Maintain Funding

Note: This E-Doc is for future funding changes only. Please make any retroactive funding changes in the FIS via a Salary Transfer. Current changes should be made on the voucher.

1. Once you are in One Start, click on Maintain Funding.

2. Lookup the job for which you want to maintain funding by entering available information that you have into the appropriate areas and clicking .

NOTE: If you do not know the University Id, select the lookup , and you will be able to enter a name. An example would be: Jones,Thomas (Last,First) no spaces and a comma between.

3. Click on the University Id of your choice and the Effective Date screen will appear. Effective Date is the date on which the funding takes effect. The information is in effect until a new entry is made with a more current effective date. The Effective Date usually defaults to your system's current date.

4. Enter the Effective Date, click , and the Maintain Funding: Job Funding screen will appear. Note: The screen that appears is essentially a copy of the current funding, but with a new effective date.

5. If the funding has only slightly changed, you can click on Edit Earning or Edit Accounting Line to update the funding.

If you need to add a new Earning, click on Add Earning.

NOTE: You will only add a new Earning under the current Effective Date if you will be using a different Earn Code (shown below) than that of the current funding. If you have entered the wrong Effective Date, click Add Effective Date, enter the appropriate date, click , and the Job Funding screen will reappear showing funding under the correct Effective Date as well as funding under the incorrect date that you entered. To remove the incorrect funding, click Delete Effective Date and only the correct funding will remain.

For more help on completing the job funding screens for Maintain Funding, click here.

6. Review Job Funding, and if correct, click on the appropriate action button(s) below. If not, select Edit Earning or Edit Accounting Line, and correct as needed.

SAVE = this action Saves to your Action List in order for you to retrieve it at a later time to complete it.

ROUTE = select when you have completed the E-Doc and are ready to automatically route the document where it will be approved and eventually saved to PeopleSoft.

CANCEL = cancels the entire E-Doc. It will be necessary to begin over.

NOTES = initiators and approvers can add notes to the electronic document as it is being routed through the approval process. Notes should be used for providing details about the transaction being routed. Notes are only available to initiators and users who are part of the routing process. They are not saved in PeopleSoft but are stored within the E-doc database

PRINT = allows the initiator and any document approver to print the doc.

The File download box should appear. It will give you the option to either open the file or save it to your Desktop. You should always open the file, unless you get an error indicating that the file will not open, then you must save it.

When you open the file, the completed document should open in Adobe Acrobat.

If it is necessary to save the file, you will need to go to your Desktop and double-click on the Acrobat file icon for the E-Doc file that you just completed. The E-Doc can then be printed; however, after it is printed, you should delete the file from your Desktop. The E-Doc may contain personal information that should not be stored on your computer.

To print the E-Doc, click on the Print icon in the Adobe Reader Toolbar.

7. Click to send the E-Doc to be approved and the following screen will appear. (You may have done this in the previous step.)

Annotate - Annotate should be used for information related to processing of the E-doc. This field is helpful for approvers to prioritize activities, especially for those with large action lists. Annotations are available for viewing in the route log that is accessible during document search and on the action list. Due to the fact that route logs are available to all OneStart users through the document search, confidential information should not be entered in this field. Some examples of phrases that may appear in the annotation:

- Please process immediately
- Urgent
- Disapproved

8. Click and you will be notified that you have routed the E-Doc successfully.

9. Click to close the Document Confirmation window.

For an overview of routing, select Electronic Routing Overview.

Once the document is routed, you can perform a Document Search to see where the E-Doc currently is.

NOTE: A note will automatically be attached when the document is routed showing the current PeopleSoft value and what the value has changed to in the E-Doc. This happens after the document is routed. Below is an sample screen shot of a Transfer, showing the changes.

University Human Resource Services
December 2006