University Payroll Reports Guide

Transcription

1 University Payroll Reports Guide Log on to View Direct and View the Reports View Direct is an application that replicates the static month-end reports. View Direct allows you to quickly access copies of month-end reports, ready to print or download. These reports are indexed on Organization code. Because they are static, the response time to view them is minimal, as the data has previously been retrieved and formatted. However, you will not have the option to further refine or expand the report using other parameters. Unit personnel with HR/Payroll responsibilities who are granted a Unit User security profile are granted access to the two Payroll Expense by Person reports. If you need to request these security profiles, contact your Unit Security Contact (USC). For more information, please check the AITS website: If you need access to View Direct only, send your request by to RMSADMIN@uillinois.edu. The Payroll Expense by Person Reports The Payroll Expense by Person reports lists payroll labor distributions by Account code and allows units to view details that correspond to the charges posted to their departmental C-FOAPALs in Banner. The Pay Period statement runs after each bi-weekly and monthly payroll calculation and is available in View Direct three days before the pay date. Each report contains all payroll activity since the previous pay period report including original pay, adjustments and redistributions (earnings transfers). By reviewing the Pay Period statement, units can verify if employees will be paid properly. The Month End statement runs after each Finance month-end closing. It includes all the payroll activity that posted to Finance during that particular month. Units may use these reports to reconcile labor distributions on their C-FOAPALs and to assist in the management of departmental funds. Report Description Report ID Report Name Payroll Expense by Person Pay Period HRPAY00104 FIPR_Payroll_Expense_by_Person_Pay_Period Payroll Expense by Person Month End HRPAY00103 FIPR_Payroll_Expense_by_Person_Month_End UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 1 of 10

2 Accessing the Payroll Expense by Person Reports with View Direct Step Task 1. Go to the following URL: 2. Click DocumentDirect & UI2 Report. A login window will appear. 3. Enter your ID and password to log on to View Direct (the same ID and password you use to log on to Banner). A menu will appear on the left side of the screen displaying Topic and Report. 4. Click the plus sign next to Report. You will see the list of reports available to your ID. 5. Select HRPAY00103 Payroll Expense by Person Month End or HRPAY00104 Payroll Expense by Person Pay Period. 6. Click the plus sign by the report title (the plus sign will change to a minus sign). A list of versions for that report will display (dates or periods when that particular report was run). NOTE: The most recent report version will be at the top of the list. 7. Click the plus sign by the report version you would like to view. A list of sections organized by Org codes (with the Chart code and the Bi-Weekly or Monthly Pay Period listed at the end) will display. Note that every time you open a folder or document, the name of that folder or document will be highlighted in red. 8. Click the document icon by the appropriate Org code. The Payroll Expense by Person report will display in the version of Adobe Acrobat Reader that is installed on your computer. NOTE: View Direct times out after one hour of inactivity. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 2 of 10

3 Report Search You may also use the Locate icon to search for the reports. When you click the Locate icon, a popup window allows you to enter the report name (Report ID), date (Version ID) and organization (Section ID). Use the Search icon to search for information within a report. NOTE: Remember to look in the heading of the report to make sure that the criteria of the report matches what you need (such as date range, Organization, etc.). Report Output UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 3 of 10

4 Field Definitions Payroll Expense by Person Field Definitions Pay Period Format Field Name Fiscal Year Pay Year Pay ID Pay No Definition Fiscal year of report run. Calendar year of report run. BW (Bi-weekly) or MN (Monthly). UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 4 of 10 A number issued to uniquely identify a period within a calendar year. Chart Identifies University or major accounting entity. 1 = Urbana-Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices. Organization Fund Program Status Indicator for Fund, Org, and Program Grant Code Grant Start Date Grant End Date Financial Manager Principal Investigator Account Name UIN EC Posn Posn Suff Pay Cat Pay Seq FTE Pay Period Code Pay Period Begin Dt Pay Period End Dt Hours Fringe Rate Amount Doc Num Activity Location Identifies functional reporting units. Identifies a source of revenue. Identifies NACUBO function. A indicates code is active. User-defined or system-assigned grant identification code. The beginning of the grant s fiscal timeline. The end of the grant s fiscal timeline. The person with fiscal responsibility for the organization. The person responsible for the sponsored project award as specified in the award documents. Fund, Organization, and Program segments can have principal investigators. Designates asset, liability, equity, revenue, expenditure, & transfers. Employee s name. University Identification Number. Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals. Position. An approved slot that a Unit holds. Position Suffix. This field indicates whether there is more than one job for the selected position number. Pay Category. A=Gross Pay. D=Fringe Expense. Numbers that uniquely identify pay events; any transaction applied to a pay event is assigned a sequence number. The original pay event is zero (0). FTE is the Full-Time Equivalent value. Pay Year, Pay ID and Pay No. Beginning date of pay period. Ending date of pay period. Hours paid. Rate of fringe expense calculation. Expense amount. Banner document number. Activity code corresponding to the encumbrance document. Location code corresponding to the encumbrance document.

5 Field Name Sub Total Total Personnel Expense Definition A calculation of the total transactions for each Account code. The total of all Account codes. Payroll Expense by Person Field Definitions Monthly Format Field Name Fiscal Year Start Date End Date Definition Fiscal year of report run. Beginning of month. End of month. Chart Identifies University or major accounting entity. 1 = Urbana-Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices. Organization Fund Program Grant Code Grant Start Date Grant End Date Financial Manager Principal Investigator Account Name UIN EC Posn Posn Suff Pay Cat Pay Seq FTE Pay Period Code Pay Period Begin Dt Pay Period End Dt Hours Fringe Rate Amount Doc Num Activity Identifies functional reporting units. Identifies a source of revenue. Identifies NACUBO function. User-defined or system-assigned grant identification code. The beginning of the grant s fiscal timeline. The end of the grant s fiscal timeline. The person with fiscal responsibility for the organization. The person specified in award documents as responsible for a sponsored project. Fund, Org, and Program segments can have principal investigators. Designates asset, liability, equity, revenue, expenditure, and transfers. Employee s name. University Identification Number. Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals. Position. An approved slot that a Unit holds. Position Suffix. This field indicates whether there is more than one job for the selected position number. Pay Category. A=Gross Pay. D=Fringe Expense. Numbers that uniquely identify pay events; any transaction applied to a pay event is assigned a sequence number. The original pay event is zero (0). FTE is the Full-Time Equivalent value. Pay Year, Pay ID and Pay No. Beginning date of pay period. Ending date of pay period. Hours paid. Rate of fringe expense calculation. Expense amount. Banner document number. Activity code corresponding to the encumbrance document. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 5 of 10

6 Field Name Location Sub Total Total Personnel Expense Definition Location code corresponding to the encumbrance document. A calculation of the total transactions for each Account code. The total of all Account codes. The Payroll Encumbrance by Person Reports The Payroll Encumbrance by Person reports is organized by C-FOAPAL and lists the remaining labor encumbrances by employee as of the date the report is run. The report is run after each bi-weekly and monthly payroll calculation and is also run as a monthly report after the successful close of each month in Finance. Units may use these reports to reconcile open labor encumbrances on their C-FOAPALs and to assist in the management of departmental funds. Report Description Report ID Report Name Payroll Encumbrance by Person Pay Period Payroll Encumbrance by Person Month End HRPAY00098 HRPAY00102 FIPR_Payroll_Encumbrance_by_Person_Pay_Period FIPR_Payroll_Encumbrance_by_Person_Month_End Accessing the Payroll Encumbrance by Person Reports with View Direct Step Task 1. Go to the following URL: 2. Click DocumentDirect & UI2 Report. A login window will appear. 3. Enter your ID and password to log on to View Direct (the same ID and password you use to log on to Banner). A menu will appear on the left side of the screen displaying Topic and Report. 4. Click the plus sign next to Report. You will see the list of reports available to your ID. 5. Select HRPAY00098 Payroll Encumbrance by Person Pay Period or HRPAY00102 Payroll Encumbrance by Person Month End. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 6 of 10

7 Step Task 6. Click the plus sign by the report title (the plus sign will change to a minus sign). A list of versions for that report will display (dates or periods when that particular report was run). NOTE: The most recent report version will be at the top of the list. 7. Click the plus sign by the report version you would like to view. A list of sections organized by Org codes (with the Chart code and the Bi-Weekly or Monthly Pay Period listed at the end) will display. Note that every time you open a folder or document, the name of that folder or document will be highlighted in red. 8. Click the document icon by the appropriate Org code. The Payroll Encumbrance by Person report will display in the version of Adobe Acrobat Reader that is installed on your computer. NOTE: View Direct times out after one hour of inactivity. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 7 of 10

8 Report Search You may also use the Locate icon to search for the reports. When you click the Locate icon, a popup window allows you to enter the report name (Report ID), date (Version ID) and organization (Section ID). Use the Search icon to search for information within a report. NOTE: Remember to look in the heading of the report to make sure that the criteria of the report matches what you need (such as date range, Organization, etc.). Report Output UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 8 of 10

9 Field Definitions for the Payroll Encumbrance by Person report Field Name Fiscal Year As of Date Definition Fiscal year of report run. The date that the report is run. The pay period report is run after each biweekly and monthly payroll calculation. The monthly report is run after the successful close of each month in Finance. Chart Identifies University or major accounting entity. 1 = Urbana-Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices. Organization Fund Program Status Indicator for Fund, Organization, and Program Grant Code Financial Manager Principal Investigator Account Name UIN EC Posn Posn Suff Appt Begin Appt End Dt Encumb Num Encumb Item Encumb Seq Rate Identifies functional reporting units. Identifies a source of revenue. Identifies NACUBO function. A indicates code is active. User-defined or system-assigned grant identification code. The person with fiscal responsibility for the organization. The person responsible for the sponsored project award as specified in the award documents. Designates asset, liability, equity, revenue, expenditure, and transfers. Employee s name. University Identification Number. Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals. An approved slot that a Unit holds. This field indicates whether there is more than one job for the selected position number. Beginning date of the appointment. Ending date of the appointment. Encumbrance document number. The number of an item in an encumbrance document. Sequence number of transaction within a Banner document. Rate of pay per pay period. % Time Appointment percentage. Remaining Encumb Activity Location Sub Total Remaining balance for the encumbrance. The sum is calculated including the sign. Activity code corresponding to the encumbrance document. Location code corresponding to the encumbrance document. The report calculates a sub-total for each Level 2 External Account Types. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 9 of 10

10 Additional Resources for These Reports This job aid is compiled from the participant guide for the OBFS training course GL 102: Retrieving General Ledger Reports. If you wish to expand your skills with more information about these finance reports, you may register for this course at: It may be helpful also to take the following training courses, which are considered prerequisites for GL 102: FN 101: Introduction to Banner and Finance I and FN 102: Introduction to Banner and Finance II. UNIVERSITY ACCOUNTING & FINANCIAL REPORTING 10 of 10