Payroll Expenditures without Fringe 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.

General Information: This report provides a listing of all employees and what account/project their payroll WAS charged to AFTER the payroll period.  Use this report to validate that all employees are correctly charged to the correct accounts/projects appropriately within the organization. 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.

Note: This report does not include fringe benefit cost records and only returns records for natural accounts 60000 and above for salary expenditures specifically. 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

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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 "Payroll Expenditures without Fringe" report link found under the “Role Specific Reports” heading.

 

Step Two

Running the Payroll Expenditures without Fringe Report

  • Once you have located and clicked on the appropriate link, the report will open in a new browser tab.

    • Note: at least one prompt must be entered to run the report.

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Report Prompts:

  • At least one prompt must have an input to run 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.

    • Paid Date From – paid date of the payroll transaction. “From” provides flexibility to use a range in conjunction with the Paid Date To prompt.

    • Paid Date To – paid date of the payroll transaction. “To” provides flexibility to use a range in conjunction with the Paid Date From prompt.

    • 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

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

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

    • Employee – 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.)

  • After selecting desired prompts, click Apply.

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  • 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.

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  • 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 Expenditures without Fringe 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

Project 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

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 Expenditures without Fringe Report:

  • This report only returns records for natural accounts greater than or equal to 60000.

  • This report does NOT include fringe benefit cost records.

  • 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 Expenditures without Fringe Report Processes.

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Details

Article ID: 82515
Created
Wed 7/3/19 12:52 PM
Modified
Wed 11/30/22 1:17 PM