PeopleSoft HRMS Departmental Query/Report Reference Guide€¦ · Human Resources and Payroll Office July, 2018 . North Dakota State University. PeopleSoft HRMS Departmental Query/Report

Human Resources and Payroll Office July, 2018

North Dakota State University

PeopleSoft HRMS Departmental Query/Report Reference Guide Human Resource/Payroll How-To Guide

Human Resources and Payroll Office July, 2018 Page 1

Table of Contents Query Pages ............................................................................................................................................. 3

Absence Queries ....................................................................................................................................... 4

NDU_AB_APPROVED_REQ_DT_RNG – Approved absence requests ................................................... 5

NDU_AB_CAFR_COMP_ABS_10P_SCKLV – JobAlloc Comp Abs-SickLv 10 Yr ....................................... 5

NDU_AB_CAFR_COMP_ABS_TOT_SCKLV – Job Alloc Comp Abs-Totl SickLv ........................................ 5

NDU_AB_CAFR_COMP_ABS_VACATION – Job Alloc Comp Abs-Total Vac ........................................... 6

NDU_AB_NOT_ENROLLED – EEs not enrolled in AM ............................................................................ 6

NDU_AB_PERIOD_LV_ERN_ID – Display Prd Lv Ernd for EMPLID ........................................................ 6

NDU_AB_PERIOD_LV_TKN_ID – Display Prd Lv Ernd for EMPLID......................................................... 7

NDU_AB_PRD_LV_BALS_DT_RNG – Display Prd Lv Bals for Dt Rng ..................................................... 7

NDU_AB_UNAPPROVED_REQUESTS – Unapproved Absence Requests .............................................. 7

NDU_AB_YTD_LV_BALS_DT_RNG – Display YTD Lv Bals for Dt Rng ..................................................... 8

NDU_AB_YTD_LV_BALS_NEG – Display Negative YTD Lv Bals ............................................................. 8

Benefits Queries ........................................................................................................................................ 9

NDU_BN_DEPT_LEAVE – EE leave by dept and type ............................................................................ 9

NDU_BN_ LEAVE_NEG_VAC_SICK – Negative Leave for Vac & Sick ..................................................... 9

NDU_BN_ LEAVE_TKN_BY_ERNCD – List Empls Lv Tkn by Erncd ......................................................... 9

NDU_BN_ MIL_JURY_FNRL_LV – List Military, Jury & Fnrl Lv ............................................................... 9

Commitment Accounting Queries .......................................................................................................... 10

NDU_CA_GL_RECON – Gross/Frng to Reconcile to GL ....................................................................... 10

NDU_CA_GROSS_FRNG_TFUND_ACCPER – Gross/Frng TLFund by AccPeriod .................................. 11

NDU_CA_GROSS_FRNG_TOTL_FUND – Gross/Fringes Totals by Fund .............................................. 11

HR Queries .............................................................................................................................................. 12

NDU_HR_ALPHALIST_BY_JOBCODE – Jobcode prompt dept query ................................................... 13

NDU_HR_ALPHA_LIST_FORDEPTS–Basic HR Data Listing ................................................................... 13

NDU_HR_BLS_HIRED_EES – Hired EEs for an Eff Dt & Grd ................................................................. 13

NDU_HR_BLS_TERMINATING_EES – Termed EEs for an Eff Dt & Grd ................................................ 14

NDU_HR_CAMPUSADDRESSPHONEEMAIL – List EE Camp/Busn Cntct Info ...................................... 14

NDU_HR_COMPNYSENIORITYDATE – List of EE Comp Seniority Date ............................................... 14

NDU_HR_EELISTBYDEPT – List of EEs by Departments ....................................................................... 15

NDU_HR_EES_IN_POOLS – List of employees in pools ....................................................................... 15

NDU_HR_FACULTY_APPOINT – Faculty Appointment by BU/Dept .................................................... 15

NDU_HR_HOME_ADDRESS – Home Add for Active EEs ..................................................................... 16

NDU_HR_JOB_POS-COMPARISON – Compare Job Data & Position Data .......................................... 16


NDU_HR_ORG_PLUS_LIST – Active Positions & Emplids .................................................................... 16

NDU_HR_PROBATIONARY_EE – Employees on Probation ................................................................. 17

NDU_HR_STD_HRS_40 – Empls w/Total StdHrs over 40 .................................................................... 17

NDU_HR_TEN_ON_TRK_NOT_TEN_CHG – Empls On Track-Not Tentured ........................................ 17

Payroll Queries ........................................................................................................................................ 18

A_MULT_JOB_EE – ACA-EEs With Other Jobs .................................................................................... 18

NDU_PY_ADDL_PAY_FOR_EARN_CODE – Select Add’l Pay by Earnings Cd ....................................... 18

NDU_PY_HOURS_WORKED – Summary by Emp for Hrs Wrkd ........................................................... 18

NDU_PY_HOURS_WORKED_DTL – Det Hrs Worked by Employees ................................................... 19

NDU_PY_HOURS_WORKED_SUM – Summary of Hours Worked ....................................................... 19

NDU_PY_REVERSED_PAYCHECKS – Reversed PayChecks ................................................................... 20

Time and Labor Queries .......................................................................................................................... 21

NDU_TL_EE_CLOCKED_IN_MULTI_JOB – Query for TL multiple jobs ................................................ 21

NDU_TL_EE_UNAPPROVED_TIME – Find unapproved reported time ............................................... 21

NDU_TL_MISS_PUNCH – EE missing in/out punch ............................................................................. 22

NDU_TL_QRY_TRC_COMBO_CD_OVRRD – Search for employees by differ ...................................... 22

Payroll Reports ....................................................................................................................................... 23

HE Pay Register 2 .................................................................................................................................... 23

HE Actuals Report (Salary/Fringe Report) ............................................................................................... 30

Gross and Fringe Report ......................................................................................................................... 37


Query Pages


Absence Queries


NDU_AB_APPROVED_REQ_DT_RNG – Approved absence requests View absence requests that have been approved for a selected pay period or date range

NDU_AB_CAFR_COMP_ABS_10P_SCKLV – JobAlloc Comp Abs-SickLv 10 Yr View the amount of leave and value of that leave for each employee, with 10 years of service, in your department within the timeframe criteria that you enter

NDU_AB_CAFR_COMP_ABS_TOT_SCKLV – Job Alloc Comp Abs-Totl SickLv View amount of leave and the value of that leave for each employee in your department within the timeframe criteria that you enter


NDU_AB_CAFR_COMP_ABS_VACATION – Job Alloc Comp Abs-Total Vac View benefits service date, annual balance and the value of that balance

NDU_AB_NOT_ENROLLED – EEs not enrolled in AM View employees that have not been enrolled in Absence Management

NDU_AB_PERIOD_LV_ERN_ID – Display Prd Lv Ernd for EMPLID View leave earned for a selected pay period or date range


NDU_AB_PERIOD_LV_TKN_ID – Display Prd Lv Ernd for EMPLID View leave taken for a selected pay period or date range

NDU_AB_PRD_LV_BALS_DT_RNG – Display Prd Lv Bals for Dt Rng View leave earned, taken and adjusted for a selected pay period or date range

NDU_AB_UNAPPROVED_REQUESTS – Unapproved Absence Requests View leave requested, but not approved by the department(s) you have access to


NDU_AB_YTD_LV_BALS_DT_RNG – Display YTD Lv Bals for Dt Rng View year-to-date leave earned, taken and adjusted for a selected pay period or date range

NDU_AB_YTD_LV_BALS_NEG – Display Negative YTD Lv Bals View negative year-to-date leave balances for annual, sick, comp time and any dependent sick leave over 80 hours


Benefits Queries

NDU_BN_DEPT_LEAVE – EE leave by dept and type

NDU_BN_ LEAVE_NEG_VAC_SICK – Negative Leave for Vac & Sick

NDU_BN_ LEAVE_TKN_BY_ERNCD – List Empls Lv Tkn by Erncd

NDU_BN_ MIL_JURY_FNRL_LV – List Military, Jury & Fnrl Lv

The queries in the Benefits section were created before leave was handled by Time and Labor Absence Management (TLAB). Therefore, none of these queries will return correct information, if they return any information at all.


Commitment Accounting Queries

NDU_CA_GL_RECON – Gross/Frng to Reconcile to GL View gross/fringe amounts, per the criteria you enter, to be used to reconcile with the General Ledger


NDU_CA_GROSS_FRNG_TFUND_ACCPER – Gross/Frng TLFund by AccPeriod View the gross and fringe amount totals by accounting period and fund for pay period and department criteria you enter

NDU_CA_GROSS_FRNG_TOTL_FUND – Gross/Fringes Totals by Fund View the gross and fringe amount totals by fund for pay period and department criteria you enter


HR Queries


NDU_HR_ALPHALIST_BY_JOBCODE – Jobcode prompt dept query View basic HR information for all employees in the department(s) you have access to for the job codes and departments you specify

NDU_HR_ALPHA_LIST_FORDEPTS–Basic HR Data Listing View basic HR information for all employees in the department(s) you have access to as of the date you specify

NDU_HR_BLS_HIRED_EES – Hired EEs for an Eff Dt & Grd View employees hired per specified date or salary grade


NDU_HR_BLS_TERMINATING_EES – Termed EEs for an Eff Dt & Grd View employees terminated per specified date or salary grade

NDU_HR_CAMPUSADDRESSPHONEEMAIL – List EE Camp/Busn Cntct Info View all employees campus/business contact Information

NDU_HR_COMPNYSENIORITYDATE – List of EE Comp Seniority Date View seniority years and months of employees in the departments you have access to. This would be a good report to validate that the years of service for your employees is correct


NDU_HR_EELISTBYDEPT – List of EEs by Departments View employees by department and as of the date you specify

NDU_HR_EES_IN_POOLS – List of employees in pools View all active employees currently in pooled positions (8xxx, 9xxx and 2125xx)

NDU_HR_FACULTY_APPOINT – Faculty Appointment by BU/Dept View all active faculty and their tenue track information

Since we have no faculty in the Human Resources and Payroll office, it returned “No matching values were found”.


NDU_HR_HOME_ADDRESS – Home Add for Active EEs View home addresses for all active employees; it will show which employees have requested Data Privacy

NDU_HR_JOB_POS-COMPARISON – Compare Job Data & Position Data Compares the information that is in Position Data and Job Data. This would be a good way to verify that all Position Data changes had carried over to Job Data.

NDU_HR_ORG_PLUS_LIST – Active Positions & Emplids View employees, position numbers, dept number, job code, reports to position number and supervisor name, for all active positions and employees


NDU_HR_PROBATIONARY_EE – Employees on Probation View employees on probation per dates specified

NDU_HR_STD_HRS_40 – Empls w/Total StdHrs over 40 View employees who have standard hours entered over 40 per week.

As you can see, it returned “No matching values found”, we have no one with over 40 standard hours/week.

NDU_HR_TEN_ON_TRK_NOT_TEN_CHG – Empls On Track-Not Tentured View faculty that are on track to be tenured, but are not tenured yet.

As you can see, it returned “No matching values found”, we have no faculty in our department.


Payroll Queries

A_MULT_JOB_EE – ACA-EEs With Other Jobs This is a query you can run to see if one of your employees has a position in another department. We did not have anyone in our department like this, so I logged in with my University Access and reran it; just to get some data for you to see what it looks like.

NDU_PY_ADDL_PAY_FOR_EARN_CODE – Select Add’l Pay by Earnings Cd View additional pay for the earnings code you specify

NDU_PY_HOURS_WORKED – Summary by Emp for Hrs Wrkd View a summary by employees for all hours worked per specified criteria entered

Staff Overload


NDU_PY_HOURS_WORKED_DTL – Det Hrs Worked by Employees View detailed hours worked by employees per specified criteria entered

NDU_PY_HOURS_WORKED_SUM – Summary of Hours Worked View a summary of all hours worked per period and employee as specified, and other optional criteria entered


NDU_PY_REVERSED_PAYCHECKS – Reversed PayChecks View all paychecks that have been reversed for the pay period end dates you select


Time and Labor Queries

NDU_TL_EE_CLOCKED_IN_MULTI_JOB – Query for TL multiple jobs View employees that have more than one position that they are clocking in under

Unfortunately, we do not have any temporary positions in our department at this time, so it returns “No matching values were found” message.

NDU_TL_EE_UNAPPROVED_TIME – Find unapproved reported time View employees that have unapproved reported time


NDU_TL_MISS_PUNCH – EE missing in/out punch View employees that are missing either an in or out punch

NDU_TL_QRY_TRC_COMBO_CD_OVRRD – Search for employees by differ View employees that have overriden combo codes and whether the time has been approved or not


Payroll Reports

HE Pay Register 2 This report is your Payroll Register (Proof) This report is available to departments to review their payroll, prior to the final calculation (during the time entry period). Department personnel are strongly encouraged to review a proof before the 6:00 p.m. deadline for time entry. Any discrepancies found after that time should be reported immediately to Payroll.

Department personnel with DEPT_ADMIN access in HRMS will be able to view and/or print the HE Pay Register 2 (Proof) for their department: Follow the navigation above to get to the run control page for this report. If you have accessed this page previously, please enter the Run Control ID you have created and click the search button. If you have never accessed this page before, you will need to click on the Add A New Value tab. The following page will appear: Enter a Run Control ID of your choice, there can be no spaces or punctuation in the Run Control ID. The recommended Run Control value to enter: HEPayRegister2. Click the Add button.


The run control page will look like this:

This report can be run back to January, 2005. The following screen appears:

Fill in and check on-cycle to see everyone in your department. *Optional Enter the Pay Run ID. This value is NDS followed by the ending date of the pay period (YYMMDD) for which you are requesting the Payroll Register. For Example: To access a payroll register for pay period ending July 15, 2018, you would enter the following: NDS180715. For the Payroll Register for pay period ending October 15, 2017, you would enter: NDS171015. Click off the check box for All HR Unit. This will open up the next two boxes for your input. Specify HR Unit: NDSU1 DeptID: Enter your department number Payroll Cycle: Click the ‘On Cycle’ button ∗ Multiple Pay Group Parameters: Used if you would like to limit the report to only being a certain pay group. Company is ‘NDS’. Pay Group is either ‘NDB’ ‘NDC’ ‘NDN’.


NDB – Salaried employees including 12 month benefitted, Grad students, and Part-Time Academic Staff. NDC – Less than 12 month benefitted faculty. NDN – Hourly Employees: Work on an hourly, timeslip basis. Sort Options: Primary Sort: ‘Pay Group’. Secondary Sort: ‘Employee Name’. If you were requesting the July 15, 2018 Payroll Register for department 3140, the screen would look like this:

The magnifying glasses next to each box can be used to search for appropriate values, if you do not know what they are. Only the left side of the screen needs to be completed. Click Save. Click Run.


The following screen appears:

Verify the following: •the Server Name is PSNT •the HE Pay Register 2 box is checked •Type is Web •Format is PDF Click OK The following screen appears:

Click on the Process Monitor hyperlink.



If Success does not appear immediately under the Run Status (located under the dark blue bar in the middle of the screen), Click on Refresh periodically until the Run Status is Success and Distribution Status is Posted. The screen will not update status, unless you click the Refresh button. When Success and Posted appears, Click on the Details hyperlink, located to the right of the word Posted (immediately below the dark blue bar). The following screen appears:

Click on the View Log/Trace hyperlink.



You must have Adobe Acrobat Reader on your computer to view this report. Click on the top file name that ends with a .PDF extension to view the report. A report will appear containing the data for your department for the selected pay period.


This report may be viewed on line or printed. Unless you need a printed copy, you do not need to print this report for future reference. This report will be available for you to recreate through this process any time in the future. In the future, a decision may be made to purge certain records after a specified number of years. If this decision is made, you will be notified as to the length of time these reports will be available. After you have viewed or printed the report, click on the red X box in the top right corner of your screen. This closes the document and returns you to the Process Detail screen. Click Return. This returns you to the Process Detail page. Click Ok. This returns you to the Process Monitor page. Click on the hyperlink at the bottom of the screen that says Go Back to HE Pay Register 2. This will return you to your starting screen.


HE Actuals Report (Salary/Fringe Report)

The HE Actuals Report can be used to view the distribution of salary data. The report lists the funding sources and accounts for salary and fringe expenses charged for a department. This report is first available on-line two business days before the current payday. It can be run at any time for previous pay periods back to January, 2005. Department personnel with DEPT_ADMIN access in HRMS will be able to view and/or print the HE Actuals Report for their department. Follow the navigation above to get to the Run Control Page for this report. The Run Control Page will look like this:


If you have accessed this page previously, please enter the Run Control ID you have created and click the Search button. If you have never accessed this page before, you will need to click on the Add a New Value tab. The following page will appear:

Enter a Run Control ID of your choice. Recommended Run Control value to enter: HEActuals.

Click the Add button.



Enter the Pay Run ID. The Pay Run ID is NDS followed by the ending date of the pay period (YYMMDD) for which you are requesting the Actuals Report. The year is the calendar year, not the fiscal year. For Example: To access an Actuals Report for pay period ending June 30, 2018, you would enter the following: NDS180630. For the Actuals Report for pay period ending October 15, 2015, you would enter: NDS151015. SetID: NDSU1 Department: Enter your department number If you were requesting the June 30, 2018 Actuals Report for department 3140, the screen would look like this:


The magnifying glasses next to each box can be used to search for appropriate values. Click Save. Click Run. The following screen appears:

Verify the following: •The Server Name is PSNT •The HE Actuals Report box is checked •Type is Web •Format is PDF Click OK.



Click on the Process Monitor hyperlink. The following screen appears:

If Success does not appear immediately under the Run Status (located under the dark blue bar in the middle of the screen), Click on Refresh periodically until the Run Status is Success and Distribution Status is Posted. The screen will not update status, unless you click the Refresh button. When Success and Posted appears, click on the Details hyperlink, located to the right of the word Posted (immediately below the dark blue bar).



Click on the View Log/Trace hyperlink – located in the bottom right hand corner. The following screen appears:


You must have Adobe Acrobat Reader on your computer to view this report. Click on the middle file name that ends with a .PDF extension to view the report. A report will appear containing the data for your department for the selected pay period. This report may be viewed on line or printed. Unless you need a printed copy, you do not need to print this report for future reference. This report will be available for you to recreate through this process any time in the future. After you have viewed or printed the report, click on the red X box in the top right corner of your screen. This closes the document and returns you to the Process Detail screen. Click Return. This returns you to the Process Details page. Click Ok. This returns you to the Process Monitor page. Click on the Go Back to HE Actuals Report hyperlink. This will return you to your starting screen. An HE Actuals Job Aid can also be found on the Budget Office website under Resources and Job Aids.


Gross and Fringe Report

The Gross & Fringe Report can be used to view the distribution of salary data. The report is run to verify wages, deductions, and taxes paid to employees and the funding sources that were charged. Retroactive distributions will appear on the report during the pay period they were processed. This report is available for the current pay period the day before payday. Previous pay periods are always available. If you have accessed this page previously, please enter the Run Control ID you have created and click the Search button. If you have never accessed this page before, you will need to click on the Add A New Value tab. Enter a Run Control ID of your choice. Recommended Run Control value to enter: GrossFringe.

Click the Add button.




Language: English Fiscal Year: 2018 Accounting Period: The Fiscal year starts in July with Accounting Period 1 = July, 2 = August, etc. Uncheck: All Company and Paygroup Company: NDS Uncheck: All Department Set ID: NDSU1 Department: Enter your dept number Funding Sources: You can either select All Funding Sources , or type in a specific Combination Code that you want to see. Projects: You can either select All Projects, or type in a specific Project/Grant Report Options: Column Definition Code: HEID1, Detail Report Sort Options: Secondary Sort Sequence: (choose from drop down) Detail Report Sequence: (choose from drop down)


Click Save. Select Run.


Verify the following: •The Server Name is PSNT •The Gross & Fringe Report box is checked •Type is Web •Format is PDF Click OK. The following screen appears:

Click on the Process Monitor hyperlink. The following page appears:


If Success does not appear immediately under the Run Status (located under the dark blue bar in the middle of the screen), Click on Refresh periodically until the Run Status is Success and Distribution Status is Posted. The screen will not update status, unless you click the Refresh button. When Success and Posted appears, click on the Details hyperlink, located to the right of the word Posted. The following screen appears:

Click on the View Log/Trace hyperlink. The following page appears:


You must have Adobe Acrobat on your computer to view this report (Adobe Acrobat can be downloaded free from the internet). Click on the file name that ends with a .PDF extension to view the report. A report will appear containing the data for your department for the selected pay period. This report may be viewed on line or printed. After you have viewed or printed the report, click on the red X box in the top right corner of your screen. This closes the document and returns you to the Process Detail screen.

Click Return. This returns you to the Process Detail page. Click Ok. This returns you to the Process Monitor page. A Gross & Fringe Report Job Aid can also be found on the Budget Office website under Resources and Job Aids. Click on the hyperlink at the bottom of the screen that says Go Back to Gross and Fringe Report. This will return you to your starting screen.

Documents

PeopleSoft HRMS Departmental Query/Report Reference Guide€¦ · Human Resources and Payroll Office July, 2018 . North Dakota State University. PeopleSoft HRMS Departmental Query/Report