20 March 2007
PURE FUNDING CHANGE FORM MANUAL
The new Pure Funding Change form is located in the HR Forms section of the Human Resources
home page or by typing in the link: www2.kumc.edu/hr/admin/hr_forms.html. The form is
available in an MS Access 2002/2003 version which requires a Windows XP or greater operating
system. Follow the instructions for downloading the HRIS form package for access to the PFC
To open the HRIS package, click on the icon in the area where the file was saved. An MS
Access database „splash‟ screen will appear. The splash screen contains links to the HRIS Form,
the Pure Funding Change form, the HRIS manual, and an Exit Program button which will allow
you to exit the MS Access application. The splash screen also offers links for Contacts including
the HR Generalists, the Payroll and Budget offices as well as additional links to documents such
as the Action/Reason or Budget codes.
The new forms are very similar to the old HRIS form though some fields have vanished and a
few have been added. The Pure Funding Change form is to be used when only the funding mix
is being changed. Any other changes, such as to an FTE or title, must be done on the HRIS
form. For changes to multiple fields, including funding mix, use the HRIS form.
Data contained within the PeopleSoft database is feeding many other computer databases
throughout the campus. This means that certain data fields are mandatory and must be input on
the form or the system will not allow you to move forward. To verify data, such as Reports to
Position, use the PeopleSoft database as the definitive source, not the Access database
information. Remember that data fields on the forms may get changed as they are processed and
the original Access data record may no longer be reflective of accurate data.
* Denotes a required field. All required fields appear in red on the form. Field names that are
underlined are linked to tables for more information. All fields feature a text box description
when the mouse pointer moves over them.
Employee ID: commonly called the emplid, this is an 11-digit alpha-numeric value which is
unique to each employee/affiliate.
Position No*: Required. This is an 8-digit alpha-numeric number unique to each position at
KUMC. Position numbers will always begin with the letter “M” or the letter “J”.
SSN: Grayed out.
Job Code/Title: Grayed out.
Working Title: Grayed out.
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Name (last, first, mi): PeopleSoft naming convention is Last Name,First Name with a comma but
no space between the Last and First names. The name must be in upper and lower case.
Dept. Name*: Required. The name of the department, for example „Human Resources‟.
Dept No.*: Required. The 5-digit department number such as 69201 for Human Resources.
Please note this is not the same as a speed type and does not feature alpha numeric values such as
Action Reason Codes Reference Listing is grayed out.
Action-Reason Codes: Grayed out.
Effective Date*: Required. The date the transaction occurs on the PeopleSoft system. Except
for hires/rehires, the effective date should be the first day of the pay period the transaction occurs
in. Date format is MM/DD/YYYY, such as 03/15/2004.
Salary Grade: The grade or level to which the job code has been assigned. Valid only for
classified State of Kansas employees, the link provides access to a Salary Grade/Step document
which annualizes both hourly and biweekly rates.
Salary Step: Grayed out.
Limited Term Start Date: Grayed out.
Limited Term End Date: Grayed out.
Limited Term Ext Date: Grayed out.
Compensation Rate: This is the rate of pay. The new form automatically computes the comp rate
once the comp frequency, FTE, and funding data are entered.
Compensation Frequency*: Required. These radio buttons determine how often the
Compensation Rate is actually paid.
FTE*: Required. The percentage of time worked. Note in the drop down menu that not all
FTEs .01 to 100% exist. Since FTE must be tied to Standard Hours for the payroll Time and
Leave product, certain FTEs no longer exist in the PeopleSoft system. Choose the one closest to
the actual time the employee is assigned to work.
Speed Type: The account which funds the position, for example APP12345. Multiple speed
types may be listed as necessary.
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Percent: The percentage of the total cost from this particular speed type expressed to two
decimals, for example, 49.99%.
Appoint Total: The 12-month annualized dollar amount from this particular speed type, whole
dollars only. For example, $25,345.67 becomes $25,346.
The Percent and Appoint Total fields will automatically sum as you input data. When the
funding section is finished, the percentage MUST total 100%. The Appoint Total must equal the
annualized salary for the position.
Benefit Diff %: For benefit charges that need to be charged to a speedtype other than the regular
Budget Code: This links to the codes which identify the purpose for which the money is being
spent from a specific speedtype. For example, a BC 20 from speedtype ABC12345 denotes a
regular unclassified salary line to be paid from that account. Similarly, an administrative cap
which is tracked separately from regular pay would be coded as BC 21.
Action Codes: Grayed out.
Pay Group: Grayed out.
Agency County: Grayed out.
Position Status: Grayed out.
Location Code: Grayed out.
Offsite Location: Grayed out.
Mail Stop Code: Grayed out.
Supervisory?: Grayed out.
Reports to Position: Grayed out.
Work Telephone: Grayed out.
PRS Name*: Required. The name of the person filling out the form.
PRS Ext.: The phone extension of the person filling out the form.
Today‟s Date: The date the PRS finalized the form for submission.
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Department Comments: A text box to notate the intention of the form. For example, you might
notate a grant switch out funding change beginning pay period #16.
Main Button: This returns you to the entry page so you can select a different form.
Print Button: This will print one copy of the current record on your computer‟s designated
printer. To change the printer or the number of copies, hit the control (CTRL) button
simultaneously with the letter P on your keyboard. This will activate your print screen.
Delete Record Button: This will delete the last record.
Exit Program Button: This will exit the Access database.
Where to from here?
Once you‟ve filled out the data fields, you can save the form by moving to the next record
located in the bottom left of the form. Now you have a copy of the original funding form. To
start another form, keep moving to new records by clicking the arrow pointing to the right. You
can go back to earlier funding forms by clicking the arrow to the left until you reach the correct
To print the form, click on the print button. Due to signature requirements, multiple copies are
required to be printed on NCR paper, available through General Stores or through local vendors
such as Corporate Express. Colored NCR paper is not necessary but four copies of each form
should be made and stapled together. Please be sure the NCR paper is facing the right way in the
printer so that signatures „bleed‟ through copies as they are signed. You can check by making a
small mark in the corner of the NCR paper to see if it marks through. Forms not printed
correctly on NCR paper will returned to the department unprocessed.
If you have questions about downloading the form, contact Lisa Kern at extension 8-5050. For
questions about specific fields, data or information on the form, contact the Budget Office at ext.
20 March 2007