DS User Acceptance Testing

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Payroll Reconciliation Detail User Guide
August 2007
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Agenda

• Payroll Reconciliation Overview
• Payroll Reconciliation Universe Overview
• Creating Reports
• Saving and Retrieving Reports
• QA

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Payroll Reconciliation Overview
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Payroll Reconciliation Overview

• Whole Person Payroll (WPP) Project Scope
  Statement
• As part of the payroll verification process,
  users need increased usability of employee
  payroll data as it appeared on the pay
  calculation date. This information will assist
  them in creating consistent, valid and
  reproducible HR payroll documentation. It will
  also provide them with an information source to
  addressing questions concerning payroll data as
  it appeared on the employees paycheck.

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Payroll Reconciliation Overview

• Whole Person Payroll (WPP) Project
• Create new structures to capture employee, job,
  position, and payroll data around Payroll Calc
• The data in these structures will not change. The
  data is frozen as of the last date of the Pay
  Period
• This project is intended to help business
  managers, personnel managers and institutional
  researchers who want to create reports containing
  information as of the time payroll was run
• Simplify reports and queries by providing simpler
  structure that integrates employee, job, and
  payroll data and would not require the kind of
  complex logic currently needed for point-in-time
  reporting against change history data

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Payroll Reconciliation Universe Overview
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Access Business Objects normally
You can go directly to EDDIE.DS.UILLINOIS.EDU or
select To EDDIE from the DS Main Menu
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Click Log In
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Type in your NetId (Name) and Password
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Click on New Document to start BO
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Do nothing
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We want to generate a standard report
Click on Begingt
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We want to use a Universe
Click on Nextgt
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Payroll Reconciliation Universe

• The Universe is called DM HR Payroll
  Reconciliation

Then Click on Finish
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Payroll Reconciliation Universe
Make sure all three buttons are pressed. The
first button allows the Classes and Objects
window to be seen (usually depressed).The
second button allows you to see the definitions
for the objects that are selected.The third
button will have your selected objects wrap in
the Result Objects window.
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Payroll Reconciliation Universe

• The basic layout of the Universe is
• Employee General information about the employee
• Appointment Position, Job and Job Detail
  information
• Appointment Specific to Hourly Position, Job
  and Job Detail information specific to hourly
  employees
• Payroll as Paid The payroll information
• Reconciliation Indicators Fields that identify
  potential payroll problems
• Time Periods Detail information around time
• Paying CFOAPAL Hierarchies Detail information
  about the CFOAPAL hierarchies.

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HR Payroll Reconciliation Universe Review
Under the Employee class, we have the basic
employee information. This information is
captured as of the final day of the pay period.
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HR Payroll Reconciliation Universe Review
Under the Appointment class we have Position, Job
and Job Detail information. This information is
captured as of the final day of the pay
period. The Appointment Class is continued on
the next page. The Timesheet organization
hierarchy is hidden from view.
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HR Payroll Reconciliation Universe Review
Here is the remaining Appointment information.
The Timesheet Organization Hierarchy was hidden.
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HR Payroll Reconciliation Universe Review
Under the Appointment Specific to Hourly class we
have Position, Job and Job Detail information
that is only relevant to hourly employees. This
information is captured as of the final day of
the pay period.
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HR Payroll Reconciliation Universe Review
Under the Payroll as Paid class we have Payroll
information. This information is picked up every
pay period. All adjustments to the original
payrolls will be included when we load the next
pay period. We only have Gross Pay records and
Employer Paid Benefits. No other Pay records are
included. The Payroll as Paid Class is continued
on the next page.
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HR Payroll Reconciliation Universe Review
Here is the remaining Payroll as paid
information.
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HR Payroll Reconciliation Universe Review

• In the Reconciliation Indicators folder we have
  some fields to help identify potential payroll
  anomalies
• Modified CFOAPA Indicator For each gross
  payroll transaction (i.e., category A) this is
  Y if there is a setup job labor distribution
  with the same CFOAPA as the expense otherwise
  this is N. This meaning that the accounting on
  the expense is different from the setup on the
  job. For employer provided benefits (category D)
  this is set to U for Undefined.
• Home Org Code Match Indicator - For each expense
  record, this field is Y if the funding
  organization is the same as the employee home
  organization. If it is different, the value is
  N.
• CFOAPA Match Previous Indicator - For each
  expense record, the value is Y if the chart,
  fund, organization, account, program and activity
  codes were used for the employee in the previous
  pay period otherwise this is N.

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HR Payroll Reconciliation Universe Review
Under the Time Period class we have different
ways to select records by different ranges of
time.
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HR Payroll Reconciliation Universe Review
The Paying CFOAPAL Hierarchies class contains
CFOAPAL hierarchy objects for use in your
conditions. This information is captured as of
the final day of the pay period. There is an
exception to this business rule. When a Fund is
changed to identify it as a Grant Fund, we will
update that record to reflect the additional fund
information Even if that change happens days or
weeks after the capture of the original
record. The Fund Group Title is a derived field.
The definition of this field can be found in the
appendix. The Fund Class is continued on the
next page.
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HR Payroll Reconciliation Universe Review
The Account Code Class is continued on the next
page.
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HR Payroll Reconciliation Universe Review
That completes CFOAPA hierarchy and the Universe
Overview
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HR Payroll Reconciliation Universe Review

• We have several predefined conditions and prompts
  in this Universe.
• Conditions These are predefined limits for your
  query
• CFOAP Prompts The CFOAP prompts can be added to
  a query to allow users to limit the results with
  different parts of the paying hierarchy.
• Campus College Org Prompts These prompts can be
  used to limit a query to parts of the Timesheet
  or Home Organization Hierarchy.
• Census and Payroll Prompts Allows users to
  limit to specific payroll or time frames.

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HR Payroll Reconciliation Universe Review

• Conditions
• Changed CFOAPA For each gross payroll expense
  (i.e., category A) this is Y if there is a setup
  job labor distribution with the same chart, fund,
  organization, account, program and activity codes
  as the expense. Otherwise this is N meaning that
  the accounting on the expense is different from
  the setup on the job. For employer provided
  benefits (category D) this is set to U for
  Undefined.

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HR Payroll Reconciliation Universe Review

• Conditions
• Original Payroll Transactions Selects rows
  where payroll sequence number is zero, i.e., the
  row from the original payroll run.
• Employee Gross Pay Only - Selects rows where the
  Payroll Category Code is 'A'.
• Employer Paid Benefits Only - Selects rows where
  the Payroll Category Code is 'D'.

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HR Payroll Reconciliation Universe Review

• CFOAP Prompts Allows the user to run their
  query and be asked which part of the paying CFOAP
  hierarchy they want to limit the query to.
• Campus College Org Prompts Allows the user to
  run their query and be asked which part of the
  Timesheet or Home Organization hierarchy they
  want to limit their query to.
• Census and Payroll Id Prompts Allows the user
  to run their query and be asked which specific
  Payroll or date they are interested in.

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WPP Reporting Examples Basic Payroll Verification
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HR Payroll Reconciliation - Example
When you are looking to verify where people have
been paid from, you will need to be in the
Payroll Reconciliation Universe
When you want to see who you have paid, it
signifies a limit on Chart and Org.
I want to verify who all I have paid this most
recent pay period.
When you use the phrase most recent pay period,
it generally means limiting on Payroll Year, ID
and number.
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HR Payroll Reconciliation - Example 1A
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HR Payroll Reconciliation - Example 1A
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HR Payroll Reconciliation - Example 1A
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HR Payroll Reconciliation - Example 1A
You need to fill in the prompted values for your
Chart and Org and then click on OK.
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HR Payroll Reconciliation - Example 1A

• This report show every pay period available for
  review
• Lets edit this report further

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HR Payroll Reconciliation - Example 1B
We are now going to limit the query to a
particular pay period.
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HR Payroll Reconciliation - Example 1B
You need to fill in the prompted values for
Chart, Payroll Number, Payroll ID, Payroll Year
and Org.
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HR Payroll Reconciliation - Example 1B
After your review your report, lets edit it
again.
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HR Payroll Reconciliation - Example 1C
We are now going to look at those rows where the
Job Labor Distribution is different than what was
actually paid.
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HR Payroll Reconciliation - Example 1C
You need to fill in the prompted values for
Chart, Payroll Number, Payroll ID, Payroll Year
and Org.
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HR Payroll Reconciliation - Example 1C
After your review your report, lets edit it.
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HR Payroll Reconciliation - Example 1D
We are now going to look at those people that we
are paying where we are not the home org. We
need to remove the Changed CFOAPA predefined
condition that we added in the last step and add
the Home Org Code Match Indicator to the
conditions. We need to set it to equal N.
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HR Payroll Reconciliation - Example 1D
You need to fill in the prompted values for
Chart, Payroll Number, Payroll ID, Payroll Year
and Org.
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HR Payroll Reconciliation - Example 1D
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Saving your Document in Business Objects
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3 Options for Saving your document

• Option 1 File gt Save
• This is the Business Objects default. This saves
  the document to your hard drive. The location is
  under My Documents gt My Business Objects
  Documents gt User Docs
• Option 2 File gt Save As
• This allows you to choose the location to save
  the document. This location could be on your
  hard drive, on a CD or USB drive or on a network
  share, for example. This is also the option used
  to save to a different file format like an
  Excel .xls file.
• Option 3 File gt Send To gt Personal Documents
• This sends the document to be stored on the
  Decision Support server. You can then retrieve
  the document from any location or computer.
• This option is very useful when you have created
  the document at a workstation that is not your
  own and you want to be able to retrieve it back
  at your desk or you create the document at your
  desk and want to be able to retrieve it in a lab
  setting.

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Option 3 Send to Personal Documents
Select File Select Send To Select Personal
Documents You will then be able to retrieve this
document from any desk.
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To send to Personal Documents
Give it a name and click on Save.
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Retrieving your Document
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To retrieve a Personal Document
Select File Select Retrieve From Select
Personal Documents You will then be able to
retrieve a saved document.
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To Retrieve a Personal Document
Select the report you want then Click on Open,
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Thank You!
Questions? Discussion?
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Appendix Fund Group Title definition
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Fund Group Title definition
Fund Type Indicator - For each CFOAP paid from,
we would like a funding indicator that states
whether the CFOAP is Gift-Endowment, Grant, ICR,
Revolving, SP or Other Funding source.
Gift-Endowment Fund Types 6A
Endowment-Pool Accounts, 6D Endowments-US Land
Grant 1862, 6G Endowments-True/In Perpetuity,
6J Endowments-Quasi, 6M Endowments-Term/Livi
ng Trust or 6P Endowments-Beneficial Int In
Trust Grant Fund Types 4A Sponsored
Prog-US Gov G C, 4C Sponsored Prog-Other Gov
Agcy GC, 4E Sponsored Prog-Private G C or
4G Sponsored Prog-State of Ill G C
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Fund Group Title definition
ICR Fund Type 2C Institutional Costs
Recovered Revolving Fund Types 3A
Suspense and System Clearing, 3E Service and
Storeroom Activities, 3F Service Activities
COP, 3J Aux Enterprises Not Under Indenture,
3M Aux Enterprises Under Indenture or 3Q
Departmental Activities SP Fund Types 4S
Trust-Medical Services Plan, 4T
Trust-Occupational Health Service Plan, 4U
Trust-Dental Services Plan or 4W Trust-Nursing
Services Plan
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Fund Group Title definition
State Fund Type 1A State Approp-GRF EAF IF
or 1B PY State Approp-GRF EAF IF Other
All other Fund Types