Submitting Requests for a Mass Funding Update in HRS


The Mass Funding Update process is available to each institution when the funding source for a large volume of employees needs to be changed. This document explains the steps necessary to request a Mass Funding Update for an employee’s Appointment-Level funding.

Process Considerations:

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Step 1: Submit Request

If there are at least 100 employees who need their Appointment-Level funding created or updated, submit an email to requesting a Mass Funding Update; refer to Get help from UW-Shared Services Support Team.

UW-Shared Services will populate the Mass Funding Update Excel template based on the details included on the email request.

The email request must be received by UW-Shared Services a minimum of three weeks prior to the targeted Pay Period begin date.

Step 2: Update Excel Template

Within one week of the request, UW-Shared Services will populate the Mass Funding Update Excel template with the employee population based on details provided in the request email.

The institution will then update the applicable information found under the yellow header on the Excel template. Generally, the Empl ID, Empl Rcd and Business Unit should not change from what was initially listed on the template. However, if the institution needs to update those fields, as well as add or remove employees listed, it is up to their discretion.

Things to note during the template update process:

Step 3: Return Updated Excel Template

The institution must return the updated Excel template to UW-Shared Services two weeks prior to the targeted Pay Period(s) Final Calc and Confirm date.

Step 4: Process Mass Funding Update

UW-Shared Services will process the Mass Funding Update within one week of receiving the updated Excel template.

Upon completion, UW-Shared Services will email a report listing successful updates and updates not loaded due to error.

The institution has the opportunity to research and potentially manually enter the funding changes prior to the target Pay Period(s) Final Calc and Confirm date.

Below are a list of errors that could occur and prevent a successful update during the Mass Funding Update process:

Mass Update Error Chart

Additional Resources

Related KBs:

Related Links:

Get Help

  • Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.