Overview
This KBA provides step-by-step instructions on how to add and remove budget distributions in UCPath for UC San Diego staff. The Budget Distribution Page is a tool used to manage core recurring funds for core-funded recurring staff and faculty positions, and is an essential part of the campus budget process. This guide is intended to support UCSD staff in accurately reflecting their department's budget data on the Staffing Roster, and is part of the UCPath CORE Training program.
Steps to Take
Navigating to the Budget Distribution Page in UCPath
Access to the Budget Distribution Page is managed by the UCPath team, and users need to complete several training modules on the UC Learning Center to gain access to the page. Please refer to the UCPath CORE Training site, which provides detailed instructions.
To navigate to the Budget Distribution Page in UCPath, a user can follow these steps:
1. Log in to UCPath using SSO.
2. Click PeopleSoft Homepage in the menu on the left side of the screen.
3. Select “General Ledger Administration” from the drop-down menu, then click the “General Ledger Tasks” tile.
4. In the menu on the left under the “Budget” folder, click “Budget Distribution.”
Adding a Budget Distribution
UCSD records budget distribution at a position level; therefore, the position must be in UCPath to allow budget distribution entry. It's also good to know that a position’s budget distribution data can be allocated to multiple funds.
1. To add a budget distribution, navigate to the Budget Distribution page in UCPath.
2. If the position does not have an existing budget distribution entry, add a new entry by clicking the "Add a New Value" tab.
3. Enter the required information, including the Set ID, department code and position number, and click Add.
4. A new record will display where you can add funding details.
5. Add an effective date to locate the position budget data, which will populate the Position Budget section.
6. You can choose to enter the budget data manually or, by using the Default Funding Entry button to retrieve the position funding data from the Funding Entry page.
7. Fill in all remaining required fields in the Budget Distribution section: Earn Code and Budget Sub.
8. Verify that the STF Flag checkbox is checked to ensure that the position is displayed in the Staffing List report.
9. Click Save.
Updating a Budget Distribution
To update existing budget distributions, navigate to the Budget Distribution Page and click the Find an Existing Value tab.
1. Search for an existing record using one of the available parameters.
2. Within the record, click on the plus icon in the upper right-hand corner of the screen to create a new value.
3. Update the Effective Date to match the change of this distribution.
4. Use the plus or minus icon at the end of a distribution row to remove an existing or add a new distribution row.
- To add a new distribution row (i.e. split funding), click the plus icon and follow the steps outlined in the Adding a Budget Distribution section of this KBA. Make sure the Budget FTE fields add up to 1.0
- To remove a distribution row, use the minus icon.
6. Click Save (as in Adding a Distribution example).
Removing a Budget Distribution:
In addition to changing the funding sources for a position, you might also need to remove a BDP record when a position changes departments or is vacated.
1. If the Position will be used again in the future, which is the most likely scenario, click Correct History in the lower right of window. Once you click it to begin this process, the button will appear greyed out.
2. Next update the Effective Date to the current date.
3. Finally, uncheck the STF Flag box so the position won't be displayed on the Staffing List.
4. Click Save to execute the change.
In the unlikely scenario that the position will no longer be used and will never need to be filled, the position status can be changed to Inactive using the Status drop-down menu next to Effective Date. When this happens, the position should also be changed to Inactive in the Position Control Request in UCPath.
General Information
Q: What is the Staffing List?
A: The Staffing List is a report that is available through Cognos. A unit's core recurring compensation budget should cover the core recurring positions maintained within the Budget Distribution Page. Budget data for these positions should be balanced between UCPath and Oracle Planning and Budgeting (EPBCS). The Staffing List shows whether these systems are balanced.
It is recommended that the Staffing List be reviewed on a monthly basis, with any necessary updates to UCPath or EPBCS made accordingly.
Q: What are the different scenarios that may cause a position to not appear on the Staffing List Report, and how can they be resolved?
A: If a position isn't appearing on the Staffing List report, the STF Flag is most likely not checked on the Budget Distribution Page for the position. Navigate to the record in question, check the STF Flag and save. This should resolve the issue.