HR/Pay Funding

Funding Related Forms and Training

Chartfield Request Form (Financials)

  1. This is to request a new Cost Center or Chartfield 1.
  2. After Cost Center approval for payroll expenditures, the Budget Office will enter the data into HR/Pay.
  3. After Chartfield 1 is approved, it is interfaced through various system to HR/Pay (this may take up to 3 days).
  4. Projects are not requested but are interfaced twice a day from the PPM (Projects Portfolio Management System) part of the Financials in the Cloud System (FITC).

 

Funding Set Up Request (FSR) 

  1. Request forms may be submitted by the HR Transactions Team, Award Management Services or the area Budget Officer.
  2. Project funded Combination Codes and Pool IDs will be entered in HR/Pay by the Office of Research Administrative Compliance & Audit section.
  3. Non-Project funding, Cost Centers, ChartField 1, and KUEA values will need the approval of the Budget Officer and will be entered in HR/Pay by the Budget Office staff.
  4. For KUMC reimbursable values, contact Payroll directly payroll@ku.edu (this form is not used for KUMC).

 

Funding Change Request Form (FCR) is used when funding needs to be updated on a position and nothing else about the position or job is changing.

  1. FCR forms may be submitted by Award Management Services or the area Budget Officer(or their designee).
  2. The FCR form will be required for all requests beginning with effective dates of 10/11/2026 and later (PPE 10/24/26).
    1. requests for effective dates prior to 10/11/2026 may still be submitted via email as follows:
      1. If funding is moving on or off sponsored project funds, please work with your Award Management Services rep.
      2. If only non-project funding is involved, please work with the HR Transaction Team, hrtransactions@ku.edu.
  3. Funding Change Request Form Submission Guide
  4. All funding changes should be submitted in accordance with the HR/Pay calendar deadlines. HR and AMS will make every effort to key FCR forms received after this deadline, but late requests are not guaranteed. 
    1. 2nd Tuesday of the pay period = Priority deadline for departments to submit (all) funding change forms to HR Transactions & AMS
    2. 2nd Wednesday EOD = HR Transaction & AMS review all forms and forward pool-funded forms to HR Appointment. Keying of non-pool-funded requests will be prioritized by submission and effective dates and continue as needed until Monday pay calc.
       

 

Training Guides for those authorized to key funding into the HR/Pay system:

Funding Entry Guide (only to be used by Award Management Services and HR Transactions)

Funding Training (Day 2) (only used by Award Management Services and HR Transactions)