In this topic you will learn how to Enter Prospective Change in Source of Funds.

The Prospective process transfers funds to be paid to the employee for work performed on an award. Prospective requests can only be submitted prior to on-cycle payroll being run.

NOTE: If the on-cycle payroll has been run, request will become a Retro rather than a Prospective.

NOTE: You cannot submit a new form for an employee with an outstanding (Pending) funding change form for either Prospective or Retro. The system will only allow one (1) pending Prospective and one (1) Retroactive PER.

Row level security is based on both the employee's "Home" and "Funding" department. From the Search By list, you will be able to select the employee for your PER.

For training purposes only, you will use Empl ID 0000000.

Justification

The Justification field is a free form text field. Here you will enter the reason (e.g., opened new contract, transfer to state fund account, etc.) for initiating the PER.

Adhoc Notify

Use the Adhoc Notify field to send an additional notification (e.g., employee you are adjusting, Principal Investigator, etc.) after all approvals have been completed.

NOTE: Only a person allowed access to the PeopleSoft HCM system will be able to receive Adhoc notifications. An Adhoc user can only view information if they have security access for the employee's home department.

Use the Adhoc User ID to search by Empl ID. Use the Description field to search by Last Name.

For training purposes only, you will use "pgo" to search for the Adhoc User ID.

Effective Date

The Effective Date (EFFDT) is the date the change will begin to be used. The Effective Date must be greater than the current department budget earnings EFFDT, and must be greater than the last on-cycle payroll end date.

Enter the desired information into the *Effective Date field. Enter "011521" for training purposes only.

The Combo Code is a project number with an account code. If you should use an incorrect Combo Code, an error message will display. Error messages will also display if the project is out of date range. The Project/Grant cannot be used beyond its budget period.

NOTE: If a Combo Code does not exist, please contact Sponsored Projects for Sponsored Awards, Billing A/R for contracts, and General Accounting for Residual Balances and SGF projects.

The Totals section displays the employee's current Total Earnings and Calc Dist Pct.

NOTE: Percentages must equal 100%. An error message will be received if the percentages do not total 100%.

An error message is received since the total distribution percent does not equal 100%.

One of the percentages must be increased by 5% so that the combined total is 100%. Change line 2 Percent from 10 to 15.

An error message is received because the Effective Date is not greater than the last on-cycle payroll processing date.

The Request Change in Source of Funds: Results page displays stating your e-form has successfully been submitted.

Submitter is NOT CSOF Business Manager

The Approval Routing for Prospective Requests is shown here.

System Disabled

A message will display if the system has been disabled. This will occur when HCM entries cannot be allowed in the system, for example:

• Payroll closing at the end of the month

• Year-end close out

The system may be disable for a few hours, or a day or two, depending on the catalyst for closing the system down.

The Request Change in Source of Funds: Details page displays.

You can review the employee's current information on the Job Info page.

You can review the employee's current information on the Job Info page.

Instruction Text

This text will only be displayed on initial form request. Approvers and viewers will not see this text.

Type

There are two Types of Change in Source of Funds:

Prospective - Updates department budget earnings with specified distributions changes and Effective Date.

Retroactive - The process to transfer funds that were already paid to the employee and the project needs to be changed retroactively.

Current Department Budget Earnings

The Current Department Budget Earnings field is display only. It lists the following:

• The employee’s current department budget earnings

• Earnings is derived from annual rate with percentage distribution

Totals

• Total Earnings – total amount of current distributions

• Calc Dist Pct – total percentage of new distributions (used for Prospective changes)

Exercise

You will change the current Percent from 100 to 85. A new row will be added and the Project ID 5352000001 will be used to search for the Combo Code 5352000001-502000. The Percent for the new row will be 10.

NOTE: No line item under the New Source of Funds should = 0. It can cause potential errors, especially if it is a closed grant.

The Submitter will receive an email verifying the PER was successfully submitted. The Submitter can view the PER by selecting the "Click here to view" link.

The completed Change in Source of Funds form displays.

Email Approval

The Approver will also receive an email stating his/her approval is requested. The Approver will select the "Click here to approve" link to access the PER.

The Approve Change in Source of Funds: Details page displays. Approvers should review the PER for correctness and completeness.

NOTE: Comments should be added if the PER is placed on Hold, Recycled, or Denied.

The Approve Change in Source of Funds: Results page displays once the user has selected Approve. The transaction path also displays on the page.

Notification on Final Approvals

The following groups will be notified once a request is completely approved:

• Original Submitter

• Business Manager

• Delegated Manager

The View Change in Source of Funds: Details page displays.

Copy

Copy is an optional feature. It copies the current distributions into the “New Change in Source of Funds” grid.

NOTE: If copying the current earnings is not helpful, do not use the copy feature.

NOTE: If you have multiple distribution lines, users may find it helpful to use the copy feature. Users can then delete the distribution lines not needed under the New Source of Funds grid.

NOTE: Use the Delete a Row (-) option to delete any distribution lines not needed.

Submitter is CSOF Business Manager

The Approval Routing for Prospective Requests is shown.

A Non-Grant project (e.g., resident contracts, hospital contracts, etc.) will give you a warning message with the option to stop or continue.

If you answer "Yes", the form will continue with submission/approval.

If you answer "No", the transaction will be stopped.

Pending e-Forms

You cannot submit a new form for an employee with an outstanding (Pending) funding change form for either Prospective or Retro.

NOTE: The system will only allow one (1) pending Prospective and one (1) Retroactive PER.

Limit Effective Dates

If a Limit Effective Date is specified for the form, the system will prevent users from creating Prospective forms that do not fall within the specified date range. A message, like the one shown here, will display stating the specified date is not allowed. Configured date limits are controlled on the value list below, where Value 1 = Minimum Date and Value 2 = Maximum Date.

Change in Source of Funds Approval Menu Option

Users can also approve the CSOF from the menu options available on the Change in Source of Funds main page.

The Approve Change in Source of Funds: Details page displays. Scroll down to view your Approval options.

Users will select the appropriate option from among Approve, Hold, Recycle and Delete.

NOTE: Comments should be added if the PER is placed on Hold, Recycle, or Denied.

Personnel Action Buttons

Approve - Use to approve the PER and automatically send it to the next approver.

Hold - Use to close the PER and keep it in the worklist until approved, denied or recycled.

Recycle - Use to send the PER back to the initiator. This will trigger the routing process to restart once the initiator re-submits.

Deny - Use to reject the PER and permanently end its processing.

All Initiators, Viewers and/or Approvers can select View Change Source of Funds to view all CSOF forms and statuses for which they have access.

All Initiators, Viewers and/or Approvers can select View Change Source of Funds to view all CSOF forms and statuses for which they have access.

This completes Enter Prospective Change in Source of Funds.

Row level security is based on both the employee's "Home" and "Funding" department. From the Search By list, you will be able to select the employee for your PER.

For training purposes only, you will use Empl ID 0000000.

Justification

The Justification field is a free form text field. Here you will enter the reason (e.g., opened new contract, transfer to state fund account, etc.) for initiating the PER.

Use the Adhoc User ID to search by Empl ID. Use the Description field to search by Last Name.

For training purposes only, you will use "pgo" to search for the Adhoc User ID.

Effective Date

The Effective Date (EFFDT) is the date the change will begin to be used. The Effective Date must be greater than the current department budget earnings EFFDT, and must be greater than the last on-cycle payroll end date.

Enter the desired information into the *Effective Date field. Enter a valid value e.g. "011521" for training purposes only.

The Totals section displays the employee's current Total Earnings and Calc Dist Pct.

One of the percentages must be increased by 5% so that the combined total is 100%. Change line 2 Percent from 10 to 15.

NOTE: Use the Delete a Row (-) option to delete any distribution lines not needed.