Payroll and Fringe Expenditures Snapshot Report

This guide will cover:

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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

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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

  • If this is the first-time accessing reports, you will need to follow the steps to navigate to the reporting dashboard. To navigate to the Transactional Reporting Table of Contents, follow the quick reference guide labeled Navigating to the Transactional Reporting Table of Contents and Set Favorites in the Reports and Analytics. The guide also outlines how to locate and set frequently used reports as favorites for easier access.

  • Access to this report is restricted.

    • Due to information General Council and Human Resources have deemed sensitive, this report will not be posted to the regular table of contents dashboard in WyoCloud. Instead, it will be posted to a restricted folder. Cost Center Approvers were the first group to get access. Details for other users to get access will be shared in future communications/ Deep Dives.

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Note: If you have accessed reports before, the Table of Contents links may already be saved on your Favorites list.

  • 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).

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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.

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  • The report will open in Excel.

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Step Three

Interpreting the Payroll and Fringe Expenditures Snapshot Report

·The following columns are included:

Column

Description

Employee Name

Last and first name of employee

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).

Worker Category

Type of employment category associated with the employee’s assignment. (i.e., Classified, Unclassified, FT Administrative 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

Assignment Department Name

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

Job Code

Job code number associated with the employee’s assignment. Can be blank.

Job Name

Name of the job associated with the employee’s assignment. Can be blank.

Position Code

Position number for the employee’s job

Accounting Date

Date the payroll transaction is applied to the general ledger of the funding source

Paid Date

Date the transaction was paid

Date Earned

Last date the payroll transaction was earned (i.e. monthly payroll transactions have an earned date equal to the last day of the month; biweekly payroll transactions have an earned date of the last date in their pay cycle)

Period Start Date

First day of pay period

Period End Date

Last day of pay period

Run Type

Regular or supplemental type pay (may also return a null status)

Payroll Name

Represents daily, bi-weekly, or monthly pay frequency

Payroll Type

Type of payroll entry (i.e. balance adjustment costing, cost adjustment, estimate costing, payroll calculation, QuickPay, retroactive costing and reversal)

Element

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

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

GL or POET

Either GL for General Ledger expenses or POET for Project expenses

Fringe Category

Based on the combination of Worker Category and Assignment Category and will only be populated on fringe lines into one of the following categories:

Faculty/Academic Professional

Staff

Student/Non-Benefited

 

Fringe Rate

The amount used to calculate fringe based on the Fringe Category and approved fringe rates for the Period End Date unless the value is null then the Period Start Date, Date Earned and Paid Date are evaluated and the best option is used.

Debit Amount

Debit amount of the payroll transaction

Credit Amount

Credit amount of the payroll transaction

Total Amount

Net of the debit and credit amounts of the payroll transaction

 

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.

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Details

Article ID: 137825
Created
Mon 1/31/22 12:40 PM
Modified
Wed 11/30/22 1:16 PM