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

[Jose Aguilar]

Riverside uses function 68 for work-study earnings hitting the federal
share.

Jose


On Tue, Feb 10, 2026 at 4:17 PM Julie Portillo <julie.portillo at sa.ucsb.edu>
wrote:

> 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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>> Ucwsfiscal at lists.ucmerced.edu
>> https://lists.ucmerced.edu/mailman/listinfo/ucwsfiscal
>>
>>
>>
>>
>> --
>>
>> 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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>>
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