In UCPath, enter funding for a filled, single-headcount position. Submit the funding transaction to trigger the UCPath approval workflow engine (AWE), which automatically routes the transaction to the appropriate approvers.
Additional materials available for funding transactions include:
Ask UCPath – UCPath Center repository of conceptual content and UCPath-created Job Aids.
UCLA Central Resource Unit (CRU) website – UCLA CRU links to create a case and UCLA-created Job Aids.
UCLA Academic Affairs & Personnel Office – UCLA AAPO website.
Click the appropriate title to view the step-by-step guide.
What is the "Guide Me" option to view Scribes?
Add Funding for a PositionUpdate Funding for a PositionReview a Funding Entry Transaction for a PositionUpdate Funding for a Position (after Fiscal Year End Rollover)Consider the following information when creating or updating funding for positions in UCPath.
Effective dating and effective sequencing allow UCLA to retain historical, enter future, and identify the current fund source information.
The Funding Effective Date field indicates when fund sources took effect. The effective date can be in the future, but avoid entering effective dates and funding too far in the future in the event that fund sources change before the effective date.
The Eff Seq field prioritizes multiple entries that have the same effective date to indicate which entry is current and the sequence of historical values. UCPath automatically assigns the appropriate effective sequence. The first entry for a specific date is always 0. Subsequent entries for the same date are assigned sequence 1, 2, 3 and so on. The entry with the highest sequence number takes precedence over all other entries for that effective date.
The Funding End Date field indicates when found sources are no longer valid.
If the Funding End Date field is blank, the fund source remains in effect until funding with a new effective date takes effect.
If the Funding End Date field is populated and there is no funding populated after the end date, the department's Suspense/Default account is charged. For example, if a Fund Source has a Funding End Date of 09/30/2026, there should be a Fund Source with an Funding Effective Date of 10/01/2026, otherwise the Suspense/Default account will be charged.
The Funding End Date field is important during fiscal year end funding activities. Any distribution line with the Funding End Date field blank automatically rolls over to the new fiscal year during the automated rollover process. This means you do not have to re-enter active distribution lines at the start of the new fiscal year.
Leave the Ern Code field blank on at least one funding line to indicate that the fund source on that line should be charged for any earn code not specified on any other funding line. This is sometimes referred to as the "catch all" line.
For example, if the funding entry has line 1 with blank earn code and line 2 with REG earn code, all REG earnings will be charged to the fund source on line 2 and all earnings other than REG will be charged to the fund source on line 1.
In order for new funding entries or funding updates to be applied to the current pay cycle, UCPath funding transactions must be entered and approved the night before the Payroll Confirm step for the appropriate monthly or biweekly pay cycle.
Request Status | Description | Potential Actions |
|---|---|---|
In Progress | The transaction has been saved but not submitted by the Initiator. | The Initiator can use the Request ID to return to the transaction later for submission. |
Pending Approval | The transaction has been saved and submitted by the Initiator; it is currently in the approval workflow engine (AWE) and is awaiting approval at the local level. | |
Denied | The transaction has been denied by the Approver. | |
Saved to Database | The transaction has successfully completed AWE and the data is on the staging table waiting to be uploaded into UCPath. | If the transaction shows this status and it has been some time since the transaction completed AWE, contact the UCPath Center for assistance in completing the transaction. |
Approved and Complete | The transaction has successfully uploaded into UCPath and the funding can be viewed on the Funding Entry Inquiry page. |
eLearning Course: Funding Entry & Updates
Quick Reference Guide: UCPath Funding Entry Page
Website: UCPath Project Code Maintenance
Scribe Page: Explains setting up complex funding, such as funding subject to a salary cap or funding for positions with multiple components of pay.
Scribe Page: Explains setting up funding for positions associated with the Negotiated Salary Program (NSP).
Job Aid: Enter Position Funding Update
Job Aid: Funding Entry Troubleshooting Guide