- Job Funding should be completed for every employee transaction. The Job Funding Distribution tab can be found on the last tab in the Job Data component. In a new Hire, you will need to enter all the information as described below. On a transaction for a current employee, check to make sure that all the fields are completed as some of the values will carry over from the last transaction. Make any necessary changes and be sure that all required fields are entered.
- Complete the Earnings Distribution Section using the following guidelines:
Effective Date: Is the date that the job funding goes into effect.
Effective Sequence: The sequence tells the system what order to look at the records on the same date. Unless you have more than one effective date on the funding, leave this blank (0).
Work Area: This work area facilitates the distribution of vouchers and paychecks/advices. A department has the ability to create as many or as few work areas as they choose. HRMS Work Areas are used to determine which Payroll Voucher an employee will appear on. When hiring employees or maintaining job funding, E-doc users will need to select an HRMS Work Area.
Status: Identifies if this funding row is active or inactive.
CSF Tracker: This is used to indicate which job-funding records affect the budget. If the indicator is Y, the budget control process will verify that the accounts involved contain enough base budget to cover the annualizes amounts to be paid.
- Complete the Distribution Accounts and Codes section using the following guidelines:
Order: Enter 1 unless you are adding a row.
COA: This is automatically filled in when the account is entered.
Account: Enter the account from which the employee should be paid. If necessary, use the Lookup to search for the number.
Subaccount: Enter if there is a subaccount.
Funding Types: Funding may be set up by amount or by percent. If the funding is by percent and the distribution has multiple lines, the percentages must equal 100%.
Funding by percent is where a department can assign percentages to each account to determine how much of the total earnings for the period will be paid out of the account. For example, a department could elect that 75% of an employees earnings be funded by one account and 25% of the employee earnings be funded by a second account.
Funding by amount is where a department can identify specific amounts of the total earnings to be paid from designated accounts. For example, if an 12-month staff employee’s total earnings for a given month are $3000 then a department can identify that $1500 is to be paid from account 1, $500 from account 2, and $1000 from account 3. In order to ensure that all the earnings have an account to be charged it is also necessary to have a residual account (check the residual box).
Funding by account is for hourly employees only. This allows a department to list all of the accounts that an hourly employee could be paid from and record the hours appropriately on the voucher.
A completed job funding looks like this:
Note: If you have split accounts, you will need to enter the Percent of one account, click on the in the area, add an Account, and enter a Percent amount, making sure that the amounts add up to 100%. Below is a completed example.
- Click to complete the Job Funding process. This will save into the HRMS database all of the information that you have entered.