D
ISTRIBUTION BY
A
CCOUNT
BY
P
AY
P
ERIOD
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
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.
Step Action Complete these fields With Distribution Inquiry Type
Use the drop down box and select By Pay Period.
Pay End Date (From/To)
The ‘From and To’ dates you want your search to begin and end. (Required)
Ledger The single digit Ledger Number. (Required)
Class The single digit Class Number. (Required)
Department Enter the 6-digit Department number. (Required)
From Fund The beginning Fund Number (if inclusive); otherwise the Fund Number on which you want the search to start. (Optional)
To Fund 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.
From Budget Enter the Budget Code on which you want your search to begin. (Required)
3
To Budget The Budget Code on which you want your search to end. 4 Click the Search button.
Did your search give you:
Then:
Results Use the scroll bars to review all of the fields. 5
A message stating: No matching values are found
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.
Field 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.
Field Description
Distribution Inquiry Type
Displays the Inquiry report selected on the search page.
Return to Search button
Returns the user to the search page.
Pay End Date (From/To)
The 'From' and 'To' dates you want your search to begin and end – in format of MM/DD/YYYY.
Ledger The Ledger Number.
Class The Class Number.
‘Detail View Button’ or
‘Summary View’ Button
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.
Department The six-digit Department number.
From Fund The beginning Fund Number (if inclusive). Otherwise, the Fund Number on which you want the search to start.
Field Description
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 The Budget Code on which you want your search to begin.
To Budget The Budget Code on which you want your search to end.
Earnings 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.)
Annuity 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.)
Soc Sec 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.)
Other Allow 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 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.)
Total Distr Earnings +Annuity + Social Security + Other
Allowances + Dependent Tuition = Total Distribution. (This total is hidden on the above screen print for documentation purposes.)
Field 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.
Field Description
Name Name of the employee or non-employee in format Last Name, First Name and Middle Initial.
Pay Grp 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.
Field Description
DeptID Six-digit department number against which the distribution was expensed.
Pay End Date
The ending date of the pay period in format MM/DD/YYYY.
Earn 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 the entire list of earnings codes.
Earnings Acct Cd
The account the distribution pay is expensed against.
Earnings Gross Earnings
Annuity Amount of charges for Annuity expensed on this account for the specified pay period dates.
Soc Sec Amount of charges for Social Security expensed on this account for the specified pay period(s).
Field Description
Other Allow
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 non-dependent tuition.
Dep Tuition Amount of charges for Dependent Tuition expensed on this account for
the specified pay period dates.
Total Distribution
Total Distribution for the specified pay period. (Earnings +Annuity + Social Security + Other Allowances + Dependent Tuition = Total Distribution).
Cost xfer No
The cost transfer identification number.
Manual Check Reason
Additional fields display when the Detail View button is used. The table below will describe each field located below the Distribution Detail bar.
Field Description
Name Name of the employee or non-employee in format Last Name, First Name and Middle Initial.
Pay Grp 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 The individual’s HRMS identification number.
Empl Rcd The empl record number of the person’s job against which pay is expensed.
DeptID Six-digit department number against which the distribution was expensed.
Fiscal Year Four -digit Fiscal year of the distribution.
Acctg Date Date the expense becomes a transaction in the FIS system (the pay date) in format MM/DD/YYYY.
Pay End Date
The ending date of the pay period for which the distribution is issued in format MM/DD/YYYY.
Field Description
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
The account the distribution pay is expensed against.
Earnings Gross Earnings
Annuity Amount of charges for Annuity expensed on this account for the specified pay period dates.
Supl Ret Annuity
Amount of charges for Supplement Retirement Annuity (for the highly compensated employees) expensed on this account for the specified pay period dates.
Soc Sec Amount of charges for Social Security expensed on this account for the specified pay period dates.
Field Description
Other Allow
Amount of charges for Other Allowances expensed on this account for the specified pay period dates.
Dep Tuition 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
Distribution Account used for Annuity for the specified pay period(s).
Supl Ret Acct
Distribution Account used for Supplement Retirement for the specified pay period(s).
Soc Sec Acct
Distribution Account used for Social Security for the specified pay period(s).
Other Allow Acct
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.
Dep Tuitn Acct
Distribution Account used for Dependent Tuition for the specified pay period(s). Dist Adj Type 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. )
Field Description
Dist Adj Type
Check and Advice Check Reversal Cost Transfer
Cost Transfer Reversal Check
Journal Manual Check
Cost xfer No
The cost transfer identification number.
Check Dt Date displayed on the payroll check in format MM/DD/YYYY.
Manual Check Reason
