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Web Reports
There are 6 types of reports available:
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Accounts Year to Date Report
Total by Employee by Paycode (no paydate).
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Commitment Report
Shows salary commitment (and leave commitment if booked) up to 31 Dec.
- Transaction Details
- By Pay Type
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Salary History Report
Shows costs per employee per fortnight broken into Salary, Sick Leave, Annual Leave or Long Service Leave for current calendar year.
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Salary Variance Report
This report detects changes in cost between 2 consecutive pays, it contains 3 reports:
- Comparison of Pays this pivot table can be manipulated
- Last Two Pays – shows payment details
- Staff List – generated via the Business Unit that paid for that employees' salary
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Salary Variance: Employee in variance but not on staff list
An employee shows in my variance report but isn’t in my staff list, why?
- The staff member is no longer current or
- The staff member’s default Business Unit (account#) has been manually overridden to your BU
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Salary Variance: Employee in staff list but not on variance
An employee shows in my staff list but isn’t in my variance report, why?
The staff member has not been paid by your BU during last 2 pays (common with casuals). Possible reasons are:
- The staff member is new
- The staff member has your Business Unit (account#) as default but pay has been manually overridden to another BU (common with timesheets)
- Staff member is on leave with out pay, or has leave with pay in advance. Check leave record in Alesco (select Leave Administration, Enquire on Leave Records, Leave Bookings Summary)
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Staff List
There are two staff lists that contain current staff:
- Staff List stand alone report, staff are selected by a location code from their Alesco record, this code could potentially be different to where they are paid from as they may work in location A, but be paid by location B.
- Staff List in Salary Variance Report, staff are selected by Business Unit that paid their salary
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Account number: How do I change one?
Please contact your HR representative found here with the staff#, account# and date account# is to be changed.
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Allowances: Are they included in the reports?
No.
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Leave: Is an employee on leave?
Check leave record in Alesco (select Leave Administration, Enquire on Leave Records, Leave Bookings Summary)
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Account Pos Fract: What is it?
This shows the percentage of the employee’s salary that comes out of this account. This percentage needs to be applied to the salary.
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Codes: What do they mean?
A list of all codes and their descriptions can be found under the Web Reports link on the School/Faculty Support page: Applications Supported by Human Resources
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Pivot tables
Press the F1 key in Excel and type pivot table.
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Subtotals
Press the F1 key in Excel and type subtotals.
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Filters
Press the F1 key in Excel and type filter.
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Who do I contact if I have a query regarding :
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Sign Off: Examples
- This report looks reasonable
- Matt Black (00054321) does not belong in this BU, have contacted Sue Smith in HR, expect issue to be resolved by next pay
- Matt Black (00054321) attraction allowance ended, have contacted Sue Smith in HR to arrange extension of allowance, expect issue to be resolved by next pay, see attachments
Examples of sign off comments for following pay:
- Matt Black’s increase due to allowance correction, see comments for pay 28 Nov 03
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Sign Off: How often should I sign off?
Fortnightly. Paydates can be found here: Payroll Submission Dates
The sign off process should be a recurring fortnightly task and is an identified requirement from Internal Audit on the management of salary expenditure. HR Services will be monitoring sign-offs and will contact business units that have a more that 2 pay periods outstanding.
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Sign Off: “Reasonable” Reports
Sign off – no comment required
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Sign Off: “Unreasonable” Reports
Sign off – with short explanation and expected resolution of problem. Reference should be made here if communication needs to be made with HR Services.
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Sign Off: Leave
If a staff member is on the staff list but not on the salary variance report it is possible that they are on leave. Check the leave details in Alesco, select 0500 Leave Administration then FE291 Leave Bookings Summary.
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Sign Off: What is “reasonable”?
“Reasonable” is what you expect to see, this includes expected variations (such as overtime or increments). Unexpected variations that are neither significant nor recurrent can be considered reasonable. It comes down to your judgement, you are one who has responsibility for conducting the sign off.
Examples:
- You expect a variation of about $1200 (for leave with pay in advance) for Matt Black, the report shows a variation of $1,235. This variation is reasonable.
- The report shows a small variation of $20 for Matt Black, it is at your discretion whether this is reasonable so you may want to investigate before signing off.
- You may have signed off on previous small variation but decide that this need investigation. It is acceptable to make changes to historical sign offs.
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Sign Off: Details are not “reasonable”. What now?
- Determine the reason for the variation, the salary sign off flow chart found here can help with your investigation
- Take corrective action if required and sign off with note, see Salary Sign Off: Examples.
Keep all documentation relating to the investigation, it is a good idea to store this with your Salary Sign off form, see Sign Off: Where is the sign off stored?
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Sign Off: Where is the sign off form?
The sign-off occurs at the top of the relevant variance report. Comments on each variance should be added to the variance report and the report physically signed and stored locally for reference.
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Sign Off: Who Signs Off?
The official sign-off currently sits at a Band 5b within the University's Delegations. A Band 5b person within the business unit is responsible for actually signing off on the variances. This includes electronically signing off on the variance through the mechanism built into the Web Reports.
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Sign Off: Who checks that pays are signed off?
HR Services will be monitoring the completion of this payroll control. Business units will be given a maximum of two pay periods 'grace' in terms of sign-off completions. Where greater number than 2 pay periods have not been signed off, HR Services will follow this up. Repetitive delays will see formal recognition of such delays within the business units hierarchy. See Internal Control – what is it?
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Internal Control: What is it?
An Internal Control is a process effected by an organisation’s management designed to provide “reasonable” assurance regarding the achievement of specific objectives. The objectives in this case are confirmation of the correctness of salary data.
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Sign Off: Where is the sign off stored?
The Variance Report with the sign-off section completed should be stored in a secure and central location that is readily accessible by the person conducting the sign off. There is no requirement that the sign off be stored with supporting documentation, but it would be useful to store any documentation generated from an inquiry of the “reasonableness” of the information in any Salary Variance report. See Sign Off: Details are not “reasonable”. What now?
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Why is PeopleSoft data being consolidated?
The data in PeopleSoft is being consolidated to:
- Streamline the accounting process
- Reduce duplication of information between Alesco and PeopleSoft
- Decrease the volume of information stored in PeopleSoft
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PeopleSoft & Web Reports don’t match
PeopleSoft salary accounting data and Web Reports salary accounting data are exactly the same; the difference is the detail in which the data is presented and how you use the presented data.
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PeopleSoft Reconciliation – I used to “reconcile” my detailed salary data to PeopleSoft reports – what do I do now?
Prior to consolidation some users relied on PeopleSoft “Transaction Activity” reports to reconcile their salary information. The reconciliation was driven by the location of an individual employee’s salary costs in a Project/Grant within a Business Unit. Consolidation means this can no longer be done with PeopleSoft reports. The “reconciliation” process can now be done (more efficiently) using the Salary Variance and associated reports.
(See FAQ – Who do I contact if I have a problem?)
