, with specific Pay Period Begin and End Dates. For example, if the Pay Group code begins with the letter, "H", the employee's job is linked to the Biweekly Pay Schedule.
Reference: For a list of Pay Group descriptions and their associated UW Payroll Calendars, refer to HRS KnowledgeBase document 29890, PY - Pay Group Descriptions .
7. It is helpful to have two sessions open as you use the Suspense Funding Report query results in one screen, and use a second HRS session to add appointment level funding.
With the Suspense Funding Report results on screen, switch to the Query Viewer window/tab, and click on the New Window hyperlink. This opens a new PeopleSoft HRS session window. (See screenshot below).
8. In the new PeopleSoft HRS window, if you are not at the main Menu, you can click on the Home hyperlink (at the top portion of the screen) to return to the main Menu. (See screenshot below).
9. In the new window, navigate to the Funding Data Entry page, Add a New Value tab, to add appointment-level funding for the employee's Business Unit, Org Dept, Fiscal Year, Empl ID and Empl Rcd Nbr specified by the Suspense Funding query results. Menu navigation is: Set Up HRMS > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry; Add a New Value tab.
Tip: Make the Funding Data Entry page a "Favorite" by clicking on the Add to Favorites link in the upper right-hand portion of the HRS screen.
a. The SetID field defaults to SHARE. Leave as is. Do not change.
b. The Business Unit field defaults to your 5-character campus abbreviation (e.g. UWOSH). If your HRS Security allows you to do so, change the Business Unit to match the results of the Suspense Funding Report.
c. In the Department field, copy or enter the 7-character Org Dept from the Suspense Funding Report results. (Note: The Org Dept is also known as the appointing department or major department).
d. In the Fiscal Year field, enter 2014 as the four digit Fiscal Year.
e. In the Budget Level field, click on the drop-down arrow, and select Appointment.
f. In the Empl ID (employee ID) field, copy or enter the 8-digit Empl ID from the Suspense Funding Report results (e.g. 00762347).
g. In the Empl Rcd Nbr (employee record number) field, copy or enter the Empl Rcd number from the Suspense Funding Report results (e.g. 1).
h. Click Add to continue to the next Funding Data Entry screen.
10. The Funding Data Entry page displays for the employee's job. (See screenshot above).
a. Verify that the appointing Department (e.g. F021720) at the top of the Funding Data Entry page matches the Org Dept from the Suspense Funding Report results.
b. Verify that Fiscal Year 2014 displays at the top of the Funding Data Entry page.
c. Verify that the employee's Name, Empl ID, and Empl Rcd # on the Funding Data Entry page match the results from the Suspense Funding Report.
d. The job Eff Date (Effective Date) column, under the Budget Data section of the Funding Data Entry page lists the two most recent HR Job Effective dates for the employee's, according to their HR Job Data record. (See example screenshot from employee's HR Job Data record below).
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. (See example screenshot from employee's HR Job Data record above).
e. On the Funding Data Entry page, in the blank, Effective Date field, enter the funding effective date for the employee's job. The funding Effective Date should be either the Job Effective Date of the employee's Hire/Transfer/Change Dept/Return from Leave/Rehire --OR-- the Pay Period Begin Date of the employee's current payroll calendar; whichever date is later.
Note: The employee's Pay Group code (located on the HR Job Data record, Payroll tab) determines the associated payroll calendar.
f. On the Funding Data Entry page, in the Funding Distribution grid section, enter the funding information for the employee's salary expense (e.g. earnings, deductions, taxes).
g. Click Save when finished adding appointment level funding for the employee's job.
h. If you receive an error message when trying to save, refer to HRS KnowledgeBase document 17047, FN - Resolve Error Messages on Funding Data Entry Page .
|For step-by-step instructions on how to add Fiscal Year 2014 appointment-level funding, please refer to HRS KnowledgeBase document 29976, FN - Add or Change Appointment Level Funding for Employee's Salary Expense .|
12. Close any new windows you may have open.
13. To sign out of PeopleSoft HRS, click the Sign out hyperlink, located at the top right part of the screen.
14. You have successfully run the query, Suspense Funding Report, and used the information to add Fiscal Year 2014 appointment level funding on the Funding Data Entry, Add a New Value page.
Calendar Year 2014 Monthly and Biweekly Pay Schedules
Academic Pay Schedules for 9-month Employees (for all campuses)
Summer 2014 Pay Calendars (for all campuses)
HR - Empl Class Overview
PY - Pay Group Descriptions
FN - Salary Funding Levels Assigned During Payroll Processing
FN - Add or Change Appointment Level Funding for Employee's Salary Expense