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UAFR - Payroll Reports Guide

Payroll Reports Guide

Log on to Mobius View and View the Reports

Mobius View is an application that replicates the static month-end reports and allows you to quickly access copies of month-end reports that are ready to print or download. These reports are indexed by Organization code. Because they are static, the response time to view them is minimal, as the data has previously been retrieved and formatted. However, you will not have the option to further refine or expand the report using other parameters.

Unit personnel requiring access to the various Payroll by Person reports must request the following from their Unit Security Contact (USC):

Module: Reports – HR-Pay
Increment: Departmental Mobius View Reports
Profile: Labor Distribution Reports

The Payroll Expense by Person Reports

The Payroll Expense by Person reports lists payroll labor distributions by Account code and allow units to view details that correspond to the charges posted to their departmental C-FOAPALs in Banner. There are two different Payroll Expense by Person reports available based on timeframes: Pay Period and Month End. The Pay Period Statement runs after each bi-weekly and monthly payroll calculation and is available in Mobius View three days before the pay date.

Each report contains all payroll activity since the previous pay period report, including original pay, adjustments, and redistributions (earnings transfers). By reviewing the Pay Period statement, units can verify if employees will be paid properly. The Month End statement runs after each Finance month-end closing. It includes all the payroll activity that posted to Finance during that particular month. Units may use these reports to reconcile labor distributions on their C-FOAPALs and to assist in the management of departmental funds.

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Report ID	Report Name
HRPAY00104	Payroll Expense by Person Pay Period
HRPAY00103	Payroll Expense by Person Month End

Accessing the Payroll Expense by Person Reports with Mobius View

Go to the following URL: Mobius View
Enter your Username and password.
Click the Login button.
Click the file folder icon on the left side. This opens the reports available to your ID.
NOTE: The top-level display shows all your available report folders. If you do not see the report you are looking for, check the Content Classes folder.
Select HRPAY00103 (Payroll Expense by Person Month End) or HRPAY00104 (Payroll Expense by Person Pay Period).
Click the report folder you would like to view. A list of sections organized by Organization code and Chart will display.
Click the folder with the appropriate Organization code. The Payroll Expense by Person report will display in the left pane of the window.
NOTE: You can expand the report size or enter full-screen mode by clicking the Full Screen or Expand icons in the top right corner.

NOTE: Mobius View times out after one hour of inactivity.

Searching for Reports in Mobius View (or Using the Search Function to Locate Reports)

To Search For a Specific report: Enter search criteria in the Jump to folder field to quickly search for a specific report folder, report ID, and/or report section. You can also click the Search icon on the left side to create and save a search.

To Search Within a Report: Use the Find field in the top right corner to search for information within a report.

NOTE: Remember to look in the heading of the report to make sure that the criteria of the report matches what you need (such as date range, Organization, etc.).

Report Output

Field Definitions for the Payroll Expense by Person Pay Period Report

caption
Field Name	Definition
Fiscal Year	Fiscal year of report run.
Pay Year	Calendar year of report run.
Pay ID	BW (Bi-weekly) or MN (Monthly).
Pay No	A number issued to uniquely identify a period within a calendar year.
Chart	Identifies University or major accounting entity. 1 = Urbana- Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices.
Organization	Identifies functional reporting units.

caption
Field Name	Definition
Fund	Identifies a source of revenue.
Program	Identifies NACUBO function.
Status Indicator for Fund, Org, and Program	“A” indicates code is active.
Grant Code	User-defined or system-assigned grant identification code.
Grant Start Date	The start of the grant’s fiscal timeline.
Grant End Date	The end of the grant’s fiscal timeline.
Financial Manager	The people with fiscal responsibility for the organization.
Principal Investigator	The person responsible for the sponsored project award as specified in the award documents. Fund, Organization, and Program segments can have principal investigators.
Account	Designates asset, liability, equity, revenue, expenditure, & transfers.
Name	Employee’s name.
UIN	University Identification Number.
EC	Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals.
Posn	Position. An approved slot that a unit holds.
Posn Suff	Position Suffix. This field indicates whether there is more than one job for the selected position number.
Pay Cat	Pay Category. A = Gross Pay. D = Fringe Expense.
Pay Seq	Pay Sequence. Numbers that uniquely identify pay events; any transaction applied to a pay event is assigned a sequence number. The original pay event is zero (0).
FTE	FTE is the Full-Time Equivalent value.
Pay Period Code	Pay Year, Pay ID and Pay No.
Pay Period Begin Dt	Beginning date of pay period.
Pay Period End Dt	Ending date of pay period.
Hours	Hours paid.
Fringe Rate	Rate of fringe expense calculation.
Amount	Expense amount.
Doc Num	Banner document number.
Activity	Activity code.
Location	Location code.
Sub Total	A calculation of the total transactions for each Account code.
Total Personnel Expense	The total of all Account codes.

Field Definitions for the Payroll Expense by Person Month End

Caption
Field Name	Definition
Fiscal Year	Fiscal year of report run.
Period	Fiscal Period
Chart	Identifies University or major accounting entity. 1 = Urbana- Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices.
Organization	Identifies functional reporting units.
Fund	Identifies a source of revenue.
Program	Identifies NACUBO function.
Grant Code	User-defined or system-assigned grant identification code.
Grant Start Date	The beginning of the grant’s fiscal timeline.
Grant End Date	The end of the grant’s fiscal timeline.
Financial Manager	The person with fiscal responsibility for the organization.
Principal Investigator	The person specified in award documents as responsible for a sponsored project. Fund, Org, and Program segments can have principal investigators.
Account	Designates asset, liability, equity, revenue, expenditure, and transfers.
Name	Employee’s name.
UIN	University Identification Number.
EC	Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals.
Posn	Position. An approved slot that a unit holds.
Posn Suff	Position Suffix. This field indicates whether there is more than one job for the selected position number.
Pay Cat	Pay Category. A=Gross Pay. D=Fringe Expense.
Pay Seq	Numbers that uniquely identify pay events; any transaction applied to a pay event is assigned a sequence number. The original pay event is zero (0).
FTE	FTE is the Full-Time Equivalent value.
Pay Period Code	Pay Year, Pay ID and Pay No.
Pay Period Begin Dt	Beginning date of pay period.
Pay Period End Dt	Ending date of pay period.
Hours	Hours paid.
Fringe Rate	Rate of fringe expense calculation.

Caption
Field Name	Definition
Amount	Expense amount.
Doc Num	Banner document number.
Activity	Activity code corresponding to the encumbrance document.
Sub Total	A calculation of the total transactions for each Account code.
Total Personnel Expense	The total of all Account codes.

The Payroll Encumbrance by Person Reports

The Payroll Encumbrance by Person reports is organized by C-FOAPAL and lists the remaining labor encumbrances by employee as of the date the report is run. The report is run after each bi- weekly and monthly payroll calculation and is also run as a monthly report after the successful close of each month in Finance. Units may use these reports to reconcile open labor encumbrances on their C-FOAPALs and to assist in the management of departmental funds.

Caption
Report ID	Report Name
HRPAY00098	Payroll Encumbrance by Person Pay Period
HRPAY00102	Payroll Encumbrance by Person Month End

Accessing the Payroll Encumbrance by Person Reports with Mobius View

Go to the following URL: Mobius View.
Enter your Username and password.
Click the Login button.
Click the file folder icon on the left side. This opens the reports available to your ID.
NOTE: The top-level display shows all your available report folders. If you do not see the report you are looking for, check the Content Classes folder.
Select HRPAY00098 (Payroll Encumbrance by Person Pay Period) or HRPAY00102 (Payroll Encumbrance by Person Month End).
Click the report folder you would like to view. A list of sections organized by Organization code and Chart will display.
Click the folder with the appropriate Org code. The Payroll Encumbrance by Person report will display in the left pane of the window.
NOTE: You can expand the report size or enter full-screen mode by clicking the Full Screen or Expand icons in the top right corner

NOTE: Mobius View times out after one hour of inactivity.

Searching for Reports in Mobius View (or Using the Search Function to Locate Reports)

To Search for a Specific Report: Enter search criteria in the Jump to folder field to quickly search for a specific report folder, report ID, and/or report section. You can also click the Search icon on the left side to create and save a search.

To Search Within a Report: Use the Find field in the top right corner to search for information within a report.

NOTE: Remember to look in the heading of the report to make sure that the criteria of the report matches what you need (such as date range, Organization, etc.).

Viewing the Report Output

Field Definitions for the Payroll Encumbrance by Person Report

Caption
Field Name	Definition
Fiscal Year	Fiscal year of report run.
As of Date (Pay Period Version)	The date that the report is run. The pay period report is run after each biweekly and monthly payroll calculation. The monthly report is run after the successful close of each month in Finance.
Period (Month End Version)	Fiscal Period
Chart	Identifies University or major accounting entity. 1 = Urbana- Champaign, 2 = Chicago, 4 = Springfield, 9 = System Offices.
Organization	Identifies functional reporting units.
Fund	Identifies a source of revenue.
Program	Identifies NACUBO function.
Project Start Dt	The beginning of the grant’s fiscal timeline.
Project End Dt	The ending of the grant’s fiscal timeline.
Budget Start Dt	The beginning of the obligated funding period.
Budget End Dt	The ending of the obligated funding period.
Fund Term Dt	The last date the fund code is no longer usable.
Grant Code	User-defined or system-assigned grant identification code.
Financial Manager	The person with fiscal responsibility for the organization.
Principal Investigator	The person responsible for the sponsored project award as specified in the award documents.
Account	Designates asset, liability, equity, revenue, expenditure, and transfers.
Name	Employee’s name.
UIN	University Identification Number.
EC	Employee class. Employee grouping based on shared attributes, such as benefits and leave accruals.
Posn	An approved slot that a unit holds.
Posn Suff	This field indicates whether there is more than one job for the selected position number.
Appt Begin	Beginning date of the appointment.
Appt End Dt	Ending date of the appointment.
Encumb Num	Encumbrance document number.
Encumb Item	The number of an item in an encumbrance document.
Encumb Seq	Sequence number of a transaction within a Banner document.

Caption
Field Name	Definition
Rate	Rate of pay per pay period.
% Time	Appointment percentage.
Remaining Encumb	Remaining balance for the encumbrance. The sum is calculated including the sign.
Activity	Activity code corresponding to the encumbrance document.
Location	Location code corresponding to the encumbrance document.
Sub Total	A calculation of the total transactions for each Account code.
Total Personnel Encumbrances	The total of all Account codes.

Additional Resources for These Reports

This job aid is compiled from the participant guide for the OBFS training course Retrieving General Ledger Reports. If you wish to expand your skills with more information about these finance reports, you may register for this course at:

Training Registration

It may be helpful also to take the following training courses, which are considered prerequisites for the course:

Keywords:

Mobius View, Payroll expense, Payroll encumbrance, Reconciliation process

Doc ID:

120109

Owned by:

Learning Systems Support in UI Training and Development Resources

Created:

2022-08-01

Updated:

2024-02-02

Sites:

University of Illinois Training and Development Resources

Clean URL:

https://answers.uillinois.edu/training/uafr-payroll-reports-guide

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