Frequently Asked Questions - Position Funding

Can I change the order of chartstring field names in the template?

Yes, you can change the order during your active session by using the Personalize link. However, we encourage users to familiarize themselves with the default order defined by UCPath. 

When will benefit adjustments hit the ledger?

Benefits follow the employee's salary.

Is legacy HCM accessible for view-only access (for current vacant position information) after go-live?

Legacy HCM will be available through September 2019 for those who already have access. Legacy HCM data can be accessed through Cal Answers reports.

Can we have multiple positions connected to one funding record?

No. Each position requires its own funding. Funding is the same for a single-headcount or a multi-headcount position. 

Can an approver edit the position funding transaction before approval?

The approver should deny the transaction and the initiator should make the changes and resubmit the transaction for approval. 

Does the Effective Date for position funding matter?

Yes! Effective Date for position funding must be equal to or later than the Effective Date of the position. The position must be created before you can fund it. Additionally, position funding Effective Date should be prior to the hire Effective Date in order to avoid any pay going into suspense.

What is the Pool ID field on the Position page?

Pool ID is used by the Work-Study unit to enter students' Work-Study codes.

Example: The Work-Study codes (e.g. C or G) will go into "pools" (e.g. Work-Study student in "G").

For more information, refer to the Office of Financial Aid & Scholarships.

What is “MCOP"?

Multiple Components of Pay. There is a link on the Position Funding page to access the Multiple Components of Pay worksheet to assist you with proper funding. 

When will a fund go into suspense versus being charged to the department’s default chartstring?

It will only go to the department’s default chartstring if it’s a new hire, and no one has specified a specific chartstring. However, once funding has been set up, expired funding will go into suspense.

Is there approval routing at the funding level?

No. The approvals would be routed based on department, not funding.

Can other chartfields besides fund code be used to gather characteristics of the fund?

No. The system will retrieve additional information for the fund code from various fund tables. Some fund attributes are capped/uncapped, annual cap rate. Additionally, the fund code lookup table is sourced from the Fund Attribute table.

How is funding source changed for additional pay?

The earn code for the additional pay with the chartstring is entered in the Position Funding form. If the additional pay was due to a stipend, the earn code for stipend, “STP,” along with the chartstring would be added in the form.

Are there additional reasons why funding would default to the general fund, other than the expiration date of a current fund?

Yes. A chartstring may be valid at the time of entry in Position Funding, however, it may become invalid prior to Commitment Accounting Actuals/General Ledger batch processing. This instance would result in an edit error being flagged and a default chartstring would be used.

In UCPath, will the account automatically be pre-populated based on the position?

The user is not required to enter the account chartfields.

Will the system validate each field or the full chartstring?

The system performs individual chartfield validation, but it will also validate the full chartstring.

Can the funding end date occur prior to the appointment end date?

Yes. However, if the funding end date expires, the system will pull from the suspense account.

Can the effective date be retroactive?

Yes, as long as the funding effective date is between the budget begin and end date. You can enter a change in funding with an effective date in the past (e.g. use yesterday’s date) as long as that is a valid date for the position.

How far forward/in the future can I enter the effective date?

The funding effective date should be between budget begin and end date. There is no stated limitation for how far in the future (as long as it’s during the period in which the position is active).

How many distributions can I have?

There is no limit to the amount of many distributions that can be entered in the UCPath system. The limits in the current state are driven by PPS (Personnel Payroll System), which will not exist in the future state.