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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
- Go to your left-hand Menu and click on the Financials Dashboard
- Scroll down to the Data Audit Accounting and Payroll Section.
- 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.
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Prompt
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Description
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Selections
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Default
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Employee as a worktag
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Additional prompt to filter down to an employee or student employee.
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Various and you can select more than one
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None
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Periods*
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The pay period you are looking for
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Multiselect filed for Project Approvers
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Last semi-monthly pay
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Pay Run Groups and/or Pay Group Details*
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Gives the ability to narrow down also by specific Projects such as PD or RD
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Multiselect based on your needs
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Semi-monthly Pay
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*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.
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Journal Status
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The status of the journal line
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Various and can select more than one.
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None
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Ledger Accounts
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Filter by specific ledger accounts as desired.
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Various and you can select more than one
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None
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Worktags
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Filter by Operating Account, Operating Account Manager last name or cost center.
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Various and can select more than one.
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None
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Pay Run Groups and/or Pay Group Details
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Monthly: Regular (Monthly
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The first through the last day of the month. Typically faculty
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Payroll History Pay Group Regular (Monthly
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Historical data for the person
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Semi-Monthly; Regular (Semi Monthly)
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The first through the 15th, then the 15th through the last day of the month. Typically Classified and Students
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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.
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Column Name
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Description
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Company
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Always Colorado School of Mines
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Journal Source
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Defines the payroll source including actuals, fringe, adjustments and ad hoc payments.
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Accounting Status
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Status of the journal line, multi select if filtering
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Accounting Date
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The Accounting date based on the Accounting Status
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Costing Company
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Always Colorado School of Mines
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Worker
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Name of the Payee
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Job Profile
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The Human Resources indication of where the employee resides within the organization chart.
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Project
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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.
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Cost Center
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The costing center that is paying for that piece of the pay, could be Operating Accounts, Projects or Grants.
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Fund
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The overarching Financial Data Model field.
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Grant
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If the transaction is related to a grant, the worktag will appear in this column. Worktags begin with a 4
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Operating Account
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If the transactions is related to an operating account, the worktag will appear in this column. Worktags begin with a 2
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Function
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The secondary overarching Financial Data Model field
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Ledger Account
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The Budget/Ledger Account the pay is tied to
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Spend Category
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The Spend Category the pay is tied to
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Ledger/budget Debit Amount
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The Dollar Amount paid to the employee
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Ledger/Budget Credit Amount
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The Dollar Amount the employee paid to Mines (not typical)
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Net Amount
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Debit minus Credit for actual pay
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Ledger Currency
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Always USD
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