FN - Add or Change Department Level Funding for an Appointing Department

This document shows how to add Department-level funding for an appointment department. Department-level funding needs to be added before the Payroll Confirmation deadline in order to take effect for the current payroll period. Note:Department level funding is sometimes referred to as "placeholder" funding.

Process Considerations:

warning sign  Department level funding is not used to fund an individual employee's salary except A96 (UW Madison). Refer to KB FN - Add or Change Appointment Level Funding for Employee's Salary Expense for instructions on how to add funding for individual employees.

When Department level funding is added, employees who do not have active appointment or position level funding will have their salary expenses (e.g. earnings, deductions, taxes) distributed to the department-level funding account codes at payroll processing time.  You can refer to the online UW Payroll Calendar for the payroll processing schedule for both biweekly and monthly paid employees. With Department-level funding, you add it once per campus, department, fiscal year, and budget level on the Funding Data Entry page, Add a New Value tab. Department level funding must be set up for every appointment department at every campus. The Service Center will assign a department level funding string if not set up.

Department-level funding is used throughout the UW System campuses in a couple of ways:
1. To prevent salary funding from going to the payroll suspense funding chartfield (e.g. Fund 128, Dept PRSUSP, Program Code 1, Account 1000-Salary Default) when employees are missing Appointment or Position-level funding;
2. To allow financial related functions to process when events cause processes to fail for an employee at all campuses.
3. To fund the salary expense (e.g. earnings, deductions, taxes) for every employee in the Department. This option is used only by A96.

Before this Step:
a. Obtain the necessary source document which lists department funding information (e.g. effective date, fund, department, program, project, percentage)
b. For Payroll Confirmation deadline dates, refer to the online, custom UW Payroll Calendar.

HRS Security Role Needed: FI Campus Funding One BU

  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, click the Add a New Value tab.


  3. On the Funding Data Entry, Add a New Value tab, default values are shown below:


  4. From your source document, enter data into the required funding data entry fields for Department level funding. Required fields for adding Department Level funding include:

    a. SetID (Defaults to SHARE; do not change)
    b. Business Unit (Defaults to your campus)
    c. Department [7-character appointing Department ID with campus alpha identifier; (e.g. B487900)
    d. Fiscal Year (4 digits)
    e. Budget Level (Select Department)


  6. To continue to the next Funding Data Entry screen, click the Add button.

    Note: If you receive a message, "The value you tried to add already exists", this means department-level funding has already been entered for this Business Unit, Appointing Department and Fiscal Year combination. (This could be due to a data entry error or the department-level funding has previously been entered).   Change the department level funding if needed.

  7. The Funding Data Entry page displays for the Department. (See screenshot below). 

    a. Verify the appointing department, Fiscal Year, and selected budget level option (e.g. Department) are displayed.

    b. In this example, the Department budget level option was selected.  This means all employees in this Department (e.g. B487900 - Psychology) will have Department-level funding distributed to their salary expenses, if they do not have active Appointment or Position level funding.

  8. Locate the Funding Distribution section near the bottom of the screen. Verify the Effective Date is blank, Status = Active, and the Used by Distribution Process box is unchecked. (See screenshot below)

  9. From your source document, enter the following Department funding distribution information (see screenshot below):

    a. Effective Date (Enter the funding effective date). The first funding Effective Date should be the Budget Begin Date for the current Fiscal Year (e.g. 07/01/20xx).

    However, if the payroll period for the Budget Begin Date has already been completed and confirmed, enter a funding effective date equal to the next Pay Period Begin Date, according to the UW Payroll Calendar for the employees in the Department.

    Note: The funding Effective Date for Fiscal Year 20xx must be within the date range for the Budget Begin Date and Budget End Date, which are listed at the top of the Funding Data Entry screen.

    For pay period begin/end dates for Monthly paid employees and Biweekly paid employees, refer to the online UW Payroll Calendar.

    b. GL Business Unit (defaults to your campus, but can be modified, if needed)  Example: UWMIL

    c. Fund (3-digit fund code)  Example:101

    d. Dept ID (6-digit funding department number without the alpha character) Example: 487900

    e. Program code (1-character Program code)  Example: 2

    f. Project (7-character Project/Grant ID, if applicable).  Example: PRJ53BD
        Note: If a Project is entered, a Project End Date column will display the ending date of
       the project/grant. This field is not editable. (This is the project end date; not the budget end date).

    g. Distrib % (total percentage that will be expensed from this fund, department, program, etc.)
        Note: In order to save properly, all percentages under the Distrib % column must total 100.

    h. ERNCD (Earnings Code).  Leave blank for Department level funding.

    i. To add a new funding row, click the  icon at the end of the row.

    j.  To delete a funding row, click the  icon at the end of the row.

  10. To save the salary funding distribution data for the specified effective date, click the Save button, located at the bottom left portion of the screen. The message, Processing, will display for a few seconds in the upper right portion of the screen.  This means that PeopleSoft HRS is validating the funding information entered against edit rules in place in the Shared Financial System (SFS).

    a. If processing errors are detected, a message window appears, and data entry fields may display in a red color.  Correct any errors found. Click Save.

      For more information about error messages, refer to HRS KnowledgeBase document 17047, FN - Resolve Error Messages on Funding Data Entry Page.

    b. If no errors are found, the message, Saved  displays for a few seconds in the upper right portion
        of the screen.

    Important: The funding distribution data remains in effect until a new funding effective date/effective sequence is entered.  You cannot enter a new funding effective date later than 06/30/2014, the end of Fiscal Year 2014.

To add a new effective dated funding record in same fiscal year:

10. Click the  icon, located within the Budget Data section.


11. When a new effective dated funding row is added (see screenshot below):

     a. The new, blank Effective Date field displays first, and the previous funding information (e.g. 07/01/20xx) is
         historical. The Budget Data section scroll area indicates 1 of 2 to reflect the data view change.
           Note: You can click the View All link to display all current and historical information vertically.

     b. Funding distribution data from the previous record (e.g. 07/01/20xx) is copied to the new record.

     c. In the new, blank Effective Date field, enter the effective date when the new department funding information takes effect (e.g. 03/01/20xx).  

     d. The Eff Seq (effective sequence) field indicates 0 for the first entry, 1 for the second entry, etc., for multiple changes entered with the same funding effective date.

     e. Modify funding distribution information, as needed.
         (Refer to Steps 8-9 above).

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

13.  You have successfully added department-level funding for employees' salary expenses, when they do not have active Appointment or Position-level funding in place.


Related Job Aids: 

UW Payroll Calendar

FN - Add or Change Appointment Level Funding for Employee's Salary Expense
FN - Add or Change Position Level Funding for Employees' Salary Expense (used only by A80)
FN - Salary Funding Levels Assigned During Payroll Processing
FN - Salary Funding Lifecycle for Payroll Processing 

Related Funding Reports: 
FN - Run the Employee Funding Summary Report
FN - Run the Funding Change Report

Keywords:HRS, funding, salary, department level, suspense, commitment, accounting, budget, fund, earnings code, PRSUSP, Eff Seq, effective sequence, placeholder funding, training   Doc ID:21728
Owner:Susan A.Group:Human Resource System (HRS)
Created:2011-12-13 16:08 CDTUpdated:2016-09-02 09:15 CDT
Sites:Human Resource System (HRS)
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