KI0074 - Instruction Clarification concerning the addition of New Fund Codes for FY08

Posted: Apr 09, 2007

Number: KI0074      Status: info only

Please distribute the following as needed. Action is required. KI0074 - Instruction Clarification concerning the addition of New Fund Codes for FY08. SUBJECT: Instruction Clarification concerning the addition of New Fund Codes for FY08. PURPOSE: To provide users with guidance in adding the new account codes to PeopleSoft HRMS. BACKGROUND: The annual Budget extract from HRMS to PSFIN will only populate account codes if those account codes were pre-existing. The HRMS Account Code is a 21-character derivative of the complete chart field combination. The Account Code is composed of: DeptID, Fund, Account and Sequence Number, therefore, the addition of the new fund codes dictates that new account codes be added for those departments with changes in funding. Following are scenarios encountered by users thus far and the recommended corrective action: BORBU8HX HRMS/Payroll Extract process has already been run. User will need to add the new account codes in HRMS for those departments with changes in funding. When PSFIN Budget is imported back to HRMS the user will have to re-associate position pools with changes in departmental funding. BORBU8HX HRMS/Payroll Extract process has not been run. User will need to add the new account codes for those departments with changes in funding prior to running the BORBU8HX HRMS/Payroll Extract process. This will allow the PSFIN Budget import back to HRMS to be run successfully. After the new budget is loaded to HRMS users should verify positions and position pool funding and make changes as necessary to ensure correct departmental funding. We recognize that some users have added the new fund codes in HRMS to existing account codes by inserting a new effective dated row to the current accounts on the Account Code Table. This is incorrect and will not allow successful interface processes between HRMS and PSFIN. User should return to the Account Code Table in correction mode and delete the mismatched fund code rows prior to running the BORBU8HX HRMS/Payroll Extract and prior to adding the new Account Code numbers. FUNCTIONAL IMPACT: It is recommended that all new Account Codes be added in HRMS prior to beginning the budget process. The Budget Office at each institution will determine departments with changes in funding. Users should refer to the attached HRMS Business Process HR110 for instructions to add new account codes. This process is specially modified to provide clarification in adding the new account codes and will not be available on the HRMS website. NOTE: (1) The Account Code for Department Level Earnings (999999), Taxes (TTTTTT) and Deductions (DDDDDD) should be added with an effective date of 06/16/2007. NOTE: (2) Users should not enter any data on the Department Budget Table because PSFIN Budget Prep will populate tables when the import back to HRMS is run for FY08. NOTE: (3) Any changes made to the account code distribution on a position in Budget Prep will disassociate the Pool ID. If the position should be funded by Pool Id, then an additional row will need to be inserted into the Department Budget Table in PeopleSoft HRMS after the export from Budget Prep to PeopleSoft HRMS. Refer to PSFIN instructions “Changing Account Code Distribution in Personal Services” for additional instruction.

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