Payroll Funding - Salaries and Element Entries Report

This guide will cover:

Note: This report automatically downloads as an Excel Spreadsheet.

Information

Access to this report is restricted. If you cannot see this report and feel you need this data for your role, please follow the steps outlined in the Gaining Access to Role-Restricted Reports QRG.

This report provides a listing of all employees and what account/project their payroll WILL be charged to BEFORE the payroll period (this is their current funding). Use this report to validate that all employees will be charged to the correct accounts/projects prior to the payroll cycle. This report will help identify if new hires have correct funding or if any payroll funding changes have been processed and are correct/completed prior to the pay cycle.

Users should run this report one week before each payroll deadline if they are expecting any changes to ensure charge account information is correct.

Step One

Navigating to the Transactional Table of Contents

  • Navigate to WyoCloud and click on the Reporting Table of Contents tile.

Step Two

Locating the Report on the Table of Contents

  • Once you have located the Table of Contents, click on the "Restricted Financial Reports Dashboard" report link found under the “Role Specific Reports” heading.

  • Then click the Payroll Funding - Salaries and Element Entries link. The report will open in a new browser tab.

Step Three

Narrowing Down and Running the Report

  • You may use the following prompts on the left of the report to run it with information displayed only relevant to your needs*:

    • *Date From – beginning date of a designated time range

    • *Date To – ending date of a designated time range

    • Department Name – name of a department which will return employees where their assignment is allocated

    • Organization Code – organization code the payroll transaction is expended from for either the general ledger chart of accounts organization or a project organization

    • Fund Source – funding source from the general ledger chart of accounts segment the payroll transaction is expended from

    • Project Number – project the payroll transaction is expended from if using the project funds

    • Employee Name – name of the employee formatted “Last Name, First Name”

  • After selecting desired prompts, click Apply.

(*Note: At least one prompt must have an input to run the report)

  • The report will begin to load.

    • In FireFox, once it is ready, an Excel pop-up window will open. You can select to open immediately or save the file based on your preference. Click OK.

    • In Chrome, once it is ready, an Excel file will appear in the downloads section at the bottom of the screen. Click the file to open it.

  • The report will open in Excel.

Step Four

Interpreting the Payroll Funding Report

  • The following columns are included:

Column

Description

Employee Name

Last and first name of the employee

Department

Name of the department for where the employee is hired (does not always match the organization code of which the payroll is charged to).

Assignment Number

Assignment number of employee. If an employee has multiple assignments, the additional assignments will be denoted with a dash (-) and a number (2,3,4, etc.) following the assignment number (ex. E46908-2).

Assignment Start Date

Start date for the assignment.

Assignment End Date

End date for the assignment.

Worker Category

Type of employment category associated with the employee’s assignment. (i.e., Unclassified, FT Administrate Professional, etc.

Assignment Category

Type of employee category associated with the employee’s assignment. (i.e., Hourly Non-Benefited, Salaried Exempt Benefited, etc.)

People Group

Identification of assignments who are not on a 12-month calendar payment terms. Blank fields = 12-month calendar, fields that are not blank are non-12-month terms

FTE

Percent as a decimal of payroll per each account string/project.

Job Code

Job code number associated with the employee’s assignment.

Job Name

Name of the job associated with the employee’s assignment.

Position Code

Position number for the employee’s job.

Element Date From

First day the element is effective

Element Date To

Last day the costing is effective (default of 12/31/4712 if ongoing as of the date of the report).

Element

Type of costing expense (i.e. salary, mobile communication device, temporary increase, supplemental pay, etc.)

Source

The level of the associated costing. The costing is either at the Person, Organization, Position, Assignment, or Element level.

Source Start Date

First day the costing is effective

Source End Date

Last day the costing is effective (default of 12/31/4712 if ongoing as of the date of the report)

Entity

Chart of account segment for the entity of the payroll transaction

Natural Account

Chart of account segment for the natural account of the payroll transaction

Fund Class

Chart of account segment for the fund class of the payroll transaction

Fund Source

Chart of account segment for the fund source of the payroll transaction

Organization

Chart of account segment for the organization of the payroll transaction

Expense Class

Chart of account segment for the expense class of the payroll transaction

Program

Chart of account segment for the program of the payroll transaction

Activity

Chart of account segment for the activity of the payroll transaction

Future

Chart of account segment for the future of the payroll transaction

P –Project

Project number if applicable for the payroll transaction

O – Project Organization

Project organization if applicable for the payroll transaction

E – Expenditure Type

Project expenditure type if applicable for the payroll transaction

T – Task

Project task if applicable for the payroll transaction

Amount Start Date

First day the amount of the costing source starts

Amount End Date

Last day the amount of the costing source ends

Periodicity

Type of costing (ex. annual, hourly, monthly, calendar month, etc.)

Amount

Total amount of costing source

Proportion Percent

Percent of costing per each account string/project

Proportioned Amount

Amount of costing source per the proportioned percent that will be charged to the account string/project

Fringe Category

Employee worker category and assignment category is used to place employees into one of three fringe category types: Faculty/Academic Professional, Staff, or Student/Non-Benefited. 

Note: Transactions with a blank or N/A value are payroll elements that are not assessed a fringe rate (for example, mobile communication device)

Fringe Date

Date the fringe was assessed.

Note: Transactions with a blank or N/A value are payroll elements that are not assessed a fringe rate (for example, mobile communication device)

Fringe Rate

The fringe rate that is assessed based on the fringe category and funding source. There are six fringe benefit rates used at UW and could change each fiscal year. For current fringe rates, please visit the Budget Office website and review the Standard Fringe Benefits Rates document under Additional Information.

Note: Transactions with a blank or N/A value are payroll elements that are not assessed a fringe rate (for example, mobile communication device)

Tips and Tricks

Below are some helpful ways of using the Payroll Funding report:

  • The 9 columns of the chart of account segments will be blank when a project has been applied to cover the payroll transaction.

  • Run the report one week before each payroll deadline if expecting any changes to ensure the charge account information is correct. If it’s not correct or the information has not been updated, contact the Payroll Office to follow-up on the request.

  • The various prompts allow for a lot of flexibility in running the report to your individual needs. For example, you can run it one organization at a time or for multiple organizations at a time, or you can run it specifically by an employee name.

 

This completes all the steps for running the Payroll Funding report.

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