Business Intelligence - Payroll Reporting
At the start of Fiscal Year 2016, the Kuali Financial System (KFS) became the system of record for payroll accounting at the University, and a new set of Business Intelligence (BI) reports were released for use. These reports are available thanks to the labor distribution improvement effort that has been implemented at the University. Payroll data is now fed from the Workday payroll system into the KFS Labor Ledger, which is a sub-ledger of the KFS General Ledger. These BI-Payroll Reports can be run from employee payroll information contained in the KFS Labor Ledger.
Additionally, starting in February 2016, account encumbrances for payroll expenditures are being calculated in the BI system, using payroll data drawn from Workday. The resulting encumbrance calculations are then used to update data in the Labor Ledger and General Ledger in KFS. Once the General Ledger has been updated to include the encumbrance calculations, applicable fringe benefit calculations are applied to labor encumbrances. Starting on February 16, 2016, users can generate BI reports to view encumbrance data for their accounts in the KFS Labor Ledger and General Ledger.
Only system users who have been granted the Payroll BI Reporting role assigned in KFS will have the ability to access payroll reports available through the Business Intelligence reporting tool. Additionally, users with the Payroll BI Reporting role will need account-level or organization code-level security access to the accounts where payments have been charged, in order to run reports on the payroll data. The ability to request region code (home department code) level access to payroll reports is also available to users who require this level of access.
Please click the link for additional information on the labor distribution improvement effort and how payroll data is stored at USC.
Access to BI-Payroll Reports
System users may request the Payroll BI Reporting role in KFS for access to run the new payroll reports via the Business Intelligence reporting tool. Users with the Payroll BI Reporting role will have access to the payroll information associated with their current account level and organization code level security access. For select system users, where necessary, access to payroll reports may be requested at the region code (home department code) level.
Visit the Kuali User Access page for more information on requesting access to specific user roles. The ability to request the Payroll BI Reporting role and/or region code access became available via the Kuali User Access Request eDoc on July 6, 2015. Please note that region code access can only be requested for the BI-Payroll reports and is not currently used for any other functionality in KFS.
To request access to the BI-Payroll reports, you will need to take the following steps:
- Initiate the Kuali User Access Request Document found on the Kuali Workflow Main Menu.
- Fill out the applicant's information and click "continue."
- Select "Payroll Business Intelligence Reporting" from the module selection tab.
- Choose whether you want to add or delete the "Payroll BI Reporting Role."
- Use the check boxes to indicate whether you plan to use Account/Organization Security and/or Region Code Security. Region Code Security is not required to use payroll reporting. Most users will use account or organization level security, which can be requested through other tabs on the User Access Request eDoc.
- Be sure to add your Senior Business Officer as an ad-hoc recipient for approval.
- Click the Submit button and verify that the document was successfully submitted with no errors.
Once a user has been granted the Payroll BI Reporting role in KFS, the reports can be accessed here: www.usc.edu/payrollreports (Please bookmark this URL in your web browser for future access.)
Payroll Data for Reporting
The BI-Payroll reporting tool will provide access to payroll data ranging from January 2014 through the present. With regard to Actuals payroll data, please note that from January 1, 2014 through June 30, 2015, Workday is considered the system of record for payroll accounting, and reports for that time frame should be run from Workday directly. The KFS Labor Ledger is considered the system of record for payroll fiscal accounting beginning July 1, 2015 and onward. The KFS Labor Ledger will contain original payroll data, as well as transactional data from any charges made via the KFS Payroll Expense Transfer (PET) process. Payroll data prior to July 1, 2015 -- Fiscal Year 2015 and half of Fiscal Year 2014 -- will be available for reporting needs, but may have some inconsistencies prior to the labor distribution improvement effort. With regard to Labor Encumbrance data, please note that this data was not available until February 2016.
- Reports for Fiscal Year 2016 or any payroll period in 2016 can be expected to have complete, accurate Actuals data that can be accessed via the Business Intelligence tool.
- Reports for Fiscal Year 2016, Period 08 and after, can be expected to have complete Labor Encumbrance data that can be accessed via the Business Intelligence tool.
- Reports for payroll data prior to Fiscal Year 2016 can be used via the Business Intelligence tool, but may contain incomplete data. Workday labor distribution reports should be used for reports during this time frame.
Labor Encumbrance Data
Labor encumbrance data is calculated in BI based on Workday payroll configurations along with payroll data setups as entered into Workday by each department. The calculation is run each night as part of the nightly batch schedule (Sunday through Thursday) and processed through the KFS Labor Ledger and General Ledger, eventually ending up in BI for reporting purposes. When there is a change in an encumbrance, due to either the passing of a payroll completion date or a change in setups (e.g., compensation change, termination, leave of absence), the old encumbrance is reversed and the new encumbrance is set up. At year end, all encumbrances will be brought to a zero dollar balance as dictated by the Fiscal Close and Payroll schedules. Note that associated fringe benefits will also be calculated on encumbrances and booked in the General Ledger only.
When troubleshooting issues in the calculation of encumbrances, one should first check setup data related to the employee position in Workday. Not following the guidance of Payroll Services regarding compensation and allocation end dates is one of the most frequently seen issues. If issues cannot be explained through such analysis, issues should be discussed with the department’s Payroll Analyst and/or Human Resource Partner. The Payroll Analyst or Human Resource Partner can escalate the issue to ITS Customer Support at 213-740-5857 (UPC) if assistance is needed from Payroll Services or the BI Team.
The following link points to an overview of the encumbrance process as presented in the Labor Encumbrance Informational Sessions:
Labor Encumbrance Informational Session, Winter 2016 (PDF)
Known Issues: The following are known issues with labor encumbrances as of February 2016:
- Encumbrances for employees who have academic enabled plans with cost allocations that do not cover the length of DPP may be understated.
- Encumbrances for employees who have multiple hourly compensation plans for the same position are being overstated.
- Encumbrances for monthly employees who would have prorated amounts due to irregular compensation plan dates may be overstated.
- Encumbrances for employees on leave with circumstances out of the norm may be misstated.
- Labor encumbrances for the last pay cycle of monthly employees with cost allocations ending before the pay cycle end date of the last pay cycle included in the compensation plan are being charged to the departmental account(s) on the cost allocations instead of to the default account.
- Labor encumbrances for monthly employees with compensation plans ending in the middle of the month may be overstated; Half Month Proration is not applied to the last pay cycle.
Labor Distribution Summary: This report displays information that is summarized at the account number, object code, and employee levels for use in reconciliation and analysis. It includes both Actuals and Encumbrance data.
Labor Distribution Detail: This report displays information at the employee level for use in reconciliation and analysis. It includes both Actuals and Encumbrance data.
User Guides, FAQs, and Training Resources
BI Reports for Labor Distribution guide (BI-Payroll reports available to all authorized users)
BI Reports for Payroll Services guide (BI-Payroll reports available only to authorized personnel in the Payroll Services department and the Office of the Comptroller)
FAQs for the Labor Ledger (including Labor Distribution and Payroll reporting)
FAQs for Labor Encumbrances
Informative PowerPoint Presentation
Payroll Expense Transfer Information
Access to the BI-Payroll reports: www.usc.edu/payrollreports
For assistance with Business Intelligence issues, send email to BIhelp@usc.edu