Overview
The Funding Entry page is used to enter new or update existing funding. Funding should be entered after the position is created and locally approved, no later than the day before Pay Confirm, to impact the first pay period in which the position is filled. This ensures salary costs are distributed to the appropriate funds. If funding is not set up, payroll expenses will hit the Department Default.
When a department is changed on an employee record, even if there is no change in position number or fund source, you must add a new fund entry row for the new department code. Because there is no automatic connection between the new department and the position number, the funding will not carry forward. Failure to add a new row will cause funding to hit the Department Default rather than the correct department fund source. If this happens, you will see an error code of FND in the Program column of the DOPES report.
If a funding entry-related error occurs during UCPath payroll processing (FND, END, or CMB), salary costs will be charged to the Department Default funding source. These costs must be transferred from the Department Default to the correct funding source(s) via a Salary Cost Transfer.
Essential Information
Funding Errors
- FND – No funding was set up for the position.
- END – Funding end date in UCPath has passed (different from end dates in OFC GL/PPM).
- CMB – Funding chartstring is no longer valid.
During the Fiscal Year-End Funding Rollover process, position funding may not always carry forward to the new fiscal year, resulting in charges to the Department Default funding source. Refer to the Job Aid: Fiscal Year-End Funding Rollover for additional guidance.
When to use
- Create new position funding when employee moves to a new position number or changes departments.
- Update position funding when there is change in funding source.
Intended Audience
UCPath Transactors
Before You Begin
For employees with FTE values < 1.00, use the Funding Entry Calculator to determine what distribution percentages to use.
If the position is filled, review the Job Details 2 tab of the Job Data Snapshot, and click the Additional Pay and Job Earnings Distribution links to review the additional pay and regular pay (e.g., Earn Codes, amounts, etc.) associated with the position.
For Best Results
- Funding is organized by fiscal year. Ensure the Fiscal Year matches the Effective Date.
- Effective Dates can be future or past; however, past dates require a Salary Cost Transfer to correct payroll already processed.
- Retroactive updates do not cascade forward; update each subsequent effective-dated row individually.
- When updating funding, use the + button next to the correct Effective-Dated row.
Funding Effective Dates and Sequences
- Effective Dates define when UCPath begins using a funding source.
- Effective sequences allow reuse of dates to correct funding.
- To add an earlier effective-dated entry than the first existing row, use a Mass Funding Upload (CSV). Job Aid: Complete the CSV File Template for Mass Funding Uploads)
Blank Earn Code (Catch-All Funding Source)
- Every funding entry must include at least one Blank Earn Code row, which serves as the catch-all for any pay not otherwise specified.
- If multiple Earn Codes are funded, ensure the Blank Earn Code row has the highest sequence number to prevent unintended “catch-all” charging.
- If the position generates only REG earnings, use a Blank Earn Code to represent the REG earnings. The Blank Earn Code row(s) acts as a “catch-all” and will fund any type of pay not otherwise accounted for in the funding distribution. At least one Blank Earn Code row is required for all funding entry transactions.
Chartstring and Combo Codes
- UCPath derives combo codes using chartstring elements, over-the-cap, and work study indicators.
- Verify the chartstring matches expectations. For complex or capped funds, enter the full chartstring instead of a combo code.
Pay Distribution %
- One funding source: one row (Blank Earn Code), chartstring, 100% pay distribution.
- Two sources: two rows (Blank Earn Codes), each chartstring’s percentage totals 100%.
- If employee has REG pay and additional pay (e.g., SAS), REG and stipend rows each total 100%.
- Combined total = 200% (100% REG + 100% stipend).
Salary Cap / MCOP Worksheet
Use the worksheet if:
- The position includes multiple components of pay (GCCP, HSCP), or
- Funding includes a capped fund.
The worksheet link appears only after an employee is hired into the position.
Default Funding Profile must include two Blank Earn Code rows:
- Include two Blank Earn Code rows:
- OTC = No (up-to-the-cap)
- OTC = Yes (over-the-cap)
- The Distribution Percentage must total 100% for each Earn Code and OTC Indicator combination.
- Sponsored funds cannot be used for Over-the-Cap (cap gap) costs in UCPath, even if allowed by the sponsor.
- Over-the-cap costs can be reassigned to a different funding source on the Funding Distribution Preview page.
Funding Distribution Worksheet
- Enter a value in only one of: Total Allocated Amount, Percent of Pay, or Percent of Effort.
- Recommended: enter Percent of Effort; the system calculates the rest.
- The worksheet enforces policy on restricted funding.
Funding Distribution Preview
- Displays funding by pay period and shows OTC Indicator.
- Adjust over-the-cap lines here if needed.
- Each OTC value generates a new Combo Code, but the chartfields remain consistent for Labor Ledger posting.
FAU Monthly Preview
- Excel file download requires pop-ups to be enabled.
Next Steps
Steps to Take in UCPath
- Submit New Position Funding Entry Request - Add funding for a new position (note: UCSF example used).
- Submit New Position Funding Entry Request – MCOP – Add funding using the Salary Cap/MCOP Worksheet.
- Enter Position Funding Update - Update existing funding data
- Copy Funding Entry Transaction - Copy a denied transaction to a new one.
- View Funding Entry Inquiry Page - View position funding information.
- Job Aid: Funding Entry Troubleshooting Guide - Troubleshoot common funding entry issues.
- Job Aid: Earnings Code Configuration - Review Earn Code configuration and usage. The UCPath Earn Codes List is available in UCPath under Quicklinks > Payroll Resources > Payroll Configuration Codes (link on Payroll Resources page) > Earn Codes (link on Payroll Configuration Codes page)
- Job Aid: Unpaid Cap Gap Processing - Address unpaid gaps for capped funds while maintaining FTE.
Supplemental Guides & Information
- Fiscal Year-End Funding Rollover
- Funding Entry Calculator
- Mass Funding Upload Template (CSV)
- UCPath Earn Codes List (via Quicklinks > Payroll Resources > Payroll Configuration Codes)
What to Do After
- Position Funding transactions require local approval only (UCPC does not process or approve funding entries).
- Transactions must be approved by 7 p.m. the day before Pay Confirm for correct paycheck routing.
- To view transactions pending approval, use the Funding Entry Page search.