FN - Funding Checklist and Timelines

This Finance/Funding Checklist and Timelines document identifies: Responsibilities for Payroll Processing Week, Cross-Module Impacts, Funding Considerations, and Fiscal Year End Considerations and Summer Appointments.

 You may click on the links below to navigate directly to that section:

 

Responsibilities for Payroll Processing Week

Refer to the online UW Payroll Calendar for the current payroll processing schedule.

The following key funding-related queries and/or reports should be run daily after each preliminary payroll calculation, leading to the Payroll Confirmation, to ensure your employees have the desired funding for the current payroll:

☐ Run the Funding Edit Errors Inquiry Report
    • Navigate to: Payroll for North America > Payroll Processing USA > Pay Period Reports > Funding Edit Errors Inquiry Report
    • Detects funding errors for the current payroll. Each nightly preliminary payroll batch processing replaces the data from the previous day's Funding Edit Errors Inquiry Report. If funding errors are not corrected by the Payroll Confirmation date, the employee's payroll funding will be distributed to PRDFLT (Payroll Default).  The Payroll Default chartfield is also known as the "invalid funding" chartfield. It will display in WISDM (Wisconsin DataMart for PeopleSoft Financials) as Fund 128, Funding Department PRDFLT, Program Code 1.
    • Action needed: Correct funding for employees listed on Funding Edit Errors Inquiry Report by navigating to the Funding Data Entry page, Find an Existing Value tab. Change funding; re-save.
    • Refer to HRS KnowledgeBase document, FN - Run the Funding Edit Errors Inquiry Report to display funding for all employees, whether or not funding correction is required.

☐ Run the Suspense Funding Report Query

    • Navigate to: Reporting Tools > Query > Query Viewer; query name = UW_FI_SUSPENSE_FUNDING
    • Identifies employees with a calculated paycheck on the upcoming payroll who are missing payroll funding for all or part of their pay period. If funding is not added before the Payroll Confirmation date, the employee's salary expense will be distributed to PRSUSP (Payroll Suspense). A salary cost transfer or direct retro will need to be created.
    • Action needed: for each employee identified on the Suspense Funding Report, add Appointment-level funding on the Funding Data Entry page, Add a New Value tab.
    • Reference HRS KnowledgeBase document, FN - Run Suspense Funding Report .

☐ Run the No Appointment Level Funding Report Query

    • Navigate to: Reporting Tools > Query > Query Viewer; query name = UW_FI_NO_APPT_LVL_FUNDING
    • Identifies employees who have a calculated paycheck on the upcoming payroll, but are missing either Appointment or Position level funding on the Funding Data Entry page for all or part of their pay period. If Department-level funding exists for the current fiscal year, the employee's salary expense will be distributed to Department-level funding for the current payroll.
    • Action needed: Review employees listed on report results; for each unique Org Dept (e.g. appointing department), determine whether Department-level funding exists for the current fiscal year.  If it does, determine whether you want the employee's funding to be distributed to Department level funding for the current payroll. If not, add appointment level funding for the employee's salary expense by going to the Funding Data Entry page, Add a New Value tab.
    • Reference HRS KnowledgeBase document, FN - Run No Appointment Level Funding Report .
    • It is particularly important to run this report in the late afternoon of the final calc day and to make funding entries by the end of the day (approximately 6:00 pm)

Cross-Module Impacts (HR, Payroll, Finance)

If your campus, division or department has different staff entering HR, Payroll or Finance/Funding information in HRS for employees, it is important to realize the impact these entries may have on other HRS modules.

☐ HR Personnel Actions that Impact the Need to Add Funding for Employee's Salary Expense

  • HR Personnel actions of: Hire, Rehire, Transfer, Change Department (into a different department number within the same fiscal year), or Leave trigger the need to add funding for employee's salary expense (e.g. earnings, deductions, taxes).
    Note: Any listed personnel actions will break the link to funding for the employee's old appointing department.
  • Requires communication between the HR Staff and Finance Staff so that funding is added prior to the employee's Payroll Confirmation deadline for current payroll period.
  • Funding is added for the employee's current or future appointment on the Funding Data Entry page, Add a New Value tab in HRS.

☐ Payroll Entry of Additional Pay/Earnings Codes May Impact Funding

  • If Payroll/UW Service Center staff enter an earnings code for an employee that needs to be funded differently than the employee's regular earnings for the current payroll, this impacts funding. For example, an employee may have a payroll earnings code for Retro Pay, Overload or Overtime that may need to be funded differently than regular earnings.
  • If Earnings Code is funded differently than regular pay, Finance Staff would change funding by entering the relevant funding string and earnings code in the ERNCD column on the Funding Data Entry page in HRS. Otherwise, no further action is needed.
  • Requires communication between Payroll Staff and Finance Staff.
  • Reference HRS KnowledgeBase document, PY - Enter Additional Pay .
  • Reference HRS KnowledgeBase document, FN - Designate Funding for Payroll Earnings Code Differently Than Regular Pay .

Funding Considerations

When adding or changing funding on the Funding Data Entry page in HRS, the funding effective date impacts how the employee's salary expense is distributed in HRS.

☐ When adding funding, the Funding Effective Date should be the Job Effective date of the employee's Hire/Transfer/Change Department/Return from Leave/Rehire date as listed in Job Data.

  • Each day of the employee's pay period should be funded.
  • The funding Effective Date for the Fiscal year should be within the Fiscal year Budget Begin Date and Budget End Date.
  • Requires communication between the HR Staff and Finance Staff so that funding is added prior to the employee's Payroll Confirmation deadline for current payroll period.
  • Funding is added for the employee's Current or Future appointment on the Funding Data Entry page, Add a New Value tab in HRS.
  • Future funding effective dates should not exceed 30 to 60 days of actual salary charges because of the impact on encumbrances.
  • Reference HRS KnowledgeBase document, FN - Add or Change Appointment Level Funding for Employee's Salary Expense .

☐ When changing funding, the Funding Effective Date should be the Pay Period Begin Date of employee's current or future payroll calendar.

  • Each day of the employee's pay period should be funded.
  • The funding Effective Date for the Fiscal year should be within the Fiscal year Budget Begin Date and Budget End Date.
  • Funding is changed for the employee's current or future payroll on the Funding Data Entry page, Find an Existing Value tab in HRS.
  • Future funding effective dates should not exceed 30 to 60 days of actual salary charges because of the impact on encumbrances.
  • Reference HRS KnowledgeBase document, FN - Add or Change Appointment Level Funding for Employee's Salary Expense .
  • Do NOT use change history to change funding

Fiscal Year End Considerations and Summer Appointments

At UW, the Fiscal Year begins July 1 and ends June 30.

Note: The UW Service Center, HRS Finance Team runs an automatic process sometime in June to roll over the funding for active employees (including Summer appointments) from the current Fiscal Year to the new Fiscal Year.  

Summer Session (e.g. Teaching) employees have a Pay Group code that begins with the letter "S", and have pay calendars specific to each campus, with specific pay period begin and end dates. [Refer to Payroll Calendar].

Summer Service (e.g. Research or Administrative) employees have a Pay Group code that begins with the letter "V", and have pay calendars specific to each campus, with specific pay period begin and end dates. [Refer to Payroll Calendar].

Academic (e.g. 9-month) employees have a Pay Group code that begins with the letter "C", and have pay calendars specific to each campus, with specific pay period begin and end dates. Typically, academic employees are on a short work break during the summer months. However, funding needed to be present for both Fiscal Years because benefits are charged to their Academic appointment.


 

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Keywords:payroll processing reports Funding Data Entry appointment position department suspense invalid funding PRSUSP PRDFLT encumbrance payroll edit report funding edit errors inquiry queries faq training   Doc ID:28617
Owner:Christine G.Group:Human Resource System (HRS)
Created:2013-02-13 10:54 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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