Maintain Funding

The Maintain Funding eDoc is for non-TIME employees only. This eDoc is for funding changes today or in the future. Please make any retroactive funding changes in KFS (Kuali Financial System) via the Salary Expense Transfer document. Current changes can be made on the payroll voucher.

Maintain Funding eDoc Process

From the HRMS Portal, click Maintain Funding eDoc.

Maintain Funding Document Lookup

  1. Enter the University ID, click Search, and records that meet the search criteria will appear.

NOTE: It’s best to try to obtain the University ID, but if you don’t have it, utilize the other available search options below.

  1. Click on the Maintain Funding Document link in the Actions column and the Effective Date section will appear.  Enter the effective date of the funding change. The effective date is the date on which the new funding takes effect.
  2. After entering the effective date, select Continue.

Note: If you realize you need to make a change after moving to the next section of the eDoc, you can use the Return button to return to previous section.

Action Reason – Job Data: Note that both the Action Reason and Job Data sections are collapsed. For both Maintain Funding (and Maintain Time Assignment) eDocs, the values for Action and Action Reason are populated by default. Likewise, for both Maintain Funding (and Maintain Time Assignment) eDocs, Job Data attributes are populated by default and not editable.

Earnings

Funding Type - The funding type defaults as: Percent, but on the drop down box the alternate option is: Amount. For detailed guidance about funding by Amount, check with your Personnel or Fiscal Approver.

Earning (Earn Code and Voucher Code) – In this section, the Earn Code displays and is not editable. The Voucher Code is flagged with an * and thus is a required field. Note that the CSF Tracker check box defaults in as: “Yes” and should except in rare occurrences, be left as: “Yes”. Finally, the Object Code displays for reference only and is not editable. Contact your Fiscal Approver for more information about Object Code.

Accounting Line – The percent totals of your Accounting Line(s) must equal 100%.
Required Fields:

  • Account (this field is required for all Maintain Funding eDocs)
  • Percent (if funding is by amount rather than Percent, then Amount would be required)

Optional Fields: Optional fields include, Sub Account, Sub Object, Project Code and Org Ref ID.

Example: Pete is currently funded on one account. The goal of this funding eDoc is to change his funding from 100% on one account, to 50% on each of two accounts. The percent totals of your Accounting Line(s) must equal 100%. Click Add Accounting Line to bring up an additional accounting line section. Enter the account and percentage (50% in our example).  Change the percent on the current accounting line to 50%.

Note: HRMS eDocs provide you with two columns of information. The left column shows you data for the employee’s record as it currently exists in the system. The data is copied forward to the right column with only certain editable field(s). Data on the right side that has been updated is highlighted in yellow. This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval.

Notes and Attachments

Add any notes that may be needed in the note text and click the Add button under Actions to save the note.

Take Action

Once you’ve reviewed the entire document, select Submit to route the eDoc for approval. (Click Save to save the eDoc and return to it later.  Click Cancel to cancel the eDoc and start over.)

For additional information please refer to the IU Office of the University Controller, Payroll Section.