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:

• Navigate to: Payroll for North America > Payroll Processing USA > Pay Period Reports > Funding Edit Errors Inquiry Report
• Accessible from the Finance WorkCenter found at Payroll for North America > Payroll Distribution > Commitment Accounting USA > UW Finance WorkCenter. For more information about the WorkCenter, see KB Setting Up a WorkCenter in HRS .
• 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, Viewing Funding Edit Errors in HRS to display funding for all employees, whether or not funding correction is required.

• 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 (i.e., 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, Running the No Appointment Level Funding Report in HRS
  

Cross-Module Impacts (HR, Payroll, Finance)

If your institution, 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 organizational 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/UWSS Service Operations 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, Entering Additional Pay in HRS .
• Reference HRS KnowledgeBase document, Designate Funding for Payroll Earnings Code Differently Than Regular Pay in HRS .

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 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, Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS .

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, Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS .
• 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.

Review the following KB to ensure funding is in place for the summer and upcoming fiscal years: Fiscal Year End Considerations in HRS

Additional Resources

Related KBs:

• Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
• Designate Funding for Payroll Earnings Code Differently Than Regular Pay in HRS
• Finance Report List in HRS
• Funding and Direct Retro Security by Campus in HRS
• Running the No Appointment Level Funding Report in HRS
• Salary Funding Levels Assigned During Payroll Processing in HRS
• Salary Funding Lifecycle for Payroll Processing in HRS
• Viewing Funding Edit Errors in HRS
• Entering Additional Pay in HRS
• Pay Group Descriptions in HRS
• Setting Up a WorkCenter in HRS

Related Links:

• UW Calendars and Schedules
• UW Payroll Calendar
• UWSS Service Operations - Finance (access to FYE)