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Hi All,</div>
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Thank you again for all of the feedback. We were able to successfully convince our Accounting office to revert to using the dept function (we leave the func in Pool ID table blank) instead of defaulting to 78. </div>
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This was our Controller's response/decision:</div>
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<span style="font-family: Aptos, sans-serif; font-size: 16px; color: rgb(33, 33, 33);">"We had discussed this topic at the controller’s meeting a while back, but I brought it back up this afternoon as I don’t recall getting a final determination from them.
FWS (both the allocation and the match portion) should be aligned with the nature of work being performed by the students (clarify, not function 78). I believe that this initially popped up because we had an error toss up on the log related to the FWS fund
+ function 76, UCOP has agreed to lift that restriction, so it will not be an issue any longer.</span></p>
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<span style="font-family: Aptos, sans-serif; font-size: 16px; color: rgb(33, 33, 33);"> To summarize, FWS should not be coded to Function 78, but it is not a one-size fits all situation either, the function tied to each student must align with the actual work
being performed."</span></p>
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Again, thank you for your assistance on this matter. Much appreciated.</div>
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Arvin</div>
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<div id="divRplyFwdMsg" style="font-size: 11pt;" dir="auto"><b>From:</b> Jose Aguilar <jose.aguilar@ucr.edu><br>
<b>Sent:</b> Tuesday, February 17, 2026 10:22:07 AM<br>
<b>To:</b> UC WS and Fiscal Workgroup <ucwsfiscal@lists.ucmerced.edu><br>
<b>Subject:</b> Re: [Ucwsfiscal] Function Code 78 for Federal Work-Study Payroll Transactions<br>
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<div dir="auto">Riverside uses function 68 for work-study earnings hitting the federal share. </div>
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<div dir="auto">Jose</div>
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<div dir="auto" class="gmail_attr">On Tue, Feb 10, 2026 at 4:17 PM Julie Portillo <<a href="mailto:julie.portillo@sa.ucsb.edu">julie.portillo@sa.ucsb.edu</a>> wrote:</div>
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<div dir="auto" class="gmail_quote">Hi All,</div>
<div dir="auto" class="gmail_quote">At UCSB the only ones that we have in use are 68 and 62. I will check with our accounting folks as well and share back when I hear more.</div>
<div dir="auto" class="gmail_quote">Best,<br>
Julie</div>
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<span style="font-size: 16px;">Julie Portillo </span><span style="font-size: 10px;"><i>(she, her, hers, ella)</i></span></div>
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<b>Associate Director/Fiscal Manager</b></div>
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<span style="letter-spacing: 0.65px;">Office of Financial Aid & Scholarships</span></div>
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<span style="letter-spacing: 0.65px; color: rgb(85, 85, 85);">Office: (805) 893-4828 <br>
Email: </span><span style="letter-spacing: 0.65px; color: rgb(17, 85, 204);"><a href="mailto:Julie.Portillo@sa.ucsb.edu" target="_blank" style="color: rgb(17, 85, 204);">Julie.Portillo@sa.ucsb.edu</a></span></div>
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<span style="font-family: "Century Gothic", Helvetica, sans-serif; font-size: 13px; color: rgb(85, 85, 85);"><img src="https://webfonts.brand.ucsb.edu/WordArt/UC_Santa_Barbara_Wordmark_Navy_RGB.300x30.png" alt="UC Santa Barbara" width="300" style="width: 300px; display: block; vertical-align: middle;"></span></td>
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<div dir="auto" class="gmail_attr">On Tue, Feb 10, 2026 at 12:33 PM Catherine Yu Li <<a href="mailto:ycli@ucdavis.edu" target="_blank">ycli@ucdavis.edu</a>> wrote:</div>
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<p class="MsoNormal">Theoretically Purpose Code 78 (equivalent to HEFC FINA pre-common chart of accounts) should not include salary or wage expenses
<a href="https://financeandbusiness.ucdavis.edu/finance/chart-of-accounts/redesign/purpose#CoA_Purpose_FinAid" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">
Chart of Accounts: Purpose | Finance & Business</a>, and our long standing practice is to use 68 (HEFC – STAC) - but is there any recent change on accounting side that relaxed rules? Arvin, can you please ask your accounting folks?</p>
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<p class="MsoNormal">Catherine</p>
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<p class="MsoNormal"><span style="font-family: Calibri, sans-serif; font-size: 11pt;"><b>From:</b> Steven McCabe <<a href="mailto:smccabe@berkeley.edu" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">smccabe@berkeley.edu</a>><br>
<b>Sent:</b> Tuesday, February 10, 2026 9:29 AM<br>
<b>To:</b> UC WS and Fiscal Workgroup <<a href="mailto:ucwsfiscal@lists.ucmerced.edu" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">ucwsfiscal@lists.ucmerced.edu</a>><br>
<b>Subject:</b> Re: [Ucwsfiscal] Function Code 78 for Federal Work-Study Payroll Transactions</span></p>
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<p class="MsoNormal">Hi Arvin,</p>
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<p class="MsoNormal">A few years ago we had a similar issue where Housing and Dining started using FC 76 (aka Program Code), which is not appropriate for non-auxiallary funds (or so I've been told). So, we started updating all 'W' rows to FC 72 via the WS
Split config:</p>
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<p class="MsoNormal">On Mon, Feb 9, 2026 at 4:46<span style="font-family: Arial, sans-serif;"> </span>PM Arvin Tumonong <<a href="mailto:atumonong@ucmerced.edu" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">atumonong@ucmerced.edu</a>> wrote:</p>
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<p class="MsoNormal" style="background-color: white;"><span style="color: black;">Hi All,</span></p>
<p class="MsoNormal" style="background-color: white;"><span style="color: black;"> </span></p>
<p class="MsoNormal" style="background-color: white;"><span style="color: black;">We just found out that our Accounting office changed the default function code for all our Federal Work-study payroll activity to function 78 recently. Before this change, all
FWS transactions would default to the department's payroll function code (never a 78) for both the federal and dept match. </span></p>
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<p class="MsoNormal" style="background-color: white;"><span style="color: black;">Does your campus use function 78 financial aid for federal work-study student earnings transactions? We had never classified FWS earnings as financial aid in our payroll accounting
or tracking before. We are currently assessing about possible issues or impacts of this change. </span></p>
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<p class="MsoNormal" style="background-color: white;"><span style="color: black;">If you have any information about this, do let us know. </span></p>
<p class="MsoNormal" style="background-color: white;"><span style="color: black;"> </span></p>
<p class="MsoNormal" style="background-color: white;"><span style="color: black;">Appreciate your insight as always.</span></p>
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<p class="MsoNormal" style="background-color: white;"><span style="color: black;">Thanks.</span></p>
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<p class="MsoNormal" style="background-color: white;"><span style="color: black;">Arvin</span></p>
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<p style="margin: 0in;"><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(9, 47, 68);"><b>ARVIN TUMONONG</b></span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
he/him/his<br>
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</span><span style="font-family: Arial, sans-serif; font-size: 7.5pt; color: rgb(9, 47, 68);">ASSOCIATE DIRECTOR OF FISCAL MANAGEMENT AND SCHOLARSHIPS</span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
</span><span style="font-family: Arial, sans-serif; font-size: 7.5pt;">OFFICE OF FINANCIAL AID AND SCHOLARSHIPS</span><span style="font-family: Arial, sans-serif; font-size: 9pt;"><br>
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</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);">5200 Lake Road
</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);"> Merced, California 95343<br>
<a href="http://financialaid.ucmerced.edu" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">http://financialaid.ucmerced.edu</a>
</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(218, 172, 0);">|</span><span style="font-family: Arial, sans-serif; font-size: 9pt; color: rgb(153, 153, 153);"> 209.228.4679</span></p>
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<p class="MsoNormal">_______________________________________________<br>
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<p class="MsoNormal"><span style="font-size: 10pt;">Steve McCabe<br>
Business Systems Analyst</span></p>
<p class="MsoNormal"><span style="font-size: 10pt;">University of California Berkeley</span></p>
<p class="MsoNormal"><span style="font-size: 10pt;">Financial Aid and Scholarships Office</span></p>
<p class="MsoNormal"><span style="font-size: 10pt;"><a href="mailto:smccabe@berkeley.edu" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">smccabe@berkeley.edu</a></span></p>
<p class="MsoNormal"><a href="http://financialaid.berkeley.edu/" target="_blank" style="margin-top: 0px; margin-bottom: 0px;">financialaid.berkeley.edu/</a></p>
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