Change in Fund Source

I. Policy Summary

A change in fund source may occur whenever salary distribution data elements relating to the account, fund, project code, sub number and/or FTE are changed.

Salary distribution data elements define the payment source(s) from which the employee’s service or wages are charged. These data elements include account, fund, project code, sub number, and/or FTE.


II. Related Policies, Contract Articles & References

N/A


III. Authority:

The Supervisor/Designee is responsible for assuring that the correct account, fund, project code, sub, and/or FTE sources are utilized in funding staff positions.

If there are permanent funding costs associated with this action, it must be approved by the administrative officer or unit head responsible for decentralized funding.


IV. Criteria:

N/A


V. Process Overview

  1. Supervisor/Designee:

    Initiates a change in fund source action. A change in fund source action may be temporary or permanent.

    Assures that funding is secured and approved by the administrative officer or unit head responsible for decentralized funding.

    Forwards the request with appropriate approvals to their SHR Service Operations Specialist.

  2. SHR Operations:

    Obtains or receives the appropriate approval and funding information.

    Enters information into PPS. Refer to PPS User Manual-Staff Actions- Change in Fund Source.

    Forwards documentation for PAN reviewer, if appropriate.

    If change in funding is retroactive, prepares the necessary payroll transfer of expense form, signs, and forwards to Payroll.

  3. SHR PAN Reviewer:

    Reviews funding change action and PPS OEU to ensure accuracy of action and adherence to policy.

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Revised September 2008: A13