Position Funding

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).

Can we create a position before funding is established?

Yes. However, a position must be created in UCPath before you can apply funding to it.

In GL, does the system validate each field or the full chartstring?

Both. The system performs individual chartfield validation, and it also validates the full chartstring.

Note: In Payroll, the system will only validate individual chartfields, not the full chartstring.

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.

It is best practice to backdate to the appropriate Effective Date to ensure any retro pay is paid out correctly.

How many distributions can I have?

There is no limit to the number of distributions that can be entered.

What are the reasons why funding would default to the general fund, other than the expiration date of a current fund?

Position Funding was never set up for the position.

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.

A position’s department changed and funding was not set up for the new position/department pair.

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

Yes. If the funding end date expires, the system will use the suspense account.

How do we specify different FAU(s) for an employee’s recurring additional pay?

If an employee has earnings on an Earn Code not specified in their Funding Entry (like SAS or STP), the system will use the funding source(s) on the default blank Earn Code row in that Funding Entry. You are able to specify different funding sources for different earn codes in Funding Entry.

For more information, explore the Job Aid: How to Process a Staff Stipend on a Different Chartstring

Is there approval routing at the funding level?

No. Funding Entry approval routes based on the Job Data department, not based on the GL DeptID.

When does a payroll cost go to suspense?

Payroll will go into suspense if:

No Funding Entry was set up for the position

The position is no longer in the department for which funding was entered

Chartstring(s) in the Funding Entryprofile are no longer active

Note: look at Chartfield 1 to understand why payroll went into suspense:

900000: FE was not attached to the position

900001: chartstring(s) is no longer active