Explanation of Salary Funding Lifecycle during a Payroll Processing Week

1. Add Salary Funding. An HR personnel action of Hire, Transfer, Change Department, Return from Leave (in different fiscal year) or Rehire (into different department in same Fiscal Year) triggers the need to add funding for the employee's job in HRS. Funding needs to be added via the Funding Data Entry page, Add a New Value tab, before the Payroll Confirmation deadline in order to take effect for the current payroll period.
   
   a. If you are funding the salary expense for one person in one appointment, see KB Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS ;
   b. If you are funding the salary expense for multiple employees in one Position Number, see KB Adding or Changing Position Level Funding for Employee Salary Expenses in HRS ;
   c. If you are funding the salary expense for multiple employees in one Department, see KB Adding or Changing Department Level Funding for an Organizational Department in HRS.
   
   Note: For more information about the different levels of salary funding (e.g. Appointment, Position, Department, etc.) distributed to employees' earnings during payroll processing, refer to HRS KnowledgeBase document, Salary Funding Levels Assigned During Payroll Processing in HRS .
   
   
2. Prelim Payroll Calcs (Preliminary Payroll Calculations).   After each preliminary payroll calculation during a payroll processing week (refer to UW Payroll Calendar), several funding-related queries or reports are available. You should run these queries/reports each Monday, Tuesday, Wednesday, Thursday of a payroll processing week to determine whether or not you need to add or change funding for an employee's job before the Payroll Confirmation deadline:
   
   a. Payroll Edit Report/Query. You can run the Payroll Edit Report as a query within HRS to view payroll dollars and funding level for employees scheduled to be paid; identifies funding level of Appointment, Position, Department or Suspense. If your employee is also working for other departments on campus, or at another campus, these jobs are also displayed on the Payroll Edit Report. The query results can be downloaded to an Excel spreadsheet to sort and filter as needed.
   
   b. Funding Edit Errors Inquiry Report - Identifies whether employee jobs have payroll funding errors for the current Pay Run ID.  If the errors are not corrected by the Payroll Confirmation deadline, the payroll funding for the employee's job goes to Fund 128, Funding Dept PRDFLT (Payroll Default), Program code 1.  Note: A Direct Retro Funding Distribution (also known as Salary Cost Transfer) would be needed to correct the payroll funding retroactively.

- Identifies employee jobs without Appointment-level or Position-level funding for part or all of their pay period for the current Pay Run ID. If Department level funding has previously been entered for the current Fiscal Year, the salary expenses will be charged to the Department level funding chartfield of the employee's appointing department. If Department level funding has not been entered for the current Fiscal Year, the salary expenses will be charged to the Payroll Suspense (PRSUSP) chartfield of Fund 128, Funding Dept PRSUSP, Program code 1.

1. Change Salary Funding.  You can change funding for an employee's job on the Funding Data Entry page, Find an Existing Value tab in HRS.  Funding changes need to be made before the Payroll Confirmation deadline, in order to take effect for the current pay period.
   
   a. If you want to change the funding for one person in one appointment, see KB Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
   b. If you want to change the funding for multiple employees in one Position Number, see KB Adding or Changing Position Level Funding for Employee Salary Expenses in HRS ;
   c. If you want to change the funding for multiple employees in one Department, see KB Adding or Changing Department Level Funding for an Organizational Department in HRS .
   
   
2. Final Payroll Calculation and Confirmation. All funding changes must be entered prior to final calc and confirm. Refer to the UW Payroll Calendar for the current schedule.
   
   
3. HRS Actuals Distribution. After payroll post-confirmation processing (and before HRS payroll is posted to the General Ledger), you can view funding for an employee's earnings, deductions, and taxes for a particular payroll by navigating to the Review Actuals Distribution page in PeopleSoft HRS.  In general, the Review Actuals Distribution page is ready to view one business day after final calc and confirm. The Review Actuals Distribution page will also show whether the funding for an employee's job will be distributed to Payroll Suspense (PRSUSP) or Payroll Default (PRDFLT).
   
   
4. Final Batch Edits.  The final batch edit process prepares the HRS information to be interfaced to the Shared Financial System (SFS) and WISDM (Wisconsin Data Mart for PeopleSoft Financials) for financial reporting. If funding errors were found during the final batch edit process, HRS distributes payroll funding to Fund 128, Funding Dept PRDFLT (Payroll Default), Program code 1.  If payroll funding was missing for an employee's job during the final batch edit process, HRS distributes the funding to Fund 128, Funding Dept PRSUSP (Payroll Suspense), Program code 1.
   
   
5. Interface to SFS Financials General Ledger.  The HRS payroll data is interfaced to the Shared Financial System (SFS) and posted in the General Ledger approximately 2 to 3 business days after payroll post-confirmation processing and is viewable in WISDM (Wisconsin Data Mart for PeopleSoft Financials) after an additional business day. 
   
   If funding information is incorrect for an employee's job, non-Madison campuses would need to create a Direct Retro Funding Distribution in HRS to change the funding retroactively.  The UW-Madison campus uses the Salary Cost Transfer Workflow Tool as their web-based form and routing system for changing payroll funding retroactively.

Helpful Funding Reports 

• Running the Employee Funding Summary Report in HRS - The Employee Funding Summary Report can be run for a specified funding effective date for a business unit, division or department. The funding effective date can be the current date, future date or historical date. It lists the funding level (Appointment, Position, Department, No funding), funding combination codes and funding percentage for all employees as of your specified funding effective date. The report results also display whether a payroll earnings code is funded differently than regular earnings. The Employee Funding Summary Report can be downloaded to an Excel spreadsheet.
  

• Running the Employee Funding Becoming Inactive Report in HRS - You can run this report by funding division or department for a future date range to identify employees' funding becoming inactive due to a Project/Grant expiring or funding department closing. The report can be downloaded to an Excel spreadsheet.
• Running the Funding Change Report in HRS - You can run the Funding Change Report by appointing Department to view funding changes for one or more employees, date and time the change occurred, and the name of the person who made the change. The report lists funding level changes for appointment, position or department level funding entered on the Funding Data Entry page in HRS. The Funding Change Report can also be downloaded to an Excel spreadsheet.
• Running a Query to Identify Employees with Payroll Default Funding (PRDFLT) in HRS - After the payroll confirmation has been completed for the current Pay Run ID, you can run a finance query by Pay Run ID, division or department to identify employees who had salary expenses charged to the Payroll Default Funding account (128-PRDFLT-1) because funding errors were not corrected in time.

Additional Resources

Related KBs:

• Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
• Adding or Changing Department Level Funding for an Organizational Department in HRS
• Adding or Changing Position Level Funding for Employee Salary Expenses in HRS
• Finance Report List in HRS
• Funding and Direct Retro Security by Campus in HRS
• Salary Funding Levels Assigned During Payroll Processing in HRS

Related Links:

• UW Payroll Calendar - online
• UW Payroll Calendars (pay schedule, 9 Month and Summer)
• UW-Shared Services - Finance

Get Help

• UW Shared Services
• Office of Technology Services (OTS) Helpdesk