FN - Add or Change Position Level Funding for Employees' Salary Expense

This document shows how to add Position level funding for employees' salary expense. Position-level funding needs to be added before the Payroll Confirmation deadline in order to take effect for the current payroll period.

Process Considerations:

Warning signPosition level funding is currently only used by UW - Madison Division A85.  All other units should refer to KB FN - Add or Change Appointment Level Funding for Employee's Salary Expense .

When Position level funding is added, employees who do not have active appointment level funding will have their salary expenses (e.g. earnings, deductions, taxes) distributed to the Position level funding account codes. With Position-level funding, you add it once per A85 department, fiscal year, budget level, and position number on the Funding Data Entry page, Add a New Value tab. Position-level funding is used most efficiently when you have multiple employees in the same position, in the same location and is used exclusively by A85. Position level funding means that every employee in that Position will have the same payroll funding. With Position-level funding, you can save funding entry time by adding funding once to the Position number, instead of adding funding for each individual Employee ID and Employee Record Number.

Before this Step:

a. The 8-digit Position Number (e.g. 01504531) you need to fund has a status of Active. (This information is set up by your campus or division Human Resources staff).
b. Obtain the necessary source document which lists salary funding information for employees with the same 8-digit Position Number.
c. 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. Required fields for adding Position Level funding include:

    a. Department [7-character appointing Department ID; (e.g. A801100) which matches the Position Number (e.g. 01504531) on the HR Position Data record]. Note: To display the HR Position Data record, use menu navigation Organizational Development > Position Management > Maintain Positions/Budgets.

    b. Fiscal Year (4 digit; enter 2014). Note: The date range for Fiscal Year 2014 is from July 1, 2013 to June 30, 2014.

    c. Budget Level (Select Position).

    d. Position Number (8 digit Position Number; e.g. 01504531)


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

    a. If you receive a message, "Invalid value - press the prompt button or hyperlink for a list of valid values", verify you entered everything correctly and have not made a typographical error.

    b. If you receive a message, "The value you tried to add already exists", this means Position-level funding has already been entered for this Appointing Department, Fiscal YearPosition Number combination. Change the position level funding if needed.

    c. If you cannot resolve the error message, please contact the UW Service Center
  6. The Funding Data Entry page displays for the Position Number. (See screenshot below). 

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

    b. In this example, the Position budget level option was selected for all employees in the IM Supervisor position, Position Number 01504531.  This means that all employees in this Position Number will have Position level funding distributed to their salary expenses, if they do not have active Appointment level funding.

    Note:  The Appointing Department (e.g. A801100) listed at top of the Funding Data Entry screen must match the Department and Position Number on the HR Position Data page, in order for Position-level funding to be applied correctly.

  7. The Budget Data section displays Position Management information from the HR Position Data record.

    a. The Current Head Count field shows the current number of employees (e.g. 26) and maximum number of employees (e.g. 150) in this specific Position (e.g. IM Supervisor).  Note:  Position-level funding affects every employee with this Position number.

    b. To display the names of the current employees in the Position, click on the New Window hyperlink to open another PeopleSoft HRS session. Navigate to: Organizational Development > Position Management > Maintain Positions/Budgets; enter the 8-digit Position Number to display the HR Position Data record; click on the Budget and Incumbents tab.

  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 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. 07/01/2013).

    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 Pay Calendar for the employees in the Position. 

    The funding Effective Date for Fiscal Year 2014 must be within the date range of the Budget Begin Date (07/01/2013) and Budget End Date (06/30/2014), 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: UWMSN

    c. Fund (3-digit fund code)  Example:128

    d. Dept ID (6-digit funding department number without the alpha character) Example: 801112

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

    f. Project (7-character Project/Grant ID, if applicable).  Example: PRJ61MV
        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 Position 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 Position-level 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 PeopleSoft HRS is validating the Position 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 again.
    Note:  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.

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

12.  You have successfully added Position-level funding for multiple employees with the same Position number for your campus department.

Viewing and changing position level funding is similar to viewing or changing appointment level funding except postion level funding is selected.


Related Job Aids: 
FN - Salary Funding Levels Assigned During Payroll Processing
FN - Salary Funding Lifecycle for Payroll Processing 


Related Reports: 

FN - Run the Employee Funding Summary Report
FN - Run the Funding Change Report

Keywords:funding, hire, rehire, transfer, department, position number,funding data entry, budget, add a new value, training   Doc ID:24144
Owner:Susan A.Group:Human Resource System (HRS)
Created:2012-05-04 15:37 CDTUpdated:2016-09-01 15:21 CDT
Sites:Human Resource System (HRS)
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