FN - Add or Change Position Level Funding for Employee Salary Expenses

GENERAL DESCRIPTION:

This document shows how to add Position level funding for employee salary expenses. 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 sign  Position level funding is currently only used by UW Madison division A80.  All other units should refer to KB FN - Add or Change Appointment Level Funding for Employee's Salary Expense.

  • HRS Security Role Needed:  FI Campus Funding One BU
  • When Position level funding is added, employees in the Position who do not have active Appointment level funding will have their salary expenses (e.g. earnings, deductions, taxes) distributed to the Position level funding string at payroll processing time.
  • Position level funding is added once per institution, Organizational Department, fiscal year, and position number combination.
  • Organizational Department is the department the employee is assigned to in Job Data. It starts with one letter that corresponds to the institution's identifier, e.g.., B for UW Milwaukee. This is also known as Appointing Department.
  • Funding Department is the 6-digit number used in a funding string. These department numbers are maintained in the Shared Financial System (SFS).
  • Position level funding is used most efficiently when you have multiple employees in the same position, working in the same location.
  • 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 Beginning

  • Identify the 8-digit Position Number (e.g., 01504531) you need to fund and verify it has a status of Active. (This information is set up by your institutional or divisional Human Resources staff).
  • Obtain the necessary source document which lists salary funding information for employees with the same 8-digit Position Number.
  • For Payroll Confirmation deadline dates, refer to the UW Payroll Calendar.

Add Position Level Funding for a Position

  1. From the HRS Main Menu, navigate to: Set Up HCM > 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. From your source document, enter data into the required funding data entry fields. Required fields for adding Position Level funding include:

    a. SetID: defaults to SHARE; do not change
    b. Business Unit: defaults to your institution
    c. Department: 7-character Organizational Department ID; which matches the Position Number on the HR Position Data record.
        Note: To display the HR Position Data record, navigate to: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
    d. Fiscal Year: 4 digits, e.g., 2019
    e. Budget Level: select Position
    f. Position Number: 8 digit Position Number; e.g., 01234567

    Position Level funding new value

  4. 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 Organizational Department, Fiscal Year, Position Number combination. See the section below, Add a New Effective Dated Funding Row to Existing Record in Same Fiscal Year.

    c. If you cannot resolve the error message, please contact the UW Service Center.

  5. The Funding Data Entry page displays for the Position Number.

    Verify the Organizational Department, Fiscal Year, Position Number/description, and selected budget level option (Position) are displayed.
    Note:  The Organizational Department 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.

    Position level funding

  6. 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 and maximum number of employees in this specific Position. Remember, Position level funding affects every employee assigned to this Position Number.

    b. To display the names of the current employees in the Position, see KB HR - Create a Position - Job Aid.
  7. Locate the Funding Distribution section near the bottom of the screen. Verify the Status = Active and the Used by Distribution Process box is unchecked.

  8. From your source document, enter the following Position level funding distribution information:

    a. Effective Date
    • The funding Effective Date must be within the date range of the Budget Begin Date and Budget End Date, which are listed at the top of the Funding Data Entry screen.
    • To fund the first payroll in a fiscal year with Position level funding, the Effective Date must be the first Pay Period Begin Date in the new fiscal year at any UW System institution. This date can be verified in the following KB: FN - Fiscal Year End Considerations.
    • If the funding change is being entered after the first payroll in the fiscal year has been confirmed, enter an Effective Date equal to the next Pay Period Begin Date, according to the Pay Calendar for the employees in the Position.

    b. GL Business Unit: defaults to your institution, 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: 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, funding 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 plus icon at the end of the row.
    j. To delete a funding row, click the minus icon at the end of the row.

    9.2 position level funding added

  9. To save the Position level funding distribution data for the specified Effective Date, click Save. The message, Processing, will display for a few seconds in the upper right portion of the screen. This indicates HRS is validating the funding source against rules 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.
        Note:  For more information about error messages, refer to KB 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.
warning signImportant: The funding distribution data remains in effect until a new funding effective date/effective sequence is entered.

You have successfully added Position level funding for multiple employees with the same Position number at your institution.

Add a New Effective Dated Funding Row to Existing Record in Same Fiscal Year

  1. From the HRS Main Menu, navigate to: Set Up HCM > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry.

  2. In the Funding Data Entry screen, click the Find an Existing Value tab.

  3. Enter your search criteria:

    SetID: defaults to SHARE; do not change
    Business Unit: defaults to your institution
    Fiscal Year: 4 digits, e.g., 2019
    Budget Level: select Position
    Position Number: 8 digit Position Number; e.g., 01234567

    Find an Existing Value tab

  4. Click Search.
    a. If you receive a message, "No matching values were found", verify you entered everything correctly and have not made a typographical error.
    b. If you entered everything correctly, then Position level funding has not been entered. In this case, select the Add a New Value tab, then see the section above, Add Position Level Funding for a Position.
    c. If you cannot resolve the error message, please contact the UW Service Center.

  5. The Funding Data Entry page displays for the Position Number.

    a. Verify the correct Organizational Department, Fiscal Year, selected budget level (Position), and Position Number/description are displayed.
        Note:  The Department 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.

    b. The Current Head Count field shows the current number of employees and maximum number of employees in this specific Position.  Remember, Position level funding affects every employee with this Position number.

    c. To display the names of the current employees in the Position, see KB HR - Create a Position - Job Aid.

    Position level funding

  6. Locate the Funding Distribution section near the bottom of the screen. Verify the Status = Active.

  7. Click the plus icon, located within the Budget Data section.

  8. 9.2 department level funding add a row

  9. When a new effective-dated funding row is added:
    • The new Effective Date field displays first, and the previous funding information is defaulted. 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.
    • Change the new Effective Date field to when the new Position level funding information takes effect (e.g., 03/01/20xx).
    • 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 Effective Date.

  10. Modify funding distribution information, as needed.  See steps 8-9 in the section above called "Add Position Level Funding For a Position."

  11. Click Save.

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ADDITIONAL RESOURCES:

Related KBs:

Related Links:




Keywords:funding hire rehire transfer department position numberfunding data entry budget add a new value training   Doc ID:24144
Owner:Tami E.Group:Human Resource System (HRS)
Created:2012-05-04 15:37 CDTUpdated:2018-05-14 08:06 CDT
Sites:Human Resource System (HRS)
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