RIAS PHASE III HCM/Payroll PAYROLL - Rutgers Reports
Contents 2 Payroll Rutgers Reports...3 Commitment Accounting...4 Budget Table End Date < 90 Days Report... 4 Time Entry...5 Roster of Employees Paid Report... 5 Time Requiring Approval Report... 6 Time and Labor Summary Report... 7 Rutgers Certification Report... 13 Payroll...19 Employee Access Report All Depts and Employee Access by Employee... 19 Active Payroll Employees Report... 20 Employee VISA Information Report... 20
Payroll Rutgers Reports Payroll Rutgers Reports are reports that have been developed within the HCM/Payroll system which provides employee and department information in Time Entry and Commitment Accounting. These reports are separate from the Discoverer reports. This guide will give you a brief description of each report. All report details can also be exported to Excel by using the CTRL key and the export icon any report by clicking on the column headings. on the top right of the report. You have the ability to re-sort After signing into the RIAS application and selecting the HCM/Payroll application link, navigate to Rutgers Reports by selecting Main Menu>Rutgers Reports. 05/08/2013 page 3 of 20
Commitment Accounting Budget Table End Date < 90 Days Report The Budget Table End Date < 90 Days Report highlights department budget table records that are using fund sources that will be expiring within 90 days on one tab or fund sources that have expired on a second tab. After entering a fiscal year, the report will display all active employees within the departments to which you have access. Anyone who has access to Commitment Accounting will have access to this report. Funding End Date in 90 Days tab Funding End Date Past tab 05/08/2013 page 4 of 20
Time Entry Roster of Employees Paid Report The Roster of Employees Paid report displays the employees in your department who were paid in a particular pay cycle. The Roster of Employees Paid report also provides other pertinent information. For example, the report will list Payroll Status (Preliminary or Final), the Date the Pay Check was issued, the Job Code, Job Title, Earnings Type (Regular Salary, Contract Pay or Other which includes hourly employees), the total gross dollars for the specific job listed and the Payment Type. The Payment Type will remain Check for all employees during the preliminary period. Once the Payroll is completed and final, the Payroll Type will change to the employee s designation of either Advice (for Direct Deposit) or Check. Additional categories of Payment Type are Reversal (for reversed checks) and Manual (adjustments made to the employee s payment record). During the Preliminary period, data is subject to change due to new submissions entered by the department. The report could be momentarily unavailable to account for these changes. Please allow three business days for any HR job transactions entered by the department s HR Preparer to be displayed on this roster. The Payroll status will change from Preliminary to Final once the payroll is completed for the current pay period. The availability of this report will coincide with the processing period for Payroll - Thursday to the following Tuesday. This period will change to accommodate the accelerated Rutgers holiday schedule. 05/08/2013 page 5 of 20
Time Requiring Approval Report The Time Requiring Approval Report lists for the Time Entry Approver all the employees in their departments that have time which needs to be approved. This report will make it easier for an Approver to see all their payable time transactions on one screen. After reviewing this report, an Approver can then click the Approve Payable Time link to start to approve their time transactions. The report details include the hours or amounts entered on a time sheet and the date, the time reporting code(s) used, any comments and a combination code override if entered. There is also a link to the Department Budget Table to see the employee charging instructions. This report is located in the folder Time and Labor under Rutgers Reports. 05/08/2013 page 6 of 20
Time and Labor Summary Report The Time and Labor Summary Report can be generated for a department or for an employee. The report provides sub totals and department totals by hours and dollars for different time reporting codes (TRC(s)) used. This report will display the override rate and fund source, if entered on the timesheet. A department can use this report to see the payable status. Payable status descriptions are: Needs Approval payable time waiting to be approved by the Approver Approved payable time was approved by the Approver Taken by Payroll Payroll has begun processing the pay check Distributed paycheck generated and payroll expenses charged to fund sources Reversed Check Payroll reversed a paycheck This report is located in the folder Time and Labor under Rutgers Reports. This report requires a department to setup criteria first before the report can be generated. To run the report, follow these steps: Step 1 - To run the report navigate to Rutgers Reports>Time and Labor >Time and Labor Summary report from the main menu. 05/08/2013 page 7 of 20
Step 2 - Click on the Add a New Value tab. Step 3 Name your report. Enter this information in the Run Control ID field and click the Add button. 05/08/2013 page 8 of 20
Step 4 - Add the criteria for your report. Enter the department number and a date range to generate a department report. You can enter an employee id and date range to display a report for an individual. You can enter a specific time report code (TRC) to generate a report specific to that code (i.e. Overtime or Comp Time). You have the ability to search information by using the magnifying glass icon. Step 5 - After the criteria are entered, click the Run button. 05/08/2013 page 9 of 20
Step 6 - The process scheduler request screen appears, click OK. Step 7 - Then click the Process Monitor link. Your report has been scheduled to run. When the report is finished, the run status will display success and posted. To view your report, click on Details. 05/08/2013 page 10 of 20
Step 8 - On the Process Details screen, click on View Log/Trace. 05/08/2013 page 11 of 20
Step 9 - Click on the PDF file to see your report. 05/08/2013 page 12 of 20
Step 10 - The next time you want to run this report, navigate to Rutgers Reports>Time and Labor>Time and Labor Summary. Enter the name of your report in the control id field on the Find Existing tab. Click the Search button. Your report will be saved in the system. You can enter in new criteria or keep your original criteria. Rutgers Certification Report The Rutgers Certification Report displays the reported punch time details (in and out time) for college work study students and has the certification that the Federal College Work Study department needs for verifying a college work study student s time. Step 1 - To run the report navigate to Rutgers Reports>Time and Labor >Rutgers Time Certification from the main menu. 05/08/2013 page 13 of 20
Step 2 - Click the Add a New Value tab. Step 3 Name your report. Enter this information in the Run Control ID field and click the Add button. 05/08/2013 page 14 of 20
Step 4 - Add the employees you wish to include in your report. Enter Empl IDs, if you do not know them, use the search icon. Ensure that you select the right employee record for your person. Click the plus sign to add rows and enter other employees. Step 5 -Enter a date range in the Start and End Date fields and click the Run button. 05/08/2013 page 15 of 20
Step 6 - The process scheduler request screen appears, click OK. Step 7 - Click the link. Your report has been scheduled to run. When the report is finished, the run status will display success and posted. To view your report, click on Details. 05/08/2013 page 16 of 20
Step 8 - On the Process Details screen, click on View Log/Trace. 05/08/2013 page 17 of 20
Step 9 - Click on the PDF file to see your report. Step 10- The next time you want to run this report, navigate to Rutgers Reports>Time and Labor>Rutgers Time Certification. Enter the name of your report in the control id field on the Find Existing tab. Click the Search button. Your report will be saved in the system. You can enter in new criteria or keep your original criteria. 05/08/2013 page 18 of 20
Payroll Employee Access Report All Depts and Employee Access by Employee The Access Report provides information on the type of roles an employee has been assigned in the HCM/Payroll system and their access by departments. The report can be run by the departments to which you have access or by a particular individual employee in those departments. Employee Access All Depts Employee Access by Employee 05/08/2013 page 19 of 20
Active Payroll Employees Report The Active Employees Report displays employees in your departments that have the payroll status of active. The report provides detail on the employee s job code and description, hire date, compensation rate, expected job end date and last paycheck issued. Employee VISA Information Report The report entitled Employee VISA Information has been created to aid departments in keeping track of a Non Resident ALIEN (NRA) employee s eligibility to work on campus. The report will display all employees within the departments to which you have access. The VISA information on the report is only as accurate as the details that are entered and maintained by departments on the Citizenship screen. Access to this report is available to all HR Preparers and HR Approvers. This report provides detailed VISA information including: Employee s VISA Type such as F-1, J, H1B Country in which the employee has citizenship Country Entry Date, which is the initial date the employee entered into the United States Status Date, which is the start date of the employee's immigration document or the date the employee first entered the U.S., whichever date is later Status Expiration Date, which is the expiration date of the employee s most recent Certificate of Eligibility for Nonimmigrant Status (SEVIS report) 05/08/2013 page 20 of 20