A Function within a Structure Item is most often aligned with the major responsibilities and services provided by the Structure Item.
A function is defined as a significant task that a Structure Item performs throughout the year. There is no limit to the number of functions you designate. It is at the discretion of the agency to determine the total number of functions to create. This is specific to an agency and is usually determined by the Structure Item itself.
Open the Function table in the workspace by expanding the Structure Item in the left hand Navigation Menu and clicking the View icon to the right of the Functions menu item.
In order to create a new function, first click the “+” button and then fill out the fields in the table.
Func Name - This is the name of the function and will appear on the report as it is entered here.
Allocated - Choose one of the following:
Common Allocation - Choose one of the Common Allocations that have already been entered into the system.
Unique Allocation - Enter an allocation unit which is unique to this function.
Not Allocated - The expenditures associated with this function will not be allocated to other departments.
Common Allocation Name - If you have chosen the Common Allocation option, in this field you will now choose the Common Allocation you would like to use for this function from the drop-down menu .
Basis - If you have chosen a Unique Allocation, enter the Allocation Basis that you would like to use for this function. An Allocation Basis is a statistical unit which correlates to the instances of service provided by the function. For example, an acceptable Allocation Basis for a Payroll function would be “# of paychecks per department” or “# of FTEs per department.” These are good examples of Allocation Basis because the instances of Payroll run for a Structure Item increase as the number of paychecks increase, or the number of FTEs increase.
Description - This is a narrative description of the RI’s function. In our payroll example, this may read: “Allocates the cost of Payroll to Departments served based on number of Full Time Equivalents per Department.”
- Include in CFR - Check this checkbox if this function is allowable under the 2 CFR part 200 Uniform Guidance. If this checkbox is unchecked when you run a OMB compliant report, costs associated with this function will not be allocated.
Function Output
In the final report you can see the data from the Function table both in the table of contents under Allocation basis and in the Narratives of each department. In the example below, the Functions are Benefits Admin, General Accounting, Budgeting, and Payroll. The text to the right is the text that is added in the Description field in the Function table.
