Financial Management System Payroll Reports Discoverer Viewer Financial Management System Payroll Reports

Welcome! Course Objective This course includes instructions on how to run various reports in Discoverer Viewer.

Course Overview Quick tips and helpful hints FMS Appointment Level Charging Instructions FMS Department Default ECI FMS Employee Status Report FMS Payroll Distribution Report (PD) – Financial Management Questions? New Features in PeopleSoft Department Default Pagelet Department Suspense Pagelet Action Required – Empl Chrg Inst Combo Code Lookup RU Extensions CA Combo Code Lookup

Quick Tip and Helpful Hints HR Department vs. UDO HR Department is from Job Data It is Alphanumeric UDO is the Chart of Account String The full COA Segment Values can be found on the University Controllers website https://uco.rutgers.edu/chart-accounts-redesign-project Pay Components This comes from Job Data and roll up to the R01 Salary Regular for benefit purposes Annual Salary Faculty Practice Patient Services Earnings Codes and the Natural Account Certain Earnings Code will determine the Natural Account

Quick Tips & Helpful Hints Pay Components The example show an employee with; NAANNL – Annual Salary FACPRA – Faculty Practice PATSVC – Patient Services Pay Components will roll up into the Regular Salary The roll up is necessary for Health and Pension Benefits This is the compensation screen from Job Data

Quick Tips & Helpful Hints Earning Codes and Natural Account The Earnings Account Mapping Table seen here shows which Earning Codes will roll up into Natural Account 50010 This is a SetUp screen not accessible outside of Payroll and is for demonstration purposes only

Quick Tip and Helpful Hints Transaction Type – ‘E’, ‘F’, & ‘T’ E – Earnings F – Fringe T – Tax PD Type Codes – ‘O’, ‘D’ & ‘R’ O – Original, never redistributed (Current Account) D – Reversal of amount distributed (Removes it previous charged account) R – Amount redistributed from (Previously charged account) ‘%’ – Wildcard The “%” is the wildcard If a field is not going to be entered leave the “%” in the field It can also be used with a partial name Example: “Walk%”

FMS Department Default ECI This report is designed to allow users, who may not have access to PeopleSoft, to view a Department’s Default Chart of Account String.

Department Default ECI Department ID This is the HR Department ID and not the UDO The Department Default will be used in Oracle for Expense Reporting unless changed.

FMS Appointment Level Charging Instructions This report is designed to allow users, who may not have access to PeopleSoft, to view how an employee’s wages are being distributed.

Appointment Level Charging Instructions AS OF Date This date will return the most recent approved ECI as of the date entered The report can then be run By entering a UDO or, By entering a Project or, By Employee Pct/Amt/Both This should be left as the defaulted ‘B’ Pct – Percentage Amt – Amount Questions

Employee Charging Instructions (ECI) In PeopleSoft When entering Justification involving Sponsored Projects please refer to GCA policy and provide the adequate explanation required

Appointment Level Charging Instructions

FMS Employee Status Report By Fund Type Business Line By Employee Export List

FMS Employee Status Report By Fund Type Business Line Enter Date for Report This date will return the most recent approved ECI as of the date entered If an employee is terminated as of the date selected the report will not produce results COA String Fields The fields indicated below the date are all the fields from the COA string and can be either be entered or left as the “%”

FMS Employee Status Report By Fund Type Business Line Once the Parameters have been specified and the results are being displayed, Page Items can then be used to narrow or broaden the search

After clicking “Export” as shown above

FMS Employee Status Report By Fund Type Business Line Excel export

FMS Employee Status Report By Employee Employees that do not have access to PeopleSoft and therefore cannot look at the ECI directly, can run this report to see how the payroll for an individual is being charged. Enter Date for Report This will return the most recent instructions for the date entered Enter Employee ID Remove the % and enter the Employee ID or; Employee Name Enter Employee’s Last name with the % after the name Example: Smith%

FMS Employee Status Report By Employee Left most screen

(continued from Calculated Empl FTE column) FMS Employee Status Report By Employee (continued from Calculated Empl FTE column)

Index Employee Class Description 1 -Regular Faculty -Staff FMS Employee Status Report By Employee Index Employee Class Description 1 -Regular Faculty -Staff -Postdoc Associates 2 Trades People 3 Temporary Assignments 4 Hourly Casuals 5 Student Hourly 6 Teaching\Graduate Assistants 7 Part Time Lecturers 8 Coadjutant (incl. Faculty Summer Research) 9 Post Doc Fellows (stipend Pay) Non-Resident Alien

FMS Payroll Distribution Report (PD) – Financial Management By COA String – FY by GL Posting Date By COA String – Pay Period By Empl & DateRange (Detail) By EE & Pay Prd End Date Range

FMS Payroll Distribution Report (PD) ByEmpl & DateRange (Detail) Selecting the Employee Employee Name Last Name (ex. Smith%) Employee ID Employee’s 8 Digit ID Data Type This is defaulted to ‘1’ ‘1’ – GL Posting Date ‘2’ – Payroll period end date ‘3’ – Check date ‘4’ – Redistribution date From Date Enter the beginning date for the time period for analysis To Date Enter the end date for the time period for analysis Please note to see a redistribution of a prior pay period the ‘To Date’ must be at least through the redistribution date in the ‘Redistribution Date’ Column

FMS Payroll Distribution Report (PD) ByEmpl & DateRange (Detail) The description columns are hidden to allow the COA and Pay Period Amount to fit

New Features in PeopleSoft

PeopleSoft Home Screen New Features in PeopleSoft Department Default ChartString PeopleSoft Home Screen This new pagelet displays 2 columns Department This is the HR Department ChartString This is the corresponding GL or Project Chart of Account segments identified as the Departments Default

PeopleSoft Home Screen New Features in PeopleSoft Department Suspense Counts PeopleSoft Home Screen DeptID – HR Department Description – Name of Dept. Fiscal Year Year in which the employees hit suspense No. Of Employees Clicking on a DeptID will display the list of employees in detail for that specific Department.

New Features in PeopleSoft Action Required-Empl Chrg Inst There are 3 tabs in this report. Funding Dates End in 90 Days Employees that have a Project that end within 90 days Empls Expired Funding End Dates Employees with Projects that have already expired. ECI Inactive CC Employees that have bad combo codes due to cross validation rules

PeopleSoft New Features in PeopleSoft Combocode Lookup Commitment Accounting Preparers and Approvers can now search for valid combo codes without the need to go into Employee Charging Instructions (ECI) This new feature was added as Approvers were not previously able to search them