DISTRIBUTION BY ACCOUNT

M O D U L E DISTRIBUTION BY ACCOUNT BY PAY PERIOD Overview This report provides a view of the distribution for a particular pay period(s). It will display distribution (including any cost transfers for checks) for those pay periods after January 1, 2003. All pay groups are included so that this report shows distribution converted from the mainframe (before conversion 12/22/02) or distribution from HRMS for an account regardless of the paygroup. For Biweekly employees, this query does not always coincide with the accounting period, so the result may not always match FIS or Focus (since those systems strictly use accounting periods). If you need a report for a specified accounting period use the Distribution by Accounting Date report. When using this report, it is imperative that pay period beginning and ending dates are entered where distribution occurred. Entering invalid dates will produce a negative report that states no matches found. As in the other reports, any column that is underlined can be sorted in ascending or descending order and columns can be hidden or moved by using the Customize link. Objectives: By the end of this module, you will be able to: Run a report Identify the fields DISTRIBUTION BY ACCOUNT BY PAY PERIOD 1

Step Action 1 Follow the breadcrumbs: Job& Compensation > Compensation Inquiry > Distribution Inquiry Click here to run the distribution report Step Action 2 The Search page below will display if your HRMS security has all queries including distribution and encumbrance. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 2

Step 3 Action Complete these fields Distribution Inquiry Type Pay End Date (From/To) Ledger Class Department From Fund To Fund From Budget To Budget With Use the drop down box and select By Pay Period. The From and To dates you want your search to begin and end. (Required) The single digit Ledger Number. (Required) The single digit Class Number. (Required) Enter the 6-digit Department number. (Required) The beginning Fund Number (if inclusive); otherwise the Fund Number on which you want the search to start. (Optional) The ending Fund Number (if inclusive); otherwise the same Fund Number as the From Fund. Note: If you enter a From Fund, you must enter a To Fund. Enter the Budget Code on which you want your search to begin. (Required) The Budget Code on which you want your search to end. 4 Click the Search button. 5 Did your search give you: Results A message stating: No matching values are found Then: Use the scroll bars to review all of the fields. Review your search criteria for errors. If there are no errors, your security may not allow you to search on this criterion. Contact the Helpdesk @ 935-5707 to investigate. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 3

definitions for the report header The table below will define the fields that display at the top of the report. For documentation purposes, the distribution amounts have been hidden under the Totals for Selection bar. Distribution Inquiry Type Return to Search button Pay End Date (From/To) Ledger Class Detail View Button or Summary View Button Department From Fund Displays the Inquiry report selected on the search page. Returns the user to the search page. The 'From' and 'To' dates you want your search to begin and end in format of MM/DD/YYYY. The Ledger Number. The Class Number. Detail View button will expand the report to include additional columns of information. Summary View button displays when the user is in the Detail View, it will return the report to the default summary view. The six-digit Department number. The beginning Fund Number (if inclusive). Otherwise, the Fund Number on which you want the search to start. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 4

To Fund The ending Fund Number (if inclusive); otherwise the same Fund Number as the From Fund. Note: If you entered a From Fund, you must enter a To Fund. From Budget To Budget Earnings Annuity Soc Sec Other Allow The Budget Code on which you want your search to begin. The Budget Code on which you want your search to end. Displays the total gross earnings for the specified time entered on the search page. (This total is hidden on the above screen print for documentation purposes.) Displays the total amount of Annuity distribution for the specified time entered on the search page. (This total is hidden on the above screen print for documentation purposes.) Displays the total amount of Social Security distribution for the specified time entered on the search page. (This total is hidden on the above screen print for documentation purposes.) Displays the total amount of distribution for Other Allowances for the specified time entered on the search page. Other Allowances include, Insurances (Health, Dental, Basic life, LTD etc), Workman s Compensation and non-dependent tuition. (This total is hidden on the above screen print for documentation purposes.) Dep Tuition Total Distr Displays the total amount of distribution for Dependent Tuition for the specified time entered on the search page. (This total is hidden on the above screen print for documentation purposes.) Earnings +Annuity + Social Security + Other Allowances + Dependent Tuition = Total Distribution. (This total is hidden on the above screen print for documentation purposes.) D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 5

Definitions Summary View This section will describe the fields that will display on the Summary View version of the report. This is a screen print of the entire report. The summary totals have been hidden for documentation purposes. The report will be displayed in sections so all fields displayed can be defined. The table below the screen prints will define the fields located below the Distribution Detail bar. Name Pay Grp Name of the employee or non-employee in format Last Name, First Name and Middle Initial. This is the Pay Group on the person s job: BWK= Biweekly MON = Monthly STP = Stipends CNA = Conversion Adjustments CNB = Conversion Biweekly CNM = Conversion Monthly Emp Rcd The empl record number of the person s job against which pay is expensed. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 6

DeptID Pay End Date Earn Code Six-digit department number against which the distribution was expensed. The ending date of the pay period in format MM/DD/YYYY. The earnings code on which this source was paid. Some of the most common are: REG Regular earnings OVT Overtime (time and on-half) OTR Overtime (regular pay) SLE Stipends Living Expenses SHA Stipends Health Allowance SLT Stipends Long Term Disability CNV Conversion (earnings paid before the 1/1/03 conversion) Note: See the table in the Additional Pay or the Sourcing components for the entire list of earnings codes. Earnings Acct Cd Earnings Annuity Soc Sec The account the distribution pay is expensed against. Gross Earnings Amount of charges for Annuity expensed on this account for the specified pay period dates. Amount of charges for Social Security expensed on this account for the specified pay period(s). D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 7

Other Allow Dep Tuition Total Distribution Cost xfer No Manual Check Reason Amount of charges for Other Allowances expensed on this account for the specified pay period dates. Other Allowances include, Insurances (Health, Dental, Basic life, LTD etc), Workman s Compensation and nondependent tuition. Amount of charges for Dependent Tuition expensed on this account for the specified pay period dates. Total Distribution for the specified pay period. (Earnings +Annuity + Social Security + Other Allowances + Dependent Tuition = Total Distribution). The cost transfer identification number. The reason the manual check was issued. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 8

Detail View Additional fields display when the Detail View button is used. The table below will describe each field located below the Distribution Detail bar. Name Pay Grp Name of the employee or non-employee in format Last Name, First Name and Middle Initial. This is the Pay Group on the person s job: BWK= Biweekly MON = Monthly STP = Stipends CNA = Conversion Adjustments CNB = Conversion Biweekly CNM = Conversion Monthly Empl ID Empl Rcd DeptID Fiscal Year Acctg Date Pay End Date Off Cyc The individual s HRMS identification number. The empl record number of the person s job against which pay is expensed. Six-digit department number against which the distribution was expensed. Four -digit Fiscal year of the distribution. Date the expense becomes a transaction in the FIS system (the pay date) in format MM/DD/YYYY. The ending date of the pay period for which the distribution is issued in format MM/DD/YYYY. Designates whether this check was issued or reversed outside of the normal payroll cycle. If this field is populated with a Y, the check will have been Manual, Reversal, or On Demand. To research, go to the Dist Adj Type field. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 9

Ern Code The earnings code on which this source was paid. Some of the most common are: REG Regular earnings OVT Overtime (time and on-half) OTR Overtime (regular pay) SLE Stipends Living Expenses SHA Stipends Health Allowance SLT Stipends Long Term Disability CNV Conversion (earnings paid before the 1/1/03 conversion) Note: See the table in the Additional Pay or the Sourcing components for an entire list of earnings codes. Earnings Account Code Earnings Annuity Supl Ret Annuity Soc Sec The account the distribution pay is expensed against. Gross Earnings Amount of charges for Annuity expensed on this account for the specified pay period dates. Amount of charges for Supplement Retirement Annuity (for the highly compensated employees) expensed on this account for the specified pay period dates. Amount of charges for Social Security expensed on this account for the specified pay period dates. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 10

Other Allow Dep Tuition Amount of charges for Other Allowances expensed on this account for the specified pay period dates. Amount of charges for Dependent Tuition expensed on this account for the specified pay period(s). Total Distr Total distribution for the specified pay period(s) (Earnings +Annuity + Social Security + Other Allowances + Dependent Tuition = Total Distribution). Annuity Acct Supl Ret Acct Soc Sec Acct Other Allow Acct Dep Tuitn Acct Dist Adj Type Distribution Account used for Annuity for the specified pay period(s). Distribution Account used for Supplement Retirement for the specified pay period(s). Distribution Account used for Social Security for the specified pay period(s). Distribution Account used for other Allowances for the specified pay period date(s). Other Allowances include, Insurances (Health, Dental, Basic life, LTD etc), Workman s Compensation and non-dependent tuition. Distribution Account used for Dependent Tuition for the specified pay period(s). Accrual Accrual Reversal Advice Check (If the Off Cycle field is marked with an N, a check was written during the regular accounting cycle. If the Off Cycle field is marked with a Y an On-Demand check was issued. ) continued on next page D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 11

Dist Adj Type Check and Advice Check Reversal Cost Transfer Cost Transfer Reversal Check Journal Manual Check Cost xfer No Check Dt Manual Check Reason The cost transfer identification number. Date displayed on the payroll check in format MM/DD/YYYY. The reason the manual check was issued. D ISTRIBUTION BY ACCOUNT BY PAY PERIOD 12