Payroll Details and Budget Report

Owned by Corrine Krauss
Last updated: Oct 06, 2023
14 min read

Table of Contents

Properties

Report Name

Payroll Details and Budget Report

Summary

This report contains both summary and detailed information about salary budgets, payroll actual expense and payroll commitments

Audience(s)

Financial Administrators at various levels

Workspace(s)

Finance - Reports

App

Finance - Campus Reports

  • App Audience(s)

    • Department Administration

Data Security

Individuals with access to HR/Scholarship details in Unit4 on a given work order will have access to see that work order in this dashboard

Policy 46 Data Classification

Confidential

Updated

25-Aug-23

Status

published

Report Description

This report contains both summary and detailed information about salary budgets, payroll actual expense and payroll commitments.

The salary budget reporting provides budget information by position for operating fund, complement positions.

The payroll position actuals information provides detailed information of the payroll expense in Workday by account attribute (Account, Work order, Activity and Student Type), broken down by employee per month.

The payroll position commitments information provides detailed information of the payroll commitments in Workday by account attribute (Account, Work order, Activity and Student Type), broken down by employee per month.

Data Security

This report is subject to the reporting access data control hierarchy used in Unit4. An individual’s position in the data control hierarchy, as well as the level of access (HR/Scholarship details or not) will determine how much or how little information will be returned when viewing this report.

Department Administrators have any role classification at the org unit level and above.

Report Contents

Filter Pane

 

  • Filters can exist for a single visual (visible when that visual is selected, unless filters are specifically hidden), for the whole page, and for all pages.

    • The main pages in this report have page level filters activated, allowing the viewer to filter all elements on a page according to the desired criteria. These are available without having to click into specific visuals.

    • Most visual level filters are hidden, as the fields contained within them are available to filter at the page level.

  • Additional filters may be relevant based on the visualization that is active at a point in time.

Help Buttons

The info buttons are available on many of the pages in the report and include links to:

  • 1) Power BI Report Instructions

    • On the landing page this directs to an instruction page in the report that gives high level guidance on the use and navigation of Power BI Reports.

  • 2) The UW BI Notification App - a place for Finance to publish updates or information about service outages.

  • 3) Guidance and Instruction Documentation - a link to this Confluence page instructions for the report.

  • 4) Report an Issue in Jira - a link to submit a ticket to Finance about an issue with the report.

  • 5) Provide feedback on this report - a link to a Microsoft Form to submit feedback about the report.

Landing Page

  • The landing page is the first page of the dashboard which directs the user to:

1) Salary Actuals & Commitments Charts

  • These buttons direct to a page with salary actuals and commitment data displayed in a bar chart (by Org Unit & Cost Centre) with an accompanying table displaying the breakdown by account.

  • From this page the user can drill through to Salary Actuals & Commitments by Month for a selected Org Unit or Cost Centre.

2) Detailed Salary Reporting

3) Position Budget & Budget Decomposition

  • These buttons direct to detailed information on budget.

    • Position Budget

      • A matrix that shows budget broken down by an organizational hierarchy: Org Unit > Cost Centre > Position & Employee.

    • Budget Decomposition

      • A visual illustration of the budget decomposition starting at the department level (based on the access of the individual in the workspace), working down to the org unit, cost centre, and position/employee.

4) Fiscal Year Slicer

  • The user can choose a Fiscal Year to view information for. This selection will impact all pages in the report and can be adjusted on any of the main pages.

5) Terms of Use

  • This button directs to a report page with the terms of use for this report as well as data context and caveats.

6) Help Buttons

 

Position Budget Data

1) Position Budget Continuity Matrix

  • The rows of this matrix are sorted in a hierarchy of Org Unit, Cost Centre (Work Order/Activity) and Position number/Position name/Current incumbent (name and employee ID). It includes the listing of operating fund complement positions and their budget.

  • Columns in this table include:

    • FTE of the position, reflecting by line the portion that is allocated to the cost centre

    • Opening budget at the beginning of the fiscal year

    • May 1 salary increase in the current fiscal year

    • Other position amendments impacting the salary budget in the current fiscal year (such as change in incumbent)

Note: FTE for unfilled positions in this table is 0 (blank) as the FTE is derived from the worker record.

  • With a left-click on a row, the Position Budget by Org Unit and Account (4) visual and the Position Budget by Status (3) visual will highlight the data associated with the selection.

  • Also, a left-click on any row will light up the Drill Through Button (2) to the bottom right of the matrix. Clicking on the button will drill through to Budgeted Positions by Org Unit & Cost Centre, which provides some additional details for each position.

2) Drill Through Button

  • Lights up when a selection is made in the Position Budget Continuity Matrix (1), enabling a drill through to Budgeted Positions by Org Unit & Cost Centre.

  • The drill through is based on the Org Unit and Cost Centre that the current selection belongs to.

    • if an Org Unit row is selected the drill through will show all position budget information for that Org Unit

    • If a Cost Centre or position/employee is selected, the drill through page will contain details regarding all positions in the selected Cost Centre or the Cost Centre that position/employee belongs to.

3) Position Budget by Status

  • This card shows the dollar amount of budget associated with the status of the position including:

    • Filled - The position has a current worker in it.

    • Open - The position is vacant and does not have a current worker in it.  In general, it is available for hire.  This status does include positions that are currently vacant but have a future confirmed fill date (as detailed in the position-worker field).

    • Frozen - The position is vacant but not available for hire because it is held by the previous incumbent who is currently on secondment or other temporary reassignment.

    • Closed - The position is no longer available to be filled and budget will be removed.

  • With a left-click on a status, the Position Budget by Org Unit and Account (4) visual will highlight the data associated with the selection.  The Position Budget Continuity Matrix (1) will filter to show the data associated with the selection.

  • Hovering over the visual will make interaction menu appear.  Hovering over the question mark icon in the interaction menu will make the status tooltip appear providing the definitions for each status:

4) Position Budget by Org Unit and Account

  • These stacked bar graph bars show the total budget by org unit, with each segment of the bar representing the amount of budget by a specific account.

  • With a left-click on an account in the legend or a segment of the bar graph the Position Budget by Status (3) visual and Position Budget Continuity Matrix (1) will be filtered for the data associated with the selection.

5) Fiscal Year Slicer

  • The user can change the Fiscal Year selection by using this dropdown slicer. This selection will impact all pages in the report and can be adjusted on any of the main pages.

6) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

7) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

8) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

9) Help Buttons

Budgeted Positions by Org Unit & Cost Centre (Drill through)

1) Org Unit/Cost Centre Banner

  • The card at the top of the drill through page includes the Org Unit, Cost Centre (if one was selected in the drill through) and the fiscal year, for which information is shown in the table below.

2) Budgeted Positions Table

  • This table shows a list of the positions in Workday for the Org Unit or Cost Centre selected in the drill through. 

Note that if you drill through on anything but the upper department level, you may only see positions in a specific cost centre.

3) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

Budget Decomposition View

1) Decomposition Expansion

  • This visual illustrates the decomposition of position budget starting at the department level (based on the access of the individual in the workspace), working down to the org unit, cost centre, and position/employee.  To drill down through the hierarchy, click on the bar of interest and it will then expand the next level in the hierarchy.

  • Click on the left-most Position Budget bar to collapse back down.

2) Fiscal Year Slicer

  • The user can change the Fiscal Year selection by using this dropdown slicer. This selection will impact all pages in the report and can be adjusted on any of the main pages.

3) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

4) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

Payroll - Salary Actuals & Commitment Data

  • This page shows data at a summary level for payroll salary actuals for the selected year or remaining commitments for the current fiscal year.

1) Commitments/Salary Actuals View Selector

  • These buttons control what payroll information the user is currently viewing, either Commitments or Salary Actuals in the Charts (2 & 5) below.

  • By default, the view will be set to whatever button was clicked on the Landing Page.

    • The button with a dark background shows the currently selected view.

  • The user can change the view by clicking on the desired button.

2) Salary Actuals or Commitments by Org Unit (Drill Down to View Cost Centre)

  • This bar graph shows the payroll commitments by org unit, with the ability to drill down to the cost centre level.

    • Drill Down by right-clicking on a specific org unit bar, or by using the header icons at the top right of the chart to drill down for all org units.

    • Hovering on the question mark icon in the chart header will bring up more information on drilling.

  • Left-clicking on an individual org unit bar will filter the related data in the Table (5). It will also light up the Drill through Button (3) at the bottom right of the chart, enabling drill through to Salary or Commitments by Month for the selected Org Unit or Cost Centre, depending on the information currently displayed.

3) Drill through Button

  • When a bar is selected in the Chart (2) above, this button will light up. Clicking on it will take the user to Salary or Commitments by Month for the selected Org Unit or Cost Centre, depending on the information currently displayed.

    • The text in the button will change to reflect the information currently displayed.

4) Department Slicer

  • At the top right of the page, if you have access to more than one department, you can select individual or multiple departments to review by clicking in the dropdown slicer.

    • Use Ctrl+click to select more than one.

5) Salary Actuals or Commitments by Account

  • This table shows the payroll salary actuals or commitments and their percentage of the total by general ledger account (e.g. amount for “Salary Faculty FT, Salary Staff FT, Casuals etc.).

  • Left-clicking on one account in the table will highlight the related data in the Bar Chart (2).

6) Fiscal Year Slicer

  • The user can change the Fiscal Year selection by using this dropdown slicer. This selection will impact all pages in the report and can be adjusted on any of the main pages.

7) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

8) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

9) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

10) Help Buttons

Salary Actuals or Commitments by Month (Drill through)

1) Org Unit/Cost Centre Banner

  • The card at the top of the drill through page includes the Org Unit, Cost Centre (if one was selected in the drill through) and the fiscal year, for which information is shown in the table below.

2) Salary Actuals or Commitments Matrix

  • This matrix shows all salary actuals or commitments at the worker level for the selected org unit or cost centre, grouped by cost centre, and account.  Salary actuals or commitments are broken out across individual periods remaining in the year.

  • Users can expand or collapse rows using the plus and minus icons (cost centre > accounts > individual employee names).

3) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

Detailed Salary Reporting

  • The reports/pages in this section have migrated to Power BI from MSBI reporting. They show varying information relating to Salary Actuals and/or Commitments.

Salary and Benefits Expenses by Fiscal Year

1) Slicer Panel

  • These slicers control the information that is displayed in the Matrix (2) below.

    • To view information in the matrix an Org Unit, Work Order or Employee must be Selected.

      • This is to avoid issues of poor report performance due to loading large amounts of data.

    • “Clear all slicers” button will reset any selections made in all of the slicers.

2) Salary and Benefits Matrix

  • This matrix shows detailed salary and benefit information broken down in the rows by Org Unit > Cost Centre > Account > Employee (ID & Name), and in the columns by Fiscal Year and Month.

  • Users can expand or collapse rows using the plus and minus icons.

  • Other drilling options are available via right-clicking on a selection, or using the headers that appear in the top right when hovering over the table.

    • Hovering on the question mark icon in the header will bring up more information on drilling action.

3) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

4) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

5) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

6) Help Buttons

Salary Commitments by Fiscal Year

1) Slicer Panel

  • These slicers control the information that is displayed in the Matrix (2) below.

    • To view information in the matrix an Org Unit, Work Order or Employee must be Selected.

      • This is to avoid issues of poor report performance due to loading large amounts of data.

    • “Clear all slicers” button will reset any selections made in all of the slicers.

2) Commitments Matrix

  • This matrix shows detailed remaining commitments information broken down in the rows by Org Unit > Cost Centre > Account > Employee (ID & Name), and in the columns by Fiscal Year and Month.

  • Users can expand or collapse rows using the plus and minus icons.

  • Other drilling options are available via right-clicking on a selection, or using the headers that appear in the top right when hovering over the table.

    • Hovering on the question mark icon in the header will bring up more information on drilling action.

3) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

4) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

5) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

6) Help Buttons

Combined Salary Expenses and Commitments by Fiscal Year

1) Slicer Panel

  • These slicers control the information that is displayed in the Matrix (2) below.

    • To view information in the matrix an Org Unit, Work Order or Employee must be Selected.

      • This is to avoid issues of poor report performance due to loading large amounts of data.

    • “Clear all slicers” button will reset any selections made in all of the slicers.

2) Salary and Commitments Matrix

  • This matrix shows detailed salary and remaining commitments information broken down in the rows by Org Unit > Cost Centre > Account > Employee (ID & Name), and in the columns by Fiscal Year and Month.

  • Users can expand or collapse rows using the plus and minus icons.

  • Other drilling options are available via right-clicking on a selection, or using the headers that appear in the top right when hovering over the table.

    • Hovering on the question mark icon in the header will bring up more information on drilling action.

3) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

4) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

5) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

6) Help Buttons

Salary and Benefits Expenses - Data

1) Slicer Panel

  • These slicers control the information that is displayed in the Matrix (2) below.

    • To view information in the matrix an Org Unit AND Work Order must be Selected.

      • This is to avoid issues of poor report performance due to loading large amounts of data.

    • “Clear all slicers” button will reset any selections made in all of the slicers.

2) Salary Data Table

  • This table shows monthly salary for employees and many additional details/fields associated with the salary transaction.

3) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

4) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

5) Help Buttons

Benefits Summary by Components

1) Slicer Panel

  • These slicers control the information that is displayed in the Matrix (2) below.

    • To view information in the matrix an Org Unit, Work Order or Employee must be Selected.

      • This is to avoid issues of poor report performance due to loading large amounts of data.

    • “Clear all slicers” button will reset any selections made in all of the slicers.

2) Benefits Matrix

  • This matrix shows benefits information broken down in the rows by Month > Org Unit > Cost Centre > Account > Employee (ID & Name), and in the columns by Benefits Code.

  • Users can expand or collapse rows using the plus and minus icons.

  • Other drilling options are available via right-clicking on a selection, or using the headers that appear in the top right when hovering over the table.

    • Hovering on the question mark icon in the header will bring up more information on drilling action.

3) Code Description Card

  • Clicking on a benefits code column in the matrix will populate this card, showing the full code description if it is available.

4) Report Info Button

  • Hovering on this icon will bring up a tool tip with page specific information.

5) Back (to Previous Page)

  • Click on the Back arrow button on the top left to return to the previous page.

6) Home (Return to Landing Page)

  • Clicking on the home icon will return the user to the Landing Page

7) Help Buttons

Roadmap

Safe Harbor Statement

The following reflects the current plans based on known requests and information, data availability and capabilities in Microsoft Power BI.  It is intended for information purposes only and is not a commitment to deliver any specific reporting or functionality. 

Priorities and timing may change based on future events such as: new items identified, enhanced data and/or system capabilities, or other external constraints.  Future investigation of specific items may also result in the conclusion that the request is not feasible.  We will endeavor to update this roadmap as significant updates become available.

Planned for Next Update

Future Versions and Investigations

Planned for Next Update

Future Versions and Investigations

  • Add a column to the budget table to show "budget transfers" separately from "other amendments"

  • Investigate a solution for multi-year commitments

  • Display end date for salary commitments

 

Change History

Version

Status

Changes

Date

Version

Status

Changes

Date

1.0

published

Initial deployment

June 28, 2021

2.0

published

  • Theme Update

  • Added detailed salary reports, migrated from MSBI.

  • Salary and Commitments Charts pages combined.

Aug 25, 2023

 

Related How-To Articles:

Related Troubleshooting Articles: