Choose Funding Change PAF Method

Once the Rule and/or Timeframe has been identified for the funding change, the table below can be used to determine what form(s), method(s) for processing, and approvals are required. 

*In lieu of a signed Funding/Retro Funding Change PAF, 2 documented approvals (i.e.: emails) are acceptable. 

FUNDING CHANGE
(Future and 4/2 Rule, Current month + Prior 2 months)

Funding change effective date is within the last 3 months, as defined by the 4/2 Rule.

1. Complete the Funding / Retro Funding Change PAF (in SAPPHIRE as a fillable .pdf), by typing the information directly into the document using the default blue font color. 
2. Review PAF for accuracy.
3. Obtain two authorized signatures; the two approvers must be different from the individual that will complete the ZEPAF action. 
4. Submit the PAF to an HR professional in a business center for SAP entry via SAP’s ZEPAF Funding Change action (Transaction code: ZEPAF - see instructions titled “EPAF Action Screen (ZEPAF)” in SAPPHIRE). 
5. The ZEPAF transaction includes a notification feature; the notification should be routed to the funding change requestor to confirm processing of their funding change request. 
6. Retain the signed PAF within the department after entry. It must be readily available upon request from the Payroll/Budget Offices and/or for audit purposes.

NOTE: ONLY for funding changes that fall into this “future/recent past” timeframe: In lieu of a signed PAF, the two approvals may be obtained and documented via email (e.g., email from Requestor plus an email from an Approver). The approval documentation must still be retained within the department in accordance with the retention policy and available upon request from the Payroll/Budget Offices and/or for audit purposes.
 

RETRO FUNDING CHANGE
(Between the 4/2 Rule and 13/6 Rule, approximately 3-6 Months in Past)

Funding change effective date is past the 4/2 Rule but within the 13/6 Rule.

1. Complete the Funding / Retro Funding Change PAF (in SAPPHIRE as a fillable .pdf), by typing the information directly into the document using the default blue font color. 
2. Review PAF for accuracy.
3. Obtain two authorized signatures; the two approvers must be different from the individual that will complete the EPAF action. 
4. Obtain approval/signature from Associate VC/Controller. 
5. If the funding change involves a WBS number, two additional signatures are required; the grant’s Principal Investigator and the Office of Sponsored Programs’ Project Specialist. 
   1. NOTE: OSP will review each request and will only approve those that adequately document extenuating circumstances for the proposed changes. This is necessary to comply with federal policies set forth in OMB Uniform Guidance, established to ensure that costs associated with federal grants and contracts are allowable, allocable, and reasonable.
6. Submit the PAF to an HR professional in a business center for SAP entry via SAP’s ZEPAF Funding Change action (Transaction code: ZEPAF - see instructions titled “EPAF Action Screen (ZEPAF)” in SAPPHIRE).
7. The ZEPAF transaction includes a notification feature; the notification should be routed to the funding change requestor to confirm processing of their funding change request. 
8. After entry, retain the signed PAF within the department in accordance with the retention policy. It must be readily available upon request from the Payroll/Budget Offices and/or for audit purposes.

NOTE: Retroactive payroll adjustments affecting contract or grant projects must be processed on a timely basis. In addition, for any Federally sponsored agreements, the principal investigator must establish how the change in status is project related and sign the form. UNL also requires the cognizant grant specialist to sign the form.

RETRO FUNDING CHANGE + PAYROLL TRANSFER (Beyond 13/6 Rule)

Funding change effective date is past the 13/6 Rule.
The steps are the same as those for Retro Funding Changes that fall between the 4/2 Rule and 13/6 Rule, with the following additions:

1. A Payroll Transfer Form (in SAPPHIRE as a fillable .pdf) and an FI Payroll Detail report must accompany the Funding / Retro Funding Change PAF for the portion of the funding change that is outside of the 13/6 rule and will require a payroll transfer to be entered by Payroll. 
2. The additional form and report must accompany the PAF when routing for signatures.
3. The HR professional in the business center still enters the portion of the funding change that is within the 4/2 and/or 13/6 rules, if applicable. 
4. Combine the approved PAF, Payroll Transfer Form, and FI Payroll Detail report and submit to Payroll for processing the payroll transfer that is outside of the 13/6 rule. See Submitting the PAF in the Introduction to PAFs section of this manual.
5. Retain the signed PAF in the department after entry and/or submission to Payroll in accordance with the retention policy. It must be readily available upon request from the Payroll/Budget Offices and/or for audit purposes. 

NOTE: Retroactive payroll adjustments affecting contract or grant projects must be processed on a timely basis. In addition, for any federally sponsored agreements, the principal investigator must establish how the change in status is project related and sign the form. UNL also requires the cognizant grant specialist to sign the form.

When to use the PJ vs Payroll Transfer form 

• PJ: Payroll journal entries are processed by the UNL Accounting Team and are limited to transfers of graduate tuition (519600), graduate health (519310), worker's compensation (519800), and unemployment (519700).
• Payroll Transfer: Payroll Transfers are processed by UNL Payroll Services for the transfer of salaries/wages and regular benefits.