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Viewing Funding Edit Errors in HRS


The Funding Edit Error is a list of employees with invalid funding/funding errors for the current payroll (known as PRDFLT - Payroll Default); or employees who have no funding for all or part of the payroll period for the current Pay Run ID (known as PRSUSP - Payroll Suspense).

Corrections need to be made whenever all or part of the funding is going to be charged to suspense funding, default funding, position-level funding (except employees in A80) and department-level funding (except for employees in A96). Priority should be given to correcting errors where employees have funding in suspense or their funding is marked as invalid. Employees whose funding is being charged to department-level funding are less of a critical funding priority.

Process Considerations:

  • The Funding Edits are updated overnight each day a biweekly payroll is in calc. 
  • During a normal payroll calc week, data is first populated overnight on Thursday night and available Friday morning. The data is updated again on Friday, Sunday, Monday and Tuesday nights.
  • There are a number ways to access funding data depending upon your needs:
    • WED Report - see KB Running the Funding Editing Report in HRS
      • To view only funding needing attention; it will not show all lines
    • Funding Edit Errors Pagelet - see KB Funding Edit Errors Pagelet in HRS
      • To view only funding needing attention; it will not show all lines
    • Funding Edit Query (Query Viewer)
      • Provides all valid and invalid funding lines for the current payroll
      • Can limit by specific campus
    • Funding Edit Error Inquiry Page
      • Provides all valid and invalid funding lines for the current payroll
      • Can limit based upon a variety of selection criteria (e.g., paygroup, funding dept, etc.)
  • PeopleSoft HRS Security Role Needed: FI Campus: Funding Error Rpt; see Funding and Direct Retro Security by Campus in HRS 
You may click on the links below to navigate directly to a section:

Instructions for Running the Funding Edit Query

HRS Navigation:  Reporting Tools > Query > Query Viewer.
  1. Enter query name: UW_FI_FUND_EDT2.
  2. Select either HTML or Excel.

    Query Viewer
  3. Enter your campus name in the 'Unit' field.
    NOTE: To run the report for all campuses, enter “UW%"
  4. Click View Results

    Funding Edit Results
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Reviewing the Funding Edit Error Inquiry Page

HRS Navigation:  Payroll for North America > Payroll Processing USA > Pay Period Reports > Funding Edit Errors Inquiry

  1. Enter values in the following fields:
    a. Business Unit field - enter your campus (e.g. UWEAU)
    b. Funding Deptfield - all or part of the 6-digit funding department -- without the alpha campus code identifier
    • Percentage sign (%) is wildcard
    • To find employees with funding in payroll suspense, enter the Funding Department PRSUSP
  2. c. Include Valid/Unprocessed - check or uncheck depending upon the results wanted
    • To see only employees with invalid funding, leave the box unchecked
    • To see employees in payroll suspense, check the box (PRSUSP is a valid funding department)
    • To see all valid and invalid funding, check the box
warning sign  When viewing all rows including valid and unprocessed, do not run for UW Madison due to the large volume of records; instead use the Query

    3.  Click Search
         Funding Edit Errors Inquiry
  • If no results are found, no data will be shown.  (NOTE: HRS does not return a "no matching values" message if no data has been found for your search criteria).

Download Results to an Excel Spreadsheet

  1. Click the Show all columns icon.
    warning sign  If you do not click this first you will only download the displayed columns.
  2. Click the Download icon

funding edit error download

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Evaluate the Data

  1. Review the “Error Description” column. All values other than "Valid" must be reviewed and corrected. Refer to KB Resolving Funding Error Issues in HRS to resolve funding errors.

    Error Description
  2. Review the "Budget Level Indicator" column. All values other than "A" (Appointment-level funding) must be reviewed; this includes rows with Error Description "Valid".
Budget Level Indicator

Troubleshooting Listed Funding Items

There are several areas to review if an item is unexpectedly listed, especially if only a portion of the employee’s paycheck has an issue. Check the following:
  • Review Job Data (Workforce Administration > Job Information > Job Data). Verify that funding was entered using the correct Appointing Department as listed on the Work Location tab.
  • Review funding entries in the Funding Data Entry Page (Set Up HCM > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry).  Verify that the Department and Effective Date entered exactly matches the Appointing Department and Effective Date of the Hire, Rehire, Transfer or Department Change action on Job Data. Do NOT rely on information listed at the top of the Budget Funding Data Entry page.
  • Analyze the calculated paycheck in Review Paycheck (Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck).  Click “View All” to ensure that all payments can be viewed. Review the date of the payments and determine if a payment is related to a prior pay period and/or to a previous position.  For example, if a monthly employee’s April 2016 Review Paycheck includes payments related to December 2015 from the employee’s previous position, funding must be entered using Earnings Codes as described in KB Designate Funding for Payroll Earnings Code Differently Than Regular Pay in HRS.

Additional Resources

Related KBs:

Related Links:

Keywordsinvalid finance query PRSUSP payroll suspensecombination codecombo details payroll calculation pay period PRDFLT default appointment position department dept accounting date outside of project begin and end date combo error for fields invalid chart field Budget does not exist project status is A C H or J work study award table training FN, Finance   Doc ID24497
OwnerLakshmi C.GroupUW–Shared Services
Created2012-05-29 11:46:41Updated2024-05-14 10:57:26
SitesUW–Shared Services
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