Payroll Accounting by Period/Pay Group with Worktags

The purpose of this procedure is to provide navigation information for the Payroll Accounting by Period/Pay Group – with Worktags – Campus Copy. It outlines the associated accounting and worktags for a specific time period and period but Monthly or Semi-Monthly pay.

Let’s dig in!

View Payroll Accounting

1. Go to your left-hand Menu and click on the Financials Dashboard
   
    
2. Scroll down to the Data Audit Accounting and Payroll Section.
    
3. Click on the link “RPT028_2 – Cash Project Balance Report (AFBR | My Funds)” or RPT028_3 – Non-Cash Project Balance Report (AFBR | My Funds)"
   
   
   
   Below is an explanation of each Prompt.
   
   **Disclaimer**
   In order to put this report on the dashboard, the report writer had to input both Periods, and Pay Rund Groups and/or Pay Group Details. Please see below on how to manipulate these prompts.
   
   The prompt page consists of six ways to run the report. You can search for multiple items under worktags, cost centers as well as Spend Category as Worktag. Required prompts are Period and Pay Run Groups and/or Pay Group Details. Defaults are set to show all activity from the last semi-monthly pay period.
   
   
   
   **Disclaimer**
   Balance reports work best when run with one or multiple driver or Project worktags added to the ‘Worktags’ filter. Pulling by other related worktags (cost center, function) could cause variances in the amounts displayed and is not recommended at this time.

   Prompt	Description	Selections	Default
   Employee as a worktag	Additional prompt to filter down to an employee or student employee.	Various and you can select more than one	None
   Periods*	The pay period you are looking for	Multiselect filed for Project Approvers	Last semi-monthly pay
   Pay Run Groups and/or Pay Group Details*	Gives the ability to narrow down also by specific Projects such as PD or RD	Multiselect based on your needs	Semi-monthly Pay
   *Please be advised if you need to change the periods/pay periods you must clear both filters. You will get an error that these are required fields. Simply enter in the desired selection and the error will go away.
   Journal Status	The status of the journal line	Various and can select more than one.	None
   Ledger Accounts	Filter by specific ledger accounts as desired.	Various and you can select more than one	None
   Worktags	Filter by Operating Account, Operating Account Manager last name or cost center.	Various and can select more than one.	None

    

   Pay Run Groups and/or Pay Group Details
   Monthly: Regular (Monthly	The first through the last day of the month.  Typically faculty
   Payroll History Pay Group Regular (Monthly	Historical data for the person
   Semi-Monthly;  Regular (Semi Monthly)	The first through the 15th, then the 15th through the last day of the month.  Typically Classified and Students

   
   
   
   This report contains 19 fields. A screenshot will be too small, please see below for Column Information. In addition, there are no hyperlinks on the dollar amounts. Please put in a MAPS ticket if you think there is a discrepancy.
    

   Column Name	Description
   Company	Always Colorado School of Mines
   Journal Source	Defines the payroll source including actuals, fringe, adjustments and ad hoc payments.
   Accounting Status	Status of the journal line, multi select if filtering
   Accounting Date	The Accounting date based on the Accounting Status
   Costing Company	Always Colorado School of Mines
   Worker	Name of the Payee
   Job Profile	The Human Resources indication of where the employee resides within the organization chart.
   Project	If the transaction is related to a project, the worktag will appear in this column.  Think of worktags that begin with a 1, 3, 6, or 9.
   Cost Center	The costing center that is paying for that piece of the pay, could be Operating Accounts, Projects or Grants.
   Fund	The overarching Financial Data Model field.
   Grant	If the transaction is related to a grant, the worktag will appear in this column.  Worktags begin with a 4
   Operating Account	If the transactions is related to an operating account, the worktag will appear in this column.  Worktags begin with a 2
   Function	The secondary overarching Financial Data Model field
   Ledger Account	The Budget/Ledger Account the pay is tied to
   Spend Category	The Spend Category the pay is tied to
   Ledger/budget Debit Amount	The Dollar Amount paid to the employee
   Ledger/Budget Credit Amount	The Dollar Amount the employee paid to Mines (not typical)
   Net Amount	Debit minus Credit for actual pay
   Ledger Currency	Always USD