Update Funding for a Position

This guide provides step-by-step instructions to update funding for a filled, single-headcount position in UCPath. Use this guide when at least one set of funding already exists for the fiscal year.

31 steps

Navigate to UCPath [https://ucpath.universityofcalifornia.edu](https://ucpath.universityofcalifornia.edu/home)

On the **General Ledger Administration** homepage, click the **General Ledger Tasks** tile.

General Ledger Administration page with cursor drawing attention to the General Ledger Tasks tile.

On the left navigation pane, expand the **Funding** section, and then select the **Funding Entry** option.

Add New Value

Click the **Add a New Value** button.

Funding Entry page with the cursor drawing attention to the Add a New Value button.

Ensure the **Set ID** field displays the correct value: **LACMP** or **LAMED**.

Funding Entry page with the cursor drawing attention to the Set ID field.

In the **Department** field, type or select the department associated with the position. **NOTE:** The department in UCPath is always 6 digits.

Funding Entry page with the cursor drawing attention to the Department field.

In the **Fiscal Year** field, type the year for the funding. **NOTE:** UCPath defaults to the current fiscal year.

Funding Entry page with the cursor drawing attention to the Fiscal Year field.

In the **Budget** **Level** field, ensure the default value is **Position**.

Funding Entry page with the cursor drawing attention to the Budget Level field.

In the **Position Number** field, type or select the position. **NOTE:** If you know the employee ID or name instead of the position number, click the **Look Up** icon to search for the position using the employee ID or name.

Funding Entry page with the cursor drawing attention to the Position Number field.

Click the **Add** button.

Funding Entry Page

On the *Funding Entry* page, the **Request ID** field defaults to **NEW**. UCPath assigns the ID when the funding entry is saved.

Cursor highlighting Request Status ID field

Review the position details in the **Level** section.

Cursor highlighting Level section on the Funding Entry page.

Review the following details in the **Job Data Snapshot** section: - The incumbent employee associated with the position on two tabs: **Job details 1** and **Job details 2**. - Click the **Additional Pay** link on the Job details 2 tab to review recurring additional pay earnings codes that may require funding. **NOTE:** If the position is vacant, the fields are blank on these two tabs.

Cursor highlighting the Job Data Snapshot section on the Funding Entry page.

Verify the **Earnings Distribution** section displays the funding with the highest effective date and sequence.

Cursor highlighting the Earnings Distribution section on the Funding Entry page.

Update Funding Source(s)

To set up complex funding, such as funding subject to a salary cap or funding for positions with multiple components of pay, refer to [**Update Funding for a Position with Salary Caps or Multiple Components of Pay**](https://scribehow.com/o/TfG_KfE0QACTyrcDyJzitg/viewer/Update_Funding_for_a_Position_with_Salary_Caps_or_Multiple_Components_of_Pay__L1Z787pRTAK5TiWofF-4qQ).

In the **Level** section, click the **Add** icon to add new funding for the position.

Funding Entry page with the cursor drawing attention to the Add icon in the Level section.

UCPath copies the currently displayed **Earnings Distribution** lines to the new entry. You can modify or delete any of the copied lines and add new lines.

In the **Funding Effective Date** field, type or select from the calendar icon the date the new funding should take effect. - **Future effective date:** If the date is in the future, the funding will be used when that future date becomes the current date. - **Past effective date:** If the effective date is in the past, the funding takes effect immediately unless there is another existing set of funding with an effective date that is more recent. - **Current effective date:** If the effective date is today, the funding is applied to any subsequent payrolls until funding with another effective date is entered and approved.

Funding Entry page with the cursor drawing attention to the Funding Effective Date field.

If the effective date is in the past, you must enter a Salary Cost Transfer transaction to correct the funding for any payrolls processed between the effective date and the current date.

When you click or tab out of the **Funding Effective Date** field, UCPath automatically populates the **Eff Seq** field with the next available number for the selected date.

If necessary, delete any copied lines in the **Earnings Distribution** section.

Funding Entry page with the cursor drawing attention to the Delete icon for an existing line in the Earnings Distribution section.

For this example, the copied lines were not deleted.

If necessary, update the details for any copied lines in the **Earnings Distribution** section.

Funding Entry page with the cursor drawing attention to the copied distribution lines in the Earnings Distribution section.

For this example, the funding source for the first line was adjusted. The **Account/CC** was changed and the **Pay Dist** amount was adjusted from 100% to 80%.

Add New Funding Source(s)

To add a new line in the **Earnings Distribution** section, click the **Add** button.

Funding Entry page with the cursor drawing attention to the Add icon at the end of a line in the Earnings Distribution section.

In this example, a new "catch all" Earn Code fund source needs to be added to account for the remaining 20% of the Pay Distribution.

In the **Ern Cd** field (optional), type or select the earnings code associated with the funding. **NOTE:** UCPath requires at least one line where the **Ern Cd** field is blank to assign the Fund Source for earnings that are not explicitly funded. This is sometimes referred to as the "catch all" line.

Cursor highlighting the Earnings Code field highlighted on a blank line in the Earnings Distribution section.

For this example, the **Ern Cd** was not entered.

Enter the following in the next fields: - In the **Location** field (required), type **4**. - In the **Fund** field (required), type or select the appropriate fund. - In the **Account/CC** field (required), type or select the combined account and cost center. **NOTE:** When you click or tab out of the **Account/CC** field, UCPath automatically populates the **FS Dept** field.

Cursor highlighting the Location, Fund, and Account/CC fields in the Earnings Distribution section.

Enter the following in the next fields: - In the **Project** field (optional), type or select the appropriate project. - Refer to the [UCPath Project Code Maintenance](https://fsw.ais.ucla.edu/ProjectCode) website for questions regarding project code creation and maintenance. - In the **Sub Override** field (optional), type or select: - **00** for Faculty/Academics. - **01** for Staff. - **02** for some Academics.

Cursor highlighting the Project and Sub Override fields in the Earnings Distribution section.

If appropriate, type the **Funding End Date**. - 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 entry effective after the end date, the department's Suspense 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 account will be charged.

Funding Entry page with the cursor drawing attention to the Funding End Date field.

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.

For this example, the **Funding End Date** was not entered.

In the **Pay Dist** field, type the pay distribution percentage and verify distributions cover 100% of all earnings codes, regardless of the exact dollar amount on each paycheck. **NOTE:** The sum of the percentage for all lines with the same earnings code or all lines with the blank earnings code must equal 100%.

Funding Entry page with the cursor drawing attention to the Pay Dist field.

For this example, 20% was entered for the new distribution line so that the two distribution lines with blank earnings code equal 100%. The distribution line with SAS earnings code was unchanged.

Repeat the previous 6 steps to add additional distribution lines.

Submit Transaction

Click the **Add Attachment** button to attach a supporting document.

Funding Entry page with the cursor drawing attention to the Add Attachment button.

The file name appears above the **View Attachment** button. If the wrong file was attached, click the **Delete Attachment** button. **NOTE:** Only the user who added the attachment can delete it from the transaction. After the transaction is fully approved, attachments can no longer be added or deleted. All attachments can be reviewed by any user with access to view the transaction.

Cursor highlighting the Delete Attachment button

In the **Initiator Comment** field, type the reason for the funding update.

Funding Entry page with the cursor drawing attention to the Initiator Comment field.

Click the **Save** button. **NOTE:** Click the **Cancel** button to erase the changes and closes the **Funding Entry** page. If the **Cancel** button is not available, exit the page without saving to erase the changes.

Funding Entry page with the cursor drawing attention to the Save button.

During the save process, UCPath performs validations, such as ensuring all Fund Source values are valid as of the effective date and ensuring all earnings codes are funded at 100%. If any validations fail, UCPath displays the appropriate warning or error message. If all validations pass, UCPath assigns the **Request ID** upon saving the entry. **NOTE:** If you added an attachment, the entry was saved and the **Request ID** was assigned when the attachment was uploaded.

Click the **Submit** button to route the funding entry for review and approval.

Funding Entry page with the cursor drawing attention to the Submit button.

Review the following status changes on the request: - In the page header, the **Request Status** field changes from **In Progress** to **Pending Approval** and populates the **Submitted on** field. - The **Record Status** field above the **Earnings Distribution** section still displays **In Progress**. **NOTE:** After final Location approval, UCPath updates the **Request Status** and the **Record Status** fields to **Saved to Database**.

Request Status field and Record Status field highlighted on the Funding Entry page.

In order for 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.

The approval routing details appear at the bottom of the **Funding Entry** page. Approval routing is based on the department in the header of the transaction, which is the department that owns the position.

Approval routing information highlighted on the Funding Entry page.

The transaction cannot be cancelled after submitting for approval. The approver can deny the transaction, but the entry is retained for audit purposes.