DW DIG: Pay Data in the FIS and HRIS Data Warehouses

Transcription

1 I. Where is Payroll-Related Information Found? A. HRIS DW B. FIS DW a) Pay rates, Earn Codes, Effective Dates, etc. b) Salary and Fringe Encumbrance by Person by Job c) Banner form = NYIJOBS a) Actual Pay Expense by Person by Job by FOAPAL by Earn Code by Pay Period b) Banner form = NYIDIST/NYIEDST a) Summarized Payroll Expense by FOAPAL by Fiscal Period b) Summarized Payroll Encumbrance by FOAPAL as of: (1) Curr Per YTD Enc DR (2) Prev Per YTD Enc DR (3) Last Closed Per YTD Enc DR (4) Per 14 YTD Enc DR c) Banner form = FGIBDST 2. Transaction Ledger a) Summarized Payroll Expense by FOAPAL by Fiscal Period by Pay Event b) Banner form = FGITRND (Field = YTD) a) Summarized Payroll Expense by FOAPAL by Person by Fiscal Period b) Banner form = NYIDIST/NYIEDST (use From and To dates) C. Other: Banner Only 1. FGIOENC 2. FGIENCD a) Prediction of salary expense by FOAPAL by Person by Fiscal Period and based on current and future job records b) Based on data in Banner form = NYIJOBS c) Default Pay is not the same thing as Payroll Encumbrances a) Encumbrance Summary by FOAPAL a) Encumbrance Detail by FOAPAL 3. FGITRND (Field = ENC) a) Encumbrance Detail by FOAPAL by Doc Page 1 of 5 Last Updated 4/29/2008

2 4. NYIDIST 5. NYIEDST a) Encumbrance Detail by FOAPAL by Person (choose Encumbrances from Category pull down in key block) a) Encumbrance Detail by Person by FOAPAL (choose Encumbrances from Category pull down in key block) II. When is Payroll-Related Information Updated? A. Encumbrances B. Expenses C. HRIS DW D. FIS DW 1. Usually not created until end of July for 11 months pay starting August 1 2. Each month, about 1 week before payday, recalculated for amount remaining; difference liquidated 3. Mid-June fully liquidated in prep for FYE 1. Updated three times a month a) Main Payroll (a few days before the end of the month) b) Redistributions and Manual Checks (right at the end of the month) c) Mid-month Redistributions (right before Time Entry) b) No changes to current month records allowed in Banner from approximately the 12 th through the 24 th c) Encumbrance balance updated once a month when encumbrances recalculated a) Updated three times a month 2. Transaction Ledger a) Updated three times a month III. How far back does the Payroll data go? A. HRIS DW a) Current or last effective record, back to 1/1/1999 Page 2 of 5 Last Updated 4/29/2008

3 B. FIS DW b) If record not active this FY, Encumb should have been fully liquidated a) Rolling current and two previous calendar years (i.e., 2008, 2007, 2006) b) Rolling current and previous fiscal year (i.e., FY 08, FY 07) a) FY Transaction ledger a) FY 00+ a) FY 96+ a) Current FY (i.e., FY 08) IV. What are some common causes of reconciling items? A. HRIS DW is by Pay Period, FIS DW is by Fiscal Period B. Fiscal periods don't change after the fiscal period is closed, but pay periods are restated whenever redistributions or adjustments occur C. Redistributions for prior pay periods restate the prior pay period in HRIS DW, but are added to the current month pay in the FIS DW D. FIS DW Payroll Ledger is summarized, so regular pay plus adjustments are all added together E. Some Payroll Expenses, like Non-Taxable Employee Moving Expenses, don't get recorded in the HRIS system, so they will only show up in the FIS DW Operating Ledger and Transaction Ledger, and not in the FIS DW Payroll Ledger, or in the HRIS DW. F. Usually the number of months of payroll expenses plus the number of months of encumbrances equals 12. Occasionally you could have 11 or 13 if there are problems or timing issues with the Banner processes or the DW loads. V. Misc Payroll data notes A. In the FIS DW, what does the Transaction Description for a Payroll Expense record like "HR Payroll 2008 MO 4 0" tell me? B. The first several characters tell you that the record comes from HR and is a Payroll record tells you the calendar year the payment is for. MO is the Payroll ID (OSU uses MO for Monthly). 4 is the payroll number, or the pay period the pay is for, with 1 being January and 12 being December. The final piece of information is the Sequence number. A person's regular monthly paycheck is sequence 0. Manual checks or adjustments and redistributions are on sequences 1+. C. What Rule Class codes will I typically see related to Payroll data? D. 7PRI =-Initial (Original) Salary Encumbrance E. 7PRA = Adjustment to Salary Encumbrance F. 7OPI = Initial (Original) OPE Encumbrance G. 7OPA = Adjustment to OPE Encumbrance Page 3 of 5 Last Updated 4/29/2008

4 H. 6HGR = Actual Payroll Expense I. 6ERE = Actual OPE Expense J. How do I see payroll encumbrances by person by FOAPAL? VI. Default Pay FAQ 1. None of the DW models have payroll encumbrances by person by FOAPAL 2. Use NYIDIST or NYIEDST and choose Encumbrances from Category pull down in key block A. ( B. What do I use this data for? 1. The FIS Data Warehouse Default Pay Object was designed to help departments predict how much salary expense will be charged to each accounting distribution (FOAPAL) for each employee for each pay period in the current fiscal year. C. What about OPE? How does it show in the default pay model? 1. Although encumbrances in FIS show the OPE component, the default pay model does not. D. Who will show on the default pay object? Who will not show? 1. Employees with jobs that are active or on leave at some point during the current fiscal year, who have a default earn code, plus those in employee class CD, classified full-time hourly, will be included. That s everyone except hourly paid employees and unpaid appointments, including classified part-time hourly, temporary support staff, academic wage hourly appointments, student workers, and courtesy and emeritus appointments (employee classes CE, TS, UW, XA, and XX). Student positions with a job suffix of 55 will display because these jobs are salaried. E. Why is the default pay object sometimes different from the encumbrance amount in FIS? It seems that you should be able to sum all of the remaining months of the fiscal year and match the FIS encumbrance, but it does not always match. 1. The default pay data is calculated and loaded into the FIS warehouse nightly. Encumbrances are only calculated and loaded into FIS once a month, near the end of the month. Any changes made to a job or its labor distribution in HR will be reflected in the default pay data the next workday, but won't affect encumbrances until they are recalculated near the end of the month. 2. In addition, encumbrances are calculated somewhat differently from the default pay. Both are calculated using the job detail records, default earn codes, and default labor distributions from the jobs records, but the encumbrance process uses the first day of the next month to start encumbering, while the default pay process uses the actual personnel effective date. 3. Because of this, you may see some differences between default pay amounts and encumbrance amounts for employees whose job begins midmonth. This will really be apparent for those employees who begin work on September 16. Their encumbrances posted in FIS will not include the time period between September 16 and October 1. F. An employee shows up on a wrong index for a past month, even though the index was corrected for that month in PYAHOUR and it posted to FIS correctly? What happened? 1. Actual pay amounts do not show. The Default Pay Object is not a record of actual gross wages paid in prior months. The default pay looks at the job record Page 4 of 5 Last Updated 4/29/2008

5 (viewable in NYIJOBS) that was in effect for the month in question. The default labor distribution for that record was incorrect, requiring the correction in PYAHOUR. Once a month has passed, the pay can be redistributed, but the job record cannot be changed and the default pay can not be corrected. Past months should be ignored. G. I sent paperwork for a change for an employee, but the default pay does not show anything or shows the wrong default pay. Why? 1. Default pay can only be loaded based on what has been entered into Banner. If the information you are looking for is not there, it was not in Banner as of the time the warehouse loaded. Or, it could be a data entry error. Look in NYIJOBS to see if the changes you requested have been entered. Inputting paperwork for the current month takes priority over future-dated actions. Future-dated actions are input as soon as possible after that, however system limitations only provide the Office of Human Resources with about two weeks per month when input may occur. H. When doesn t the default pay reflect step increases or any mass pay increases? 1. Pay increases are generally entered by payroll at the beginning of the month in which they became effective. They will not show up as default pay until that month. I. How will Sabbatical Pay be reported? 1. Sabbatical will display on the employee position, with an 11 suffix, unless the employee has also signed up for the 9-12-month option. In these cases, it will display on the 00 suffix. In both cases, it should display with a account code. J. How will employees being paid on the 9-12-month option report? 1. The pay is charged to departments across the same 9 month period that the appointment covers, so those are the months where default pay will be projected. K. Are there any known bugs in the calculations? 1. The only known remaining issue with the default pay program is that in the past, in certain circumstances, it has had problems with projecting pay when a default earn code is terminated from a job. The coding change to fix this would be extremely complex, and since the circumstances are so rare, the business decision has been made not to expend limited programming resources on it at this time. VII. Exercise Reconciling Payroll Data A. We will compare the following reports and explain reconciling items 1. HRIS DW: Payroll by Employee for 1 Index 2. HRIS DW: FY Earnings for Index by Empl 3. FIS DW Operating Ledger: 1 Index (modified to only pull Acct Code 1%) 4. FIS DW Transaction Ledger: Details by Index & Period (modified to only pull Acct Code 1%, Add Acct Title, Fiscal Period, Trans Amt Net) 5. FIS DW Payroll Ledger: Payroll for an Index by Month 6. FIS DW Default Pay object: Default Pay 1 Index Page 5 of 5 Last Updated 4/29/2008