The Payroll Funding Report provides a fiscal year view of employee pay information by Compensation Types Base Salary (X), Negotiated Salary (Y), Other Compensation (Z), Over-the-Cap (OTC), and Benefits. Displays monthly Actuals for closed periods and Future Distributions based on
position funding entry in UCPath. Report display options include a choice of Summary or Detail View. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Payroll Funding Report?
The Payroll Funding Report displays pay data by month in two views:
- The Summary View (default) displays Total Compensation by employee for a fiscal year, grouped by the compensation types X, Y, Z, and Benefits.
- The Detail View adds a further grouping of all data by chartstring, with X, Y, and Z compensation types broken out to highlight Over the Cap records. Percent of Effort records are also available for display in the Detail View.
Report Date Filters
The default date for the Payroll Funding Report is the current Fiscal Year but can be changed to the previous or next fiscal year using the drop-down menu.
Chartstring Filters
- Business Unit (BU) is the only required (*) chartstring filter. The filter page defaults to select the Campus (SFCMP) BU. You may override the default and select an individual BU or multiple BUs .
- The Payroll Funding Report includes all applicable Accounts; filtering by Account is not available .
- In addition to the required filter (*) at least one conditional filter denoted by an orange triangle (▲) must be used.
Additional chartfield parameters may be selected as desired.
Report Specific Filters
You can further refine your data or display additional data using the options in the Report Specific Filters section.
- Choose whether to run by Accounting Period (default) or Earning Period .
- Reports run by Accounting Period will show all payroll totals that were posted in the selected date range. Reports run by Earning Period will show all payroll totals that were earned in the selected date range.
- Filter by employee HR Dept ID .
- Choose to display specific Employee Class Indicator(s) or Employee Class(es) .
- Filter for one or more specific Employee(s) . The report is most commonly filtered for an individual employee. To run the report for multiple employees:
- Click on the magnifying glass to open the Employee search box .
- Enter the employee name or UCSF Employee ID in the Filter By field .
- Click employee(s) you want to select then click to add them to the selection box .
- Complete the list of employees by repeating -.
- Click Add to add selected names to the filter page .
- Filter by additional options Job Code , Union Code , and Class Title Outline .
- Select Summary View (default) or Detail View. You can further refine the report display by using the Show Salary, Show Percent of Effort, and Show Benefits checkboxes to show or hide the elements from the report output .
See the Filtering and Running Reports in MyReports job aid for additional information on using filters to configure your report criteria.
Report Output
- In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data.
- The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
- Select your desired report output and click the Run Report button .
In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.
Working in the Report View
Two report views are available: Summary View (default) and Detail View. You can also refine the report display by using the Show Salary, Show Percent of Effort, Show Benefits checkboxes to show or hide elements in the upper right-hand corner of the report.
Summary View
- Attributes displayed include Employee Name, UCSF ID, UCPath ID, Title, Job Code, CTO, Salary Admin Plan, Grade, and Step .
- Compensation Type broken down by Base Salary (X), Negotiated Compensation (Y), Other Compensation (Z), and Benefits .
- Annual Compensation Total by employee .
- Monthly subtotals .
- Actuals from closed months .
- Future Distributions .
Detail View
Detail View adds a breakdown of each distribution including funding chartstring (Fund-Dept ID-Project ID-Function) and Percent of Effort .
- Total Salary and Total Percent of Effort are shown for X + Y.
- Over the Cap of X and Over the Cap of Y are displayed, if applicable. Total Salary is shown for (X+Y+OTC).
- Z is displayed, if applicable.
- Total Compensation, Benefits, and Total Compensation & Benefits are displayed.
Drill-through functionality is indicated by blue hyperlinks:
- To view additional information about an employee, click the hyperlink in an Employee’s name/ID link . The Employee and Position Distribution Report (only available to users with MyReports HR Data Role) displays in a new window.
- To view more granular details of the payroll expense Actuals, click the blue hyperlinks to drill-through to the Distribution of Payroll Expense by Account Report (DPE) .
Tips and Tricks
- At least one of the checkboxes in display options (e.g. Show Salary, Show Percent of Effort, Show Benefits) must be selected for the report to run.
- Only three fiscal years (Current, Previous, and Next fiscal year) are available for selection and viewing in the Payroll Funding Report
- Job information displayed in the report reflects the attributes of the employee’s primary job.
- Salaries are displayed in dollars for monthly total compensation, hourly rates are not displayed.
- Future salary expense for hourly employees is calculated using a 2,088-hour work year. The calculation for a single month is:
- (Hourly Rate x Percent of Effort x 2088) / 12
- Percentages in the report represent the funding chartstring’s Percent of Effort. For bi-weekly employees, Percent of Effort is calculated based on 160 working hours for fiscal periods or calendar months with 2 pay events, and 240 working hours for fiscal periods or calendar months with 3 pay events.
- Refer to the reference guide for a list of the Biweekly Working Hours and Percent of Effort Factors used by MyReports. A link to the reference guide is also available on the report filter page.
- X, Y, and Z compensation types are derived from DOS and ERN Code groupings. See the MyReports Compensation Types quick reference guide for a listing of the PPS DOS Codes that roll up into each type, and the Earnings (ERN) Code lookup for the UCPath mappings.
- For DOS codes VAC (Vacation Leave Taken) and VLA (Vacation Leave Accrued), all expenses are categorized as Benefits.
- Actuals and future salary distributions show Over the Cap (OTC-X) and Over the Cap (OTC-Y) when applicable.
- Benefit Expenses are summarized in both the Detail and Summary views. Future benefits are calculated based on an employee’s composite benefit rate (CBR). See the Composite Benefit Rate site (https://brm.ucsf.edu/cbr) for a listing of composite benefit rates by group.
- Benefit Expenses in UCPath do not have an ERNCD attribute. As a result, all benefit expenses are summed and displayed in total as Benefits.
- Actuals in the Payroll Funding Report are sourced exclusively from the Salary and Fringe Benefit labor ledgers, and include transactions with accounts that fall under 5000B, 5040B, 5080B & 5579D account nodes in the Account Tree and excludes transactions that are outside of these account nodes.
- Actuals in the Payroll Funding Report are updated after the month-end close and draw from the same source as the Distribution of Payroll Expense by Account Report (DPE), while Future Distributions are updated nightly. Refer to the quick reference guide Understanding Payroll Transactions on the TDR and DPE Reports for information about potential differences in the amounts that post to the General Ledger.
- Drill-through to the Distribution of Payroll Expense by Account Report (DPE) displays the Suspense Indicator column to identify transactions that were routed to the payroll suspense account.
- For the easiest navigation when using MyReports, close extra browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.
Additional Information and Assistance
- More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
- If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
- To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.