Payroll and Fringe Expenditures Snapshot Report

This guide will cover:

• Information

• Accessing the Transactional Reporting Table of Contents & the Report in WyoCloud

• Running the report with information that pertains to you

• Report Field (Columns) Definitions

• Helpful ways to run the report and things to keep in mind

Note: This report runs in the cloud environment for quick analysis and can also be manually exported to an Excel Spreadsheet. At this time, it is not possible to schedule this report to run automatically.

 

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.

General Information: The report is a snapshot and includes data from HCM starting with paid date July 1, 2019 through the last payroll month. This report is updated each month after monthly payroll and fringe has run. This report can be used to supplement the Account Analysis report by viewing the details on the payroll transactions at the close of each month.  This report should be run after the month is closed. If there are employees who were incorrectly charged to an account, then an expenditure correction must be done.

The payroll data has been validated against the Payroll Expenditures without Fringe report and matches up apart from where assignment data has been updated retroactively. If someone had a name change or missing assignment, then this report will include the most accurate information at the time the snapshot was captured. If you find any discrepancies, please email the BA team at wyocloud-help@uwyo.edu

Note: This report includes fringe benefit cost records and only returns records for natural accounts 60000 and above for salary and benefit expenditures. More information about fringe benefits costs may be found on the Budget Office website.

Project Disclosure: This report will update after each payroll cycle.  Payroll transactions do not post to the general ledger until the month is closed.  Users may see a discrepancy between this report and other PPM reports listed on the dashboard or within the project in the Awards module until after the month is closed.  It is recommended to wait until the month is closed to validate payroll transactions.

 

Step One

Navigating to the report on the Transactional Reporting Table of Contents

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

• Access to this report is restricted

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

• In the Restricted Financial Reports Dashboard that opens, click on the Payroll and Fringe Expenditures Snapshot Report link.

 

Step Two

Running the Payroll and Fringe Expenditures Snapshot

• Once you have located and clicked on the appropriate link, open the report in Oracle Analytics Cloud (OAC).

 

Report Filters:

• You may use the following prompts at the top of the report to run it with information displayed only relevant to your needs. The report will update with each selection.

  • Paid Date – paid date of the payroll transaction. Select a range of dates as needed.

  • Period Start Date – minimum start date

  • Period End Date – minimum end date

  • Payroll Name – type of pay schedule/frequency (ex. daily, bi-weekly, or monthly).

  • Payroll Type – type of payroll entry (ex. balance adjustment costing, cost adjustment, estimate costing, payroll calculation, QuickPay, retroactive costing and reversal)

  • Assignment Department Name – the department name the employee is hired in

  • Natural Account – natural account associated with the payroll transaction

  • Fund Source – funding source the payroll transaction is expended from

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

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

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

  • Element Name - type of payroll expense (i.e., salary, mobile communication device, temporary increase, supplemental pay, etc.)

 

Tips on using OAC filters:

See the OAC QRG for tips and details on using filters (Note: COMING SOON!)

• There are currently three canvases (tabs at the lower left that show different views) available to users. This QRG will focus on the Payroll With Fringe canvas as it was set up to be a bridge from the current Payroll Expenditures without Fringe report. Future canvases will be developed to support quick analytics.

• As you add filter parameters, the results in the table will update. If exporting to excel, it is advised to limit the report to prevent inadvertent data truncating. OAC will only export 500,00 lines and will not let a user know if they have exceeded that limit. For practical purposes, limit the report to one fiscal year per department (multiple organizations) or for one organization you can run a few fiscal years. If analyses will be run only in the cloud, the report is capable of running several fiscal years for many organizations.

• Once the desired parameters are selected, the final results will be displayed in the table to view your data in the browser or you can export to Excel by right clicking any cell, selecting Export, > File then choosing Format> Data (csv). Active Visual should show under the Include section.  You can change the export file name. The report will export to a formatted excel report, but you need to do a save as to change the file type to .xlsx or the file will save as a .csv.

 

• 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 Three

Interpreting the Payroll and Fringe Expenditures Snapshot Report

·The following columns are included:

 

Tips and Tricks

Below are some helpful ways of using the Payroll and Fringe Expenditures Snapshot Report:

• This report only returns records for payroll natural accounts, 60001 - 61999

• TIP: Fringe will always show as Natural Account: 60816 for GL transactions and E- Expenditure Type: FRINGE RATE for POET transactions.

• Depending applied sorts, fringe lines generally match the payroll line immediately below it.

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

• Run the report monthly to compare and supplement the account analysis report to ensure all charges applied to your organization are accurate.

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

 

This completes all the Running Payroll and Fringe Expenditures Snapshot Report Processes.