Viewing Funding Edit Errors in HRS

Overview

The Funding Edit Error is a listing 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.

You may click on the links below to navigate directly to a section:

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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.
   
   
   
3. Enter your campus name in the 'Unit' field.
       NOTE: To run the report for all campuses, enter “UW%"
   
4. Click View 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 Dept field - 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
   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
   
     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
   
   
   
2. Click Search
   
   • 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).

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Download Results to an Excel Spreadsheet

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

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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.
   
   
   
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".
   
   • Review for “P” (Position-level funding). A80 is currently the only division that regularly utilizes Position-level funding. Contact UW Shared Services for assistance if there are results indicating Position-level funding.
     
   • Review for “D” (Department-level funding). There should never be any Department-level funding values (except A96). When the value "D" appears, it means that an employees Appointment-level funding has not been set up. Add or correct employee's Appointment-level funding; see KB Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS for guidance.
   • Review for "S" (payroll is in suspense). A funding entry for any transaction in suspense must be made by noon on the final payroll calc day; refer to KB Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS for guidance.

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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.