Payroll Expenditures without Fringe Report

This guide will cover:

 

This process must be completed on a Windows-compatible device due to the use of Excel Spreadsheet.

Fringe benefit costs are not shown on this report at this time, because the system only allows one fringe rate while the University of Wyoming uses 5 different fringe rates. Therefore, fringe is calculated within finance and loaded to the GL and PPM.  Users can manually calculate fringe using this report and the fringe rates for the current fiscal year. Fringe rates are located on the Budget Office website.

Additionally, this report will only return natural accounts above 60000 for salary expenditures.

 

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 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.

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 will 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 Transactional Table of Contents

 

Step Two

Running the Payroll Expenditures without Fringe Report

  • Under the General Ledger and Budgetary Control heading on the Table of Contents, click on Payroll Expenditures without Fringe.

  • The report will open in a new browser tab.
    • Note: at least one prompt must be entered to run the report.

 

Step Three

Narrowing Down and Running the Payroll Expenditures without Fringe Report

  • 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)
    • Department – 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 – 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”
  • After selecting desired prompts, click Apply.

  • 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 Expenditures without Fringe Report

  • The following columns are included:

Column

Description

Employee Name

Last and first name of the 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).

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)

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

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 benefits.
  • 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 monthly to compare and supplement the account analysis report to ensure all charges applied to your organization are accurate.
  • 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 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
Thu 7/30/20 2:56 PM