Combination Codes

A combination code is a unique 18-digit code that is linked to a specific CFC and must be used in payroll processes and distribution.

CFC stands for Chartfield Combination. It is comprised of the following components: Fund-Department-Program-Class-Project(If Applicable).

No, only personal service budgets need combination codes.

The Office of Budget Services creates the combination codes in PeopleSoft Financials and syncs them over into PeopleSoft HCM. There is an automatic process that runs every evening so you should see the code the next day.

Contact and ask if the combination code needs to be established, activated, or synced over into PeopleSoft HCM.

Budget Amendments / Budget Checking Errors

No, you should round up to the nearest whole dollar. Exceptions are made for closing out projects and grants.

Yes, this is actually preferred so that we can reduce the amount of requests we get on a daily basis, speeding up processing time for your request.

A reasonable expectation is 2 business days. If you have not heard from someone about your request after this amount of time, please reach out to us.

Moving budget out of personal services is not allowed on lapsable funds. The Office of Budget Services may make an exception but a justification must be provided. However, moving between various non-personal service budget accounts is perfectly fine.

Please contact the Division of Sponsored Programs Administration for amendments using funds 20000 and 20300.

Increasing your revenue budget is done by a positive number on the REVEST ledger and a positive number on the APPROP ledger. Technically you are increasing both ledgers, not transferring from one to the other.

Financial Accounting may reach out to you about a revenue journal failing budget checking. If this happens, please contact the Office of Budget Services to see if a $0 revenue budget line needs to be established so the revenue can be recognized in PeopleSoft Financials.

Budget can only be transferred within the same fund + class code combination. So for a given transaction, the fund codes will match each other and the classes will also match each other.

If the fund code starts with a “1”, the APPROP ledger should have an entry to match the PROJ_GRT entry. If the fund code starts with a “2”, the APPROP ledger entry is not necessary. 

Invalid Funding Report

This report is ran in PeopleSoft Financials for every pay period and shows positions that do not have valid funding distributions. Usually the causes are the position has no distribution set up at all for the pay period or it is funded by a project with an end date that ends before or during the pay period.

If involving a grant, please contact DSPA to see if the end date can be extended or if the distribution should change. If a distribution needs to be established for the position, submit a distribution change ePAR for the pay period or contact for more assistance.


The process takes all filled positions with a pay group of 12A, 12E, 12F, 12H, and 12Y and encumbers the latest pay period charges through the remainder of the year or to the project end date, whichever is first. For example, the process runs on January 5th and monthly position X had total payroll expenses of $10,000 in December. The encumbrance for the remainder of the year (January thru June) will be $60,000. If they are funded entirely on a grant that ends on January 31st, the encumbrance will only go to January 31st and not the full year.

The process is run by USG’s Shared Services Center in Athens on a strict schedule. You can expect the encumbrance amounts to be updated 2-3 times a month.

Look at all filled positions in your department using the encumbered pay groups (12A, 12E, 12F, 12H, and 12Y) and examine the prior pay period’s expenses.

Some helpful public queries in PeopleSoft Financials are 120_PAYROLL_BY_DEPTID_ENC and 120_PAYROLL_BY_EMPLID_ENC. They will show you the encumbrance journals that post for each criteria.

Correcting Expense Charges / Negative Budgets

Since Commitment Accounting was implemented in August 2018, there is no longer budget checking on personal services. Therefore, expenses will charge to a CFC regardless of the budget amount. Budget checking still exists on travel, supplies and equipment charges.

Please review the reason why the CFC is negative. If the charges are legitimate, do a budget amendment to cover the current deficit + projected expenses through the end of the year. Moving just enough budget to cover the deficit alone will not be accepted if more expenses are going to hit the CFC throughout the year. If the expenses should not have charged there, a payroll adjustment must be completed to transfer costs to another CFC that has enough budget available.

Charges that hit this CFC are due to errors that occur during the payroll processes ran by Shared Services Center. These errant expenses can hit the suspense account for a variety of reasons, such as a project having an end date during the pay period, issues with the effective date on a distribution or using an inactive combination code.

Use the Payroll Accounting Adjustment Form.

NPS cost transfers are still done on the traditional form found on Financial Accounting’s website.




Visit our Budget Prep Development page. There you will find many helpful links and documents for the upcoming Budget Prep season. The documents will be updated for FY2021 later on in this fiscal year.

Typically the correct date to use is the “Beginning of Pay Period” date found on the exempt and non-exempt payroll calendars. However, it is possible to split up the pay period into multiple distributions if you need to (ex. if a grant ends in the middle of the month).

The Office of Budget Services has approval on change position funding requests, ad hoc salary changes, supplemental pay requests, position transfers and staff job openings. We do not have approval on faculty job openings.

A list of helpful tools and queries can be found on our website in our training presentation.