Payroll and Labor Management (PLM) Dashboard
The Payroll and Labor Management Dashboard displays information about payroll, labor schedules, labor adjustments, timecard and leave information. You can compare scheduled earnings to actual pay and find incomplete labor schedules at a glance by person.
Watch the FinLearning Video Series/Paying People lesson for financial management training.
Launch OBI Payroll and Labor Management Dashboard
| Select this link... | ...for reports about |
|---|---|
| Summary | Get a high-level dashboard view of key payroll metrics, including overall earnings, incomplete labor schedules, Scheduled vs Actual, and charges sitting in suspense accounts Equivalent to the RM3 FIN_LABOR_173 report. |
| Salary, Fringe, and Indirect Costs by Employee | See the full cost (salary, benefits, and overhead) attributable to each employee, for both past (actual) and future (projected) periods. |
| Actual Pay | Pull by org or PTA and view what was actually paid out, and group by organization, employee, or a specific Project-Task-Award (PTA). Equivalent to the Gross Pay Report and FIN_LABOR_173 and equivalent to the RM3 FIN_LABOR_168, FIN_LABOR_169 and FIN_LABOR_170 reports. |
| Actual Pay Details By Employee | Pull by employee(s) and pay period(s) to view details of position, payroll, labor schedule, and a link to the labor distribution adjustments report. Note: You only get the paycheck details and employment info if you have AA00 authority. |
| Prepare Bulk Labor Distribution Adjustment Upload | Generate a file of earnings data for multiple employees formatted to use as a Bulk Upload Labor distribution adjustment file. |
| Labor Distribution Adjustments (real-time) | Non-customizable BI Publisher report shows the status full history, including comments and approvals, for a specific labor distribution adjustment. Equivalent to the RM3 FIN_LABOR_247 report. |
| Labor Schedule | View how an employee's upcoming pay is scheduled to be funded. For a selected range of pay periods, this report shows both the scheduled salary amount (in dollars) and the funding distribution (by percentage) for each PTA. Equivalent to the RM3 FIN_LABOR_167 and FIN_LABOR_172 reports. |
| Labor Schedule Details by Employee | Examine a single employee's complete pay setup. This multi-section report breaks down their labor schedule for base pay and additional pay separately by pay period, and also displays employee details and the active status of their funding PTAs. |
| Labor Schedule Trend | Analyze scheduled pay for employees over multiple pay periods to spot trends and prevent funding errors using a color-coded, "at a glance" view to quickly identify incomplete schedules. Use its different views to track salary in dollars, funding percentages, or FTE, and to answer complex questions like "Which org is paying for my org’s employee”? |
| Scheduled vs. Actual | Pull by orgs and PTAs to compares (labor schedule) planned earnings to actual earnings by PTA and expenditure type. Also, lists all earnings posted to the organizational suspense account and the related clearing transactions. |
| Scheduled vs. Actual Details by Employee | By employee compare (labor schedule) planned earnings to actual earnings by PTA and expenditure type . Displays employee details and labor schedule percentages per pay period. |
| Timecard | View a detailed log of an employee's raw timecard entries, including their specific punch-in/punch-out times and total hours worked. |
| Timecard Approvals | Check the approval status of timecards for a specific employee, manager, or an entire department to see what's been approved and what is still pending. |
| Leave Summary | Get a quick summary of an employee's current leave balances (e.g., vacation, sick time) and the associated financial liability for that accrued time. |
| Leave Details | See a detailed, transaction-by-transaction history of how an employee's leave time was earned (accrued) and used over time. |
Summary
This report provides analyses of:
- Gross pay
- Incomplete labor schedules
- Uncleared Org Suspense PTA balances
- Scheduled vs. Actual Earnings comparisons
Sample Business Questions
Payroll Distribution and Amounts
- How were payroll transactions distributed for a particular period, for all employees in my organization?
- How much were my employees paid (e.g., by employee group, award type, pay type or pay category) in a specific period?
Account Balances and Clearing
- Is there a balance on our Org Suspense Account and which employees' pay should be cleared?
Labor Schedule Issues
- Which employees have labor schedules totaling less than 100 percent in a specific period?
- Which employees have no labor schedule in a specific period?
Planned vs. Actual Comparisons
- How close did our planned labor schedules compare to actual?
- From what PTAs did we plan to pay our employees and from what PTAs were they actually paid in a specific period of time?
- What are the scheduled earnings amounts for employees in an assignment org?
Selection Criteria
To retrieve results, follow the Selection Criteria instructions near the top of the screen. For additional guidance refer to Using Selection Criteria for OBI Reports
If you select Next, it displays the selection criteria to search by project owner or manager, task owner or manager or award owner or manager.
Report Views
The Summary Report displays four report sections for monitoring payroll data and labor schedules for review or to take action. Refer to the following screenshots.
Actual Pay Overview
Actual Pay Overview shows the total pay, including type of earnings, by org for a range of pay periods.
Charges Remaining
By organization, displays payroll charges that have been posted to the Org Suspense Account and should be moved to appropriate PTAs. Choose to view by either PTA summary or Prepare Labor Distribution Adjustment.
*These sections display the current status and are unaffected by pay period end dates entered in the selection criteria.
Shows by organization, whether or not there is a balance on the organization's suspense account.
plays employees who have missing or incomplete labor schedules for the upcoming open pay period, and provides the details needed to prepare labor distribution adjustments.
Employee Assignments with Currently Incomplete Labor Schedules
Displays those employees who have missing or incomplete labor schedules for the upcoming open pay period. By drilling into View Details, you can determine the details of the incomplete schedules.
*These sections display the current status and are unaffected by pay period end dates entered in the selection criteria.
Scheduled v Actual Labor Expenditure
Displays a comparison of scheduled labor charges vs actual charges posted.
Salary, Fringe, and Indirect Costs by Employee
See the full cost of an employee, including their salary, fringe benefits, and associated indirect costs (F&A). This report combines both past (actual) and future (commitments) charges, making it essential for managing, reporting on, and forecasting total personnel expenses.
The report offers two ways to view this
- By GL Period (When it Posted): View costs based on the period they were officially posted to the financial system. This view is best for reconciling charges against your official Consolidated Expenditure Reports (CER).
- By Expenditure Item Period (When it was Earned): View costs based on the period when the work was actually performed so that costs align with the time period of effort.
The data and fields available are the same in both subtabs but the selection criteria and report views focus on the different types of time periods.
For internal planning and analysis only.
Do not use this report for external reporting to sponsors or other third parties.
This report is not intended for reconciling your organization's overall indirect cost recovery. Please see How To Properly Review the F&A Rate on Monthly Expenditure Report in DoResearch.
Webinar: Salary, Fringe, and Indirect Costs by Person report video recording
Webinar: Salary, Fringe, and Indirect Costs by Person report presentation slides
These reports can significantly benefit from customizations to bring out additional details and clarity. Refer to the webinar and webinar slide deck for examples of how to enhance your reports through customization.
Sample Business Questions
- What was the actual full cost (salary, fringe, and indirect) for specific employees in specific months?
- What are the committed future costs for an employee?
- For a specific employee, what is their net vacation cost?
- How can I compare when a salary adjustment was earned versus when it was posted to a PTA?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for additional guidance.
The options are mostly the same for both subtabs, with the key difference being how you select the time period.
Subtab: By GL Period (When Costs Posted)
This view organizes data by the period when charges were posted to the General Ledger. It's best for reconciling with official expenditure reports (like CER).
- Time Period: You must select a date range based on GL Periods (e.g., Fiscal Year-to-Date, Project-to-Date, or a custom range).
- To See Future Commitments: Your date range must include the current open GL period (e.g., set Fiscal Year-to-Date to CURRENT).
- For Reconciliation: Use the Task Org perspective to align with your expenditure reports.
A single GL Period can contain charges from multiple prior earning periods (EIPs) due to labor distribution adjustments (LDAs).
Subtab: By Expenditure Item Period (When Salary Was Earned)
This view organizes data by the period when the work was performed and the salary was earned. This is especially relevant when managing sponsored projects.
- Time Period: You must select a range of Expenditure Item Periods (EIPs) that correspond to the months when salary was or will be earned.
- To See Future Commitments: Your date range must include the current or future EIPs.
- For Compensation Analysis: Use the Work Assignment Org perspective to verify employee pay data.
A single earning period (EIP) might have its costs posted across several future GL Periods if pay adjustments (LDAs) are made later.
Key Concepts & Important Notes
Understanding the Project-to-Date (PTD) Time Selection
The PTD option behaves differently depending on the project type:
- For Sponsored Projects: PTD shows transactions for the entire life of the project.
- For Non-Sponsored Projects: PTD only shows transactions for the current fiscal year (acting like Fiscal-to-Date).
If you see an error after clicking "Apply," it's likely a permissions issue. Unlike most PLM reports, this one requires authority for Funds and Expenditures. Check your authority to ensure you have access.
Report Views
Each subtab offers different views tailored to specific tasks.
Subtab: By GL Period (For Reconciliation)
Views in this tab align with financial reports like CER and are best for reconciliation. They show you what was posted in a given period.
Screenshot of Employee by Expenditure High Level Group view
A high-level summary that groups costs (salary, fringe, indirect) for each employee..
Screenshot of Employee by GL Period vs EI Period view
A powerful view for spotting pay adjustments (LDAs). It visually contrasts when a salary was posted versus when it was earned.
Subtab: By Expenditure Item Period
Views in this tab focus on when work was performed, which is essential for managing sponsored projects regardless of when the charge was posted.
Screenshot of Employee by Expenditure Transaction Source view
A detailed breakdown of actuals and commitments, showing the source of each transaction (e.g., initial pay vs. a later adjustment).
Screenshot of Employee by Expenditure Item (EI) Period vs GL Period view
Similar to the other tab, this view helps you identify pay adjustments by comparing when salary was earned versus when it was posted.
How to read the GL Period vs Expenditure Item Period Crosstab views
These special views are designed to help you visually identify labor distribution adjustments (LDAs). Here's how to interpret them:
The Basic Principle:
- If there are no adjustments, the data forms a clean diagonal line (a "stair step"), where the earning period (row) matches the posting period (column).
- Any amount that appears off this diagonal line represents a pay adjustment.
How to Read the Grid:
The text below refers to the example screenshot.
- Reading a Column (A Single Posting Period): A column shows you everything that was posted in that one GL period.
- Example: In the screenshot, the 2021-11 column contains both November's regular pay and an adjustment for work that was done back in September.
- Reading a Row (A Single Earning Period): A row shows you where the pay for a single earning period ended up posting.
- Example: The 2021-12 row shows that while most of December's pay posted in December, parts of it were moved via adjustments to post in February and June.
Identifying Commitments: The column for the current open month (2022-06 in this example) will also display all future commitments by their EIP.
The screenshot below, from the By GL Period subtab, is an example of the Employee by GL Period vs Expenditure Item Period view.
"Burdening" is how costs like fringe benefits and indirect costs (F&A) are allocated to a salary charge. Refer to Topic Overview: Burdening and Video Series: Burdening at Stanford for details.
- What's Included: In this report, burdening includes vacation accrual, fringe benefits (including TGP), and indirect costs.
- What's Not Included: Certain charges are handled outside of the standard burdening process and will not appear in this report's burden calculations. These include:
- School of Medicine's converged communications fees (expenditure type 58290)
- Supplemental fringe on RA/TA salaries charged to non-sponsored awards (expenditure type 51785)
- Rules and Exceptions: Not all burdens apply in every case. For example, vacation accrual is not charged on faculty salary, and TGP is not charged on federal research projects.
- Expenditure High Level Subgroup: This groups charges into useful categories like "Regular Salary," "Other Compensation" (bonuses, stipends), and "Net Vacation."
- Expenditure Item Department Reference Text: This field is multi-purpose. For salary charges, it shows the employee's job assignment number. For burden charges, it shows the rate used in the calculation, helping you verify the math.
- Expenditure Transaction High Level Type: This simply shows if a charge is an Actual or a Commitment.
You can identify labor distribution adjustments in two main ways:
Visually: Use the "Period vs. Period" crosstab views. Any amount not on the main diagonal line is an adjustment.
With a Filter: Include the Expenditure Transaction Source field and look for the value LD_DA-Labor Distribution Adjustment.
To see the full details and justification for an adjustment:
Drill on a charge that has been adjusted. In the detail report that opens, the Expenditure Comment Text is also a link. Drilling on that text will open the full adjustment details, including the justification comments.
- The Work Assignment Org perspective is based on the historical data rather than on the current org for a person, so pulling by this field will limit to people working in that org at the time they performed the work.
- The Project, Task, and Award Org perspectives relate to the current org values only and ignore any changes in org ownership over time.
- Commitments represent future salary and burden charges. In the Expenditure Transaction Source field, they are identified by codes like E_LD or E_BRDN.
- All commitments are technically posted to the current open GL Period, but their EIP reflects the future periods when the salary will be earned.
- Calculation Rules:
- For Non-Sponsored PTAs: Commitments are calculated to the end of the current fiscal year.
- For Sponsored PTAs: Commitments are calculated out to the labor schedule end date, which may be beyond the current fiscal year.
- GL Periods map to CER: Use the By GL Period subtab for reconciling against Consolidated Expenditure Reporting (CER). This report is unique because it allows you to see burdens attributed to individual employees, which CER does not.
- EIPs map to PLM: The By Expenditure Item Period (EIP) subtab aligns with the Payroll & Labor Management (PLM) dashboard, as EIPs represent the month salary was earned.
- What's Included: This report shows salary for graduate student assistantships (RA/TA) and postdoctoral scholars, for both actuals and commitments.
- What's NOT Included: Student aid and tuition allowance data are not available in this report. To see that information, use the Commitment Details report in the CER Dashboard.
Actual Pay
The Actual Pay report displays employee compensation information, earnings data, and PTA funding sources.
Sample Business Questions
Payment Details and Sources
- Which PTAs and expenditure types funded actual employee payments during a specific time period?
- Which employees received or will receive non-base pay (based on earnings type/code) during a specific time period?
Cross-Organizational Payment Analysis
- Which employees with work assignments in my organization receive payment from PTAs outside my organization? Which other organizations pay those employees?
- Which employees with work assignments outside my organization receive payment from PTAs within my organization? Where do those employees' work assignments reside?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Selecting "Next" displays selection criteria to search by project owner or manager, task owner or manager, or award owner or manager.
Report Views
The report displays actual pay by employee, work assignment organization, earnings type, or PTA for various payments. Four views present actual pay data: by employee, PTA, and organization.
Displays actual pay by employee in pivot table format. Selecting an Employee Name provides access to either Employee Details or Timecard Details for that employee.
Displays actual pay by employee in table format, removing subtotals and enabling Excel export. This format appears in other view-by options for the Actual Pay report.
Displays actual pay by PTA in pivot table format. Table view also available.
Displays actual pay by organization in pivot table format. Table view also available.
Provides source data for creating bulk upload files for Labor Distribution Adjustments.
Understanding the Data
- Select an employee name to drill into Employee Details or Timecard Details
- Select earnings dollar amounts to drill into Actual Pay Details for that employee
Actual Pay Details by Employee
Displays actual earnings, paycheck and employment information, labor schedule, and labor distribution adjustments for individual employees.
Sample Business Questions
- How much did an employee earn during a specific period, and which PTAs and earning types received charges?
- What work assignment and position details apply to the employee?
- Which check numbers are associated with an employee's earnings amounts? For check payments, have the checks been cashed??
- What does the employee's labor schedule show over a specified timeframe?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for additional guidance.
Report Views
The Actual Pay Details by Employee report contains five sections with different employee reports. See the screenshots below.
Shows employee paycheck information: pay period, check number, date, cashing status, and off-cycle indicators.
Database authority limitations restrict this data to users with AA00 authority. Submit a Support Request if this information becomes necessary.
Shows employee work assignment organization and name, job assignment number, job description and position number, standard hours, FTE, annual salary, and hourly rate.
Shows employee payroll transactions by pay period, expenditure type and earnings description/code.
Shows employee labor schedule information by pay period, including percentage breakdown by PTA.
Shows employee labor distribution adjustments that occurred during the specified pay periods.
Prepare Bulk Labor Distribution Adjustment Upload
This report displays actual labor distribution data that can be downloaded in the format required for the Upload Template. The template enables bulk upload labor distribution adjustments, simplifying the creation of bulk upload files.
Sample Business Questions
- How can users export source data from OBI needed to create a bulk upload labor distribution adjustment?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for additional guidance.
- To retrieve source data for bulk labor distribution adjustments, users can query by organization, PTA, employee, and/or earnings type code.
Report Views
This report supports download into CSV or Excel format. Users can then update the file with additional data to create a bulk upload file for labor distribution adjustments.
Understanding the Data
Refer to How to Bulk Upload Labor Distribution Adjustments for more information on how to use this report.
Labor Distribution Adjustments (Real-time)
This non-customizable BI Publisher report displays labor distribution adjustments in real time directly from Oracle.
Sample Business Questions
- Which labor distribution adjustments occurred over a specific time period by organization, originator, or PTA?
Selection Criteria
Users may choose one of the options below to select data:
Option 1: Select either Employee ID, Employee Full Name, Adjustment Batch Name or Parent Adjustment Batch Name. Date prompts will narrow search results, but remain optional with this selection.
Option 2: Select any non-date prompt (except Employee ID, Employee Full Name, Adjustment Batch Name, or Parent Adjustment Batch Name) and one set of date prompts (First/Last Pay Period End Date or Adjustment Creation Start/End Date).
Report Views
Displays details of labor distribution adjustments including journal details, comments and approval history.
Shows summarized adjustments by employee adjustment batch name based on the selection criteria.
Shows employee information, pay periods, PTAs, expenditure type, earnings type and debit/credit amounts.
Labor Schedule
This report displays a detailed listing of scheduled pay and labor schedules by employee.
Sample Business Questions
- Which lines or PTAs in an employee's current labor schedule will end or become invalid within a given timeframe?
- At a glance, how many full-time employees work within an organization, and how many employees hold multiple assignments?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Selecting "Next" displays selection criteria to search by project owner or manager, task owner or manager, or award owner or manager.
Report Views
This section displays the scheduled base pay by pay period for each employee.
- If there is an issue with the labor schedule for a given pay period, there will be a description in the Suspense Reason Explanation.
- Select an employee name to drill into employee details for that employee.
This section displays the scheduled base pay, PTAE and scheduled percentage for each employee.
- If there is an issue with the labor schedule for a given pay period, there will be a description in the Suspense Reason Explanation.
- Select an employee name to drill into employee details for that employee.
This section displays the PTAE and scheduled percentage for each employee who has additional pay.
If there is an issue with the labor schedule for a given pay period, there will be a description in the Suspense Reason Explanation.
- Select an employee name to drill into employee details for that employee.
Understanding the Data
Labor Schedule Type Description indicates which labor schedule is distributing the pay:
Assignment is for base pay
Other options are pay codes for additional pay.
Labor Schedule Details by Employee
This report shows details of one employee's pay setup, including their base and additional pay schedules in separate sections, their personal details, and the attributes (like start/end dates) of their assigned PTAs.
Sample Business Questions
- What are the labor schedule details for a single employee?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Labor Schedule Type Description allows you to select which labor schedules to display. Assignment is for base pay; the other options are pay codes for additional pay.
Report Views
This section shows details about the employee.
This section shows the labor schedule details for base wages in rows subtotaled by pay period.
This section shows the labor schedule details for additional pay in rows subtotaled by pay period.
This section shows attributes affecting labor schedules' PTAs such as active status, chargeable and start/end date.
Understanding the Data
Labor Schedule Type Description indicates which labor schedule is distributing the pay:
Assignment is for base pay
Other options are pay codes for additional pay.
Labor Schedule Trend
This report displays labor schedules by employee and payroll period with schedule percentages, employee FTE, scheduled salary details, and visually highlights incomplete labor schedules at a glance.
Sample Business Questions
Schedule Completeness and Accuracy
- Which employees do not have a 100% labor schedule entered and need their entries updated to avoid suspense account charges?
- Does each hired employee's labor schedule match planning documentation by PTA and percentage?
- Who created or last updated an employee's labor schedule?
Cross-Organizational Payment Analysis
- Which employees are paid by another organization's PTA? Conversely, which employees employed by another organization is the user's organization paying for?
Resource Planning and Analysis
- What are the FTEs of all employees for the organization?
- For a given SPO Number, which employee salaries are being charged to it?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
The Labor Schedule Trend report provides a high-level review of labor schedules that identifies inconsistencies and gaps, which indicates the need for corrective action to prevent charges to suspense accounts. The report gives different perspectives of employees and the sources of their base and any additional pay.
Labor Schedule Trend has 11 different views available. The table below provides guidance on how to pair a selection criteria and view-by option choice to display the desired information. Refer to the screenshots following the table below.
| Criteria | View By | Business Question Answered |
|---|---|---|
| Work Assignment Org | Labor Schedule by Work Org | Shows employees that do not have 100% labor schedule entered and need entries to avoid suspense account charges. Grouped by work org to facilitate determining who should enter the labor schedule. |
| Work Assignment Org | Labor Schedule by Person Summary | Shows employees that do not have 100% labor schedule entered and need entries to avoid suspense account charges. Lists by name, without org, to facilitate comparison with name lists. |
| Work Assignment Org | Labor Schedule by Person PTA | Displays employee's labor schedule to compare PTAs and percentages to budget plan. |
| Work Assignment Org | Labor Schedule by Person PTA Start/End | Displays employees labor schedule start and end dates by PTA and percentages. |
| Work Assignment Org | Labor Schedule by Award Org | Contrasts work assignment org with labor schedule award org to identify employees who are hired by one org but paid by a different org. This highlights which of my employees are paid by somebody else. |
| Work Assignment Org | Labor Schedule by Labor Schedule FTE | Shows the total FTE of employees your org has hired regardless of who pays for them. |
| Award Org | Labor Schedule by Work Org | Contrasts award org with labor schedule work assignment org to identify employees who are paid by one org but hired by a different org. This highlights which employees I am paying for who are hired by a different org. |
| Award Org | Labor Schedule FTE | Displays the total FTE of employees your org is paying for regardless of who hired them. |
| Award Org | Labor Schedule by; Award, Project or PTA | Verify labor schedules by award, project or task planning documentation. |
| Labor Schedule by Person Created/Changed By | Shows who first entered or most recently changed a labor schedule entry and who may have information about why the entry was made. | |
| Award SPO Number | Labor Schedule by SPO Number | Displays employees who are charging against a sponsored agreement. |
| Work Assignment Org and Status Description = Incomplete | Labor Schedule by Work Org | Displays which labor schedules are not complete. Used to create a short list of problems needing attention. |
View by Work Org displays totals by person for the time range selected and allows users to see incomplete schedules at a glance.
View by Award Org is not necessarily all the labor schedule rows for this person; it shows those orgs who are providing the awards for your organization's employees.
View by Person Summary lists the employees by alphabetical order instead of by Classified Indicator Name.
View by Person PTA to see all employees PTA details at once.
View by Person PTA Start/End to see all employees PTAs and associated labor schedule start and end dates.
Displays who originally created the labor schedule and who most recently updated the labor schedule for that employee, as well as when those changes occurred.
View by Award shows everyone being paid by a particular award; also displays the award’s end date.
View by Project shows everyone being paid by a particular project; also displays the project’s end date.
View by SPO number shows employees’ time being charged to a particular SPO.
View by Labor Schedule FTE displays effective employee FTE percentage. Effective FTE percentage is the labor schedule percentage multiplied by the employee FTE. FTE reflects base pay only.
View by Scheduled Salary by Person/PTA displays the scheduled base pay salary costs by PTA for each pay period. Additional pay is not displayed in this report.
Labor Schedule Detail Drills
Within the Labor Schedule Trend Report, users can drill on an employee’s full name to get their labor schedule PTA breakdown by period for the specified time range. For this drill, users can also view the Labor Schedule by PTA, Labor Schedule Created/Changed By and Scheduled Salary.
Within the Labor Schedule Trend Report, user can drill on the pay period percentage to see an employee's labor schedule PTA breakdown and their scheduled earnings amount for that pay period. For this drill, users can also view the Labor Schedule Created/Changed By.
Understanding the Data
Labor Schedule Type Description indicates which labor schedule is distributing the pay:
Assignment is for base pay
Other options are pay codes for additional pay.
Cell Colors Explained
Red Cell: Scheduled amount is less than 100%; labor schedule should be updated.
Blue Cell: Employee was not employed for that pay period.
Yellow Cell: Scheduled amount is more than 100%. This does not necessarily mean that someone was scheduled for more than 100% for a given pay period. This may be due to multiple labor schedules starting and ending in the middle of the pay period leading to double counting. Refer to the example below.
Drilling on the 196% shows that most of the labor schedule runs 1/1 to 1/14 totaling 100% but 96% ends on 1/14 and a new entry for 96% is made starting on 1/15 which covers just 1 day of the 1/15 ending pay period. Since the total of the report is for the entire pay period it totals to 100% plus 96% even though on no single day was the total other than 100%. There is no way to correct for this since the totals are by pay period rather than by day. The screenshot below displays the details of this example.
Definitions of Values in Labor Schedule Trend Reports
| Selection Criteria/Other | Definition/Description | List of Values or Examples |
|---|---|---|
| Work Assignment Org Code | Org code associated with the human resources (HR) group that has hired an employee. This org code affects who can input labor schedules and labor distributions as well as where incomplete schedules will be charged to org suspense accounts. However, this does not determine the funding source of employee salary. That is set completely independently by the PTA assigned for charges in the labor schedule entry application. | ABCD |
| Award Org Code | The owning org (or parent) of the award segment of the PTA. This identifies where the funding comes from. This org may be a higher level than award org itself and will typically be associated with many individual awards. | ABCD |
| Award, Project or PTA | Segments of the PTA or the full PTA itself identify where salary will be charged. | 1234567-100-ABCDE |
| Award SPO Number | Unique identifier for each sponsored project. | 123456 |
| Full Name | Employee name (last, first middle initial) | Smith, John A |
| Assignment Number | Unique identifier for each employee and assignment. The job assignment number is the EMPLID prepended with a letter and in some cases appended with a tilde "~" and a number to identify multiple positions an employee may have (had) at the university. | EMPLID: 012345678 Position Number: E012345678 and E012345678 ~2 |
| Classified Indicator Name | Identifier for different types of employee groups like Staff & Faculty. Some departments do not assign labor schedules to temporary, student or casual employees and might therefore choose to exclude them from the Labor Schedule Report since they would usually show 0% scheduled. | Academic staff; casual; faculty; non-academic staff; other teaching; student; temporary |
| Labor Schedule Status | With values like complete, incomplete and missing, this field can be used to exclude complete labor schedules and only look at exceptions. | Complete; incomplete; missing; Not applicable |
| Labor Schedule FTE view | The total of positions FTE multiplied by labor schedule percentage. This is the effective FTE. For example a person who has a position at 50% FTE and who has a labor schedule of 50% on your account is effectively at .25 FTE (.5 x .5 = .25) | .5 FTE at 80% schedule = .4 FTE |
| Labor Schedule Type Description | Indicates which labor schedule is distributing the pay: Assignment is for base pay Other options are pay codes for additional pay | Assignment, HAS, HAP, HCG, HCE, SUP |
Labor Schedule Type Description indicates which labor schedule is distributing the pay:
Assignment is for base pay
Other options are pay codes for additional pay
List of Values for staff groupings available as include columns to customize report layout
| Paygroup Code | Paygroup Name | Classified Indicator Code | Classified Indicator Name | STF HR Group Description |
|---|---|---|---|---|
| BU1 | Bargaining Unit Hourly | A | Academic Staff | Bargaining Unit - Police |
| BU2 | SLAC - Bargaining Unit | C | Casual | Bargaining Unit - USW |
| CSL | Casual Hourly | F | Faculty | Coach |
| CTS | Contingent Salaried | N | Non-Academic Staff | Contingent Staff |
| EX1 | Exempt Salaried | O | Other Teaching | Executive Staff |
| EX2 | SLAC - Exempt Salaried | S | Student | Exempt |
| F09 | Faculty Paid over 9 Months | T | Temporary | Faculty |
| F10 | Faculty Paid over 10 Months | Hoover Fellow | ||
| F12 | Faculty Paid over 12 Months | Librarian | ||
| FA2 | SLAC - Faculty | Non-Exempt | ||
| HR2 | SLAC - Hourly | Other Teaching | ||
| NH2 | SLAC - Casual Exempt | Post Doctoral Fellow | ||
| NX1 | Non-Exempt Salaried | Research Associate | ||
| NX2 | SLAC - Non-Exempt Salaried | Senior Staff | ||
| NXH | Non-Exempt Hourly | Staff Physician | ||
| PEN | Pension Retirees | Teaching Assistant | ||
| RET | Retirees Unpaid Paygroup | University Officer | ||
| ST2 | SLAC - Grad Student | |||
| STU | Student Employees | |||
| TMP | Temporary Hourly Employees | |||
| VA | Various Unpaid Employees | |||
| XGS | Global Salaried | |||
| MON | Monthly Stipends |
Schedule v Actual
This report compares planned labor schedule earnings to actual earnings by PTA and expenditure type. The report lists all earnings posted to the organizational suspense account and related clearing transactions.
Sample Business Questions
Cross-Organizational Payments
- Which employees with work assignments in my organization receive payment from PTAs outside my organization? Which other organizations pay those employees?
- Which employees with work assignments outside my organization receive payment from PTAs within my organization? In which other organizations do those employees hold work assignments?
Pay Analysis
- Which employees received or will receive non-base pay (based on earnings type/code) during a specific time period?
- From which PTAs and expenditure types did employees actually receive payment during a specific time period?
Suspense Account Management
- What are the current balances of organizational suspense PTAs?
- Which transactions remained uncleared on organizational suspense accounts? What caused the payroll transaction to enter the organizational suspense account?
- Which employees' actual pay affected an organizational suspense PTA (by organization or suspense PTA)?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Selecting "Next" displays selection criteria to search by project owner or manager, task owner or manager, or award owner or manager.
Report Views
The report displays each employee's scheduled pay and PTA compared to their actual pay and PTA for each pay period.
This view shows the scheduled earnings versus actual earnings amount for each employee.
This view displays payroll charges that posted to organizational suspense accounts for each affected pay period.
Scheduled v Actual Details by Employee
Displays actual earnings, views paycheck and employment information, as well as labor schedule and labor distribution adjustments for an employee.
Sample Business Questions
- What work assignment and position details apply to a specific employee?
- Do planned employee schedules match targets, or do variances exist?
- What labor schedule did an employee have over a specific time period?
Selection Criteria
To retrieve results, be sure to follow the Selection Criteria instructions near the top of the screen. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
Scheduled vs. Actual Details by Employee has three sections that contain different reports for an employee. Refer to the following screenshots.
Displays employee details, such as job assignment number, work assignment org, job classification, job assignment expenditure type code, hourly/salaried and standard weekly work hours.
By pay period, displays employee scheduled and actual including PTA and expenditure type code.
By period displays, displays employee labor schedule percentage split between PTAs, along with project, task and award end dates.
Timecard
This report displays detailed listings of timecard punch data and reported hours by date.
Sample Business Questions
- Which employees have not recorded paid leave for a specified number of pay periods?
- Which employee timecards include premium pay or out-of-class adjustments in a specific period?
- Which timecard entries will result in earnings being debited to organizational suspense accounts in a specific period?
- Which non-exempt or hourly employee timecards are missing out-punches in a specific period?
- Which non-exempt or hourly employees have blank timecards in a specific period?
Selection Criteria
To retrieve results, be sure to follow the Selection Criteria instructions near the top of the screen. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
The Timecard Report displays three report sections that can be used for monitoring timecard data for review. This report applies to non-exempt, hourly and those exempt employees who are eligible for paid leave. Refer to the following screenshots.
The Timecard Detail Report - Reported Hours displays the timecard hours and punch details entered for specific days for each employee.
The Timecard Detail Report - Payable Hours displays the timecard hours and punch details per employee per pay period end date.
For each timecard submission and approval, displays who and when it was submitted or approved.
Timecard Approvals
This Report displays employee timecard approvals for all employees by org.
Sample Business Questions
- Which non-exempt or hourly employee timecards are missing out-punches in a specific period of time?
- Which of my non-exempt or hourly employees have blank timecards in a specific period of time
- Which non-exempt or hourly employees do not have their timecards approved?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
The Timecard Approvals Report displays submission and approval data for employees and their supervisors or their time and leave administrator (TLA). There are three report sections. Refer to the following screenshots.
By timecard period/approval date, displays summarized counts and statistics for approvals for an organization.
By manager and pay period, displays summarized counts and statistics of time card approvals.
By employee and pay period, displays approvals by manager, employee indicator, and department time leave administrator.
Leave Summary
The Leave Summary Report details leave accrual liability and balance.
Sample Business Questions
- How much vacation have employees in an organization taken this fiscal year, compared to the amount they have accrued?
- What is the current monetary value of the vacation balances for employees in an organization?
- What are employees' vacation balances and are they near or above the applicable vacation cap?
- What is the leave balance accrual and usage history for employees and/or organizations?
- What paid leave did individual employees take during a specific period of time?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
The Leave Summary report has two sections that display leave and vacation balance and vacation accrual rates. It displays details on all leave types: vacation, sick, floating, and paid time off (PTO). Refer to the following screenshots.
Leave Balances displays the leave balances, vacation accrual rate, and vacation balance liability for each employee.
The Leave Accrual Summary Report displays for each employee the starting balance, earned, taken, and remaining balance for each type of leave for a fiscal period. It displays the payroll charges that have hit an organization's Suspense Account and will need to be cleared. Users can drill on Leave Details to view the Leave History for that employee.
Leave Details
This report shows leave history details, including dates when employees took leave or accrued leave.
Sample Business Questions
- What dates did my employee earn and take leave? What type of leave? What is their running balance?
Selection Criteria
Follow the Selection Criteria instructions at the top of the screen to retrieve results. Refer to Using Selection Criteria for OBI Reports for more guidance.
Report Views
The Leave Accrual Details report displays a running total of leave by leave type as it is used and earned for successive pay periods.
