Overview
The Funding Entry page in UCPath 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 ensure salary costs are distributed to the appropriate funding source for the first applicable pay period. If funding is not established, payroll expenses will be charged to the Department Default funding sources.
When a department is changed on an employee record, even if the position number or fund source remains the same, you must add a new fund entry row for the new department code. Funding does not automatically carry forward to the new department. If a new row is not added, payroll will charge to the Department Default funding source. And the FND error will appear 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.
When to use
- Create funding for a new position
- Create funding when an employee moves to a new position or department.
- Update position funding when the funding source changes.
- Troubleshoot common funding entry issues
Intended Audience
UCPath Transactors
Before You Begin
- For employees with an FTE less than 1.00, use the Funding Entry Calculator to determine the appropriate funding distribution percentages.
- If the position is filled, review the Job Details 2 tab of the Job Data Snapshot, including the Additional Pay and Job Earnings Distribution pages, to identify all earnings associated with the position.
Essential Information
Funding Errors
| Error | Description |
| 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| CMB | Funding chartstring is no longer valid.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 payroll charges posting to the Department Default funding source. For additional guidance, refer to article KB0036272 Fiscal Year-End Funding Rollover in UCPath.
Best Practices
- 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 indicator
- Work study indicators
Funding End Dates
Funding End Dates are generally only used for contracts, grants, temporary funding or when a project-task expires before the end of a month.
Use the Funding End Date field to prevent a chartstring from being charged beyond a specific date. If no new funding is established after the Funding End Date, subsequent payroll expenses will be charged to the Department Default funding source.
For Project-Tasks that expire before the end of the month:
- Enter the Funding End Date to match the project-task expiration date.
- Create one or more new funding entries with an Effective Date equal to the day after the project-task expires.
- Ensure the new funding entries cover the remainder of the month and/or fiscal year so payroll continues to be distributed to the appropriate funding source rather than the Department Default.
Example:
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 in UCPath
- 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.