At the request of the University’s Grant Management Task Force (1993), a personnel/payroll standard report was developed in WebFOCUS. It summarizes the current month’s payroll authorizations from a principal investigator’s (PI’s) funds and can be used by departments as a mechanism for obtaining the PI’s approval of salary payments. (These authorizations exclude 9/12 and 10/12 accruals.) The report, titled PARS Reportable Payroll Authorizations by Principal Investigator, presents the information in tabular format, one page per PI, with columns representing the PI’s funds and rows for each person receiving money from those funds.
The report is located on the Personnel/Payroll Report Menu (see Attachment A) and can be executed and printed by any FOCUS user that is authorized to use personnel/payroll data. If you have questions about your authorization to use the personnel/payroll data or you’re not familiar with the process of running and printing WebFOCUS reports, contact the main BIDW help desk at (314) 935-3890.
The report summarizes the current month’s payroll authorizations (monthly and summer research) from a PI’s funds and presents them in tabular form: each column represents a fund, each row represents an employee. Each cell of the table contains the monthly salary received by an employee from a particular source. The cell also contains the percentage that the source represents of the employee’s total sources for that month.
The report includes information from in-progress payroll documents, as well as those that are fully processed. Inclusion of in-progress documents means that departments can produce the report prior to final document approvals and thus have more time to distribute these reports to the PIs and obtain their signatures. Please note that information from payroll documents will not appear on this report on the day the document is entered. It will appear on the day after document entry.
This report can be run at anytime during the month. It will include all information that was entered through the end of the previous day. It is anticipated that a user will want to wait to run this report until they have entered all of the payroll/sourcing data for the month and other departments have entered all payroll/sourcing data that affect persons in the user’s department. By waiting until the day after all documents have been entered that affect people paid by their department, the user can be confident of receiving a complete picture of the payroll for their PIs funds.
Selection parameters include: the fiscal year, a department (division) range, the principal investigator, and a report format option.
The fiscal year is set to the current year by default. The user can type over this with the new fiscal year and obtain forms for the new fiscal year, even though the new fiscal year has not yet started. Of course, this assumes that the user’s department has entered new year salary sources in the on-line system.
The department (division) range allows the user to produce the report for a subset of the departments (divisions) the user is authorized to see.
There are three options that allow selection of various sets of principal investigators (see example in Attachment B).
- Selection one will include all PIs in the department(s).
- Selection two will include only those PIs in the department(s) whose grants have had a payroll change or addition in the current month. In other words, it will produce forms only for those
PIs who need to indicate their approval of a change or addition to the salary payment plan for their grants. It will not produce reports for PIs whose grant salary payment plan remains
unchanged from the previous month.
- Selection three can be used to produce a report for a specific PI. When using selection three, the user must provide a part of the PI’s name.
The report format choices allow the user to produce a report in one of four different formats (see examples in Attachment C).
- Format one (Display dollars and percentages, normal format) is the default and will produce the standard report which includes all ledger/class (LC) 22 funds for a PI.
- Format two (Display dollars and percentages, normal format plus 9-funds) adds to report format one by including the 9XXXX funds from ledger class LC 12 that the faculty member is designated as the PI.
- Format three (Display dollars and percentages, management format) includes LC 22 funds, 9XXXX funds from LC 12 (same as Format two), plus “Other” and “Total” columns. The “Other” column is the sum of all other salary authorizations for the individual that are not specifically associated with the PI. The “Total” column gives the total of all monthly sources for each employee.
- Format four (Suppress dollars, display percentages, normal format) is similar to format one except it will display percentages but not dollars. It also suppresses the printing of social security numbers. By suppressing this confidential information, it produces a report that can be posted in an office or laboratory so employees can verify that their effort is being properly charged. This format will exclude 9XXXX funds and will not produce “Other” or “Total” columns.
- When the current fiscal year is chosen, only the current month’s sources are included on the report.
- When the new fiscal year is chosen, only July’s sources are included on the report.
- Employees are listed down the left side of the page in alphabetical order.
- Funds are listed across the page in ascending order.
- When a PI has too many employees to fit on a page, multiple pages will be produced. These pages can be placed one beneath the other to form the complete report.
- When a PI has too many funds to fit on a page, multiple pages will be produced. These pages can be placed one next to the other to form the complete report.
- When printing the report, the user should pick a printer setting that can print output that is 130 characters in width.
- Information from documents that are entered on the same day that the report is produced will not appear on the report.
- Only monthly and summer research authorizations are included on this report. Authorizations for 9/12 and 10/12 accruals are excluded from this report and are not used in calculating the percentage of salary figures.