[Ucwsfiscal] Function Code 78 for Federal Work-Study Payroll Transactions

[Julie Portillo]

Hi All,
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.
Best,
Julie

Julie Portillo *(she, her, hers, ella)*
*Associate Director/Fiscal Manager*
Office of Financial Aid & Scholarships
Office: (805) 893-4828
Email: Julie.Portillo at sa.ucsb.edu
[image: UC Santa Barbara]


On Tue, Feb 10, 2026 at 12:33 PM Catherine Yu Li <ycli at ucdavis.edu> wrote:

> Theoretically Purpose Code 78 (equivalent to HEFC FINA pre-common chart of
> accounts) should not include salary or wage expenses Chart of Accounts:
> Purpose | Finance & Business
> <https://financeandbusiness.ucdavis.edu/finance/chart-of-accounts/redesign/purpose#CoA_Purpose_FinAid>,
> 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?
>
>
>
> Catherine
>
>
>
> *From:* Steven McCabe <smccabe at berkeley.edu>
> *Sent:* Tuesday, February 10, 2026 9:29 AM
> *To:* UC WS and Fiscal Workgroup <ucwsfiscal at lists.ucmerced.edu>
> *Subject:* Re: [Ucwsfiscal] Function Code 78 for Federal Work-Study
> Payroll Transactions
>
>
>
> Hi Arvin,
>
>
>
> 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:
>
>
>
>
>
> On Mon, Feb 9, 2026 at 4:46 PM Arvin Tumonong <atumonong at ucmerced.edu>
> wrote:
>
> Hi All,
>
>
>
> 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.
>
>
>
> 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.
>
>
>
> If you have any information about this, do let us know.
>
>
>
> Appreciate  your insight as always.
>
>
>
> Thanks.
>
>
>
> Arvin
>
>
>
>
>
>
>
> *ARVIN TUMONONG*
> he/him/his
>
> ASSOCIATE DIRECTOR OF FISCAL MANAGEMENT AND SCHOLARSHIPS
> OFFICE OF FINANCIAL AID AND SCHOLARSHIPS
>
> 5200 Lake Road | Merced, California 95343
> http://financialaid.ucmerced.edu | 209.228.4679
>
>
>
>
>
>
>
>
>
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>
>
>
>
> --
>
> Steve McCabe
> Business Systems Analyst
>
> University of California Berkeley
>
> Financial Aid and Scholarships Office
>
> smccabe at berkeley.edu
>
> financialaid.berkeley.edu/
>
>
>
>
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