Payroll and Salary Forecasting Procedures

Transcription

1 Payroll and Salary Forecasting Procedures

2 Contents Payroll and Salary Forecasting Procedures... 1 Payroll reports... 2 Salary Forecasting Reports... 5 Salary forecasting by Faculty... 6 Salary Forecasting by School... 7 Salary Forecasting by person code by staff category... 9 Salary Forecasting by person code by cost centre Position listings report Work has been undertaking to develop salary forecasting and payroll through the new CoreHr system. Cognos reports have been written for payroll and salary forecasting for ease of use. These are available and updated on a monthly basis on the Corporate Information Home page. To access cognos, please click on this link and then select the Corporate Information Home Page and it should bring up the reports listing. Select the report that you are interested in and it should bring up the prompt or filter page as described below. Note: Should you have difficulty accessing the cognos page, please contact your Faculty / Department Accountant Payroll reports These are available from August 2015 for all the areas and show in one report called CoreHR payroll report. This contains the main payroll, fees (subsidiary payroll) and expenses charged to e5 cost centres. The prompt page (see below) allows you to choose either one financial period or you can choose to have cumulative figures. It also allows you to filter by either faculty / school / subschool or if you are looking for a particular cost centre or by a particular person. You can also select to filter by the various funding categories in your areas. You can also filter by a particular nominal if you are looking for detail of what is posted in that nominal in e5.

3 If a prompt is preceded with an asterisk, this means that a value is mandatory. Note: You might notice that the nominal starts from 0. This is due to issue in the CoreHR system in August which meant that some postings were allocated to 0 before being reposted manually Supply values for each prompt by following the instructions on the prompt page. This may involve typing in values, selecting from a list provided or checking/unchecking tick boxes. It is worth noting that if multiselect is indicated as being allowed, users may select non-adjacent values in a list by pressing the CTRL key and clicking on the required selections. Click Run Report to run the report. This button will NOT be enabled if values have not been supplied for all mandatory prompts. This will produce the report see below an example for one member of staff

4 The output of the report is initially in HTML format and simply displayed in the browser window To scroll through the report data, use the page up/page down links at the bottom of the screen. Generally, output is converted into PDF format for printing and distribution, and the report can be scrolled through using the scroll bar/mouse wheel when in PDF. It can also be converted to Excel please see Running Cognos Finance Reports for details of how to convert to Tip: To run the report again, with different prompt values, click the prompt icon.

5 Salary Forecasting Reports There are a number of reports available for salary forecasting. Salary forecasting by Faculty Salary Forecasting by School Salary Forecasting by person code by staff category. Salary Forecasting by person code by cost centre Position Listings There are also prior Year forecast reports which relate to last year in this case 1516 Prior Year Salary forecasting by Faculty Prior Year Salary Forecasting by School Prior Year Salary Forecasting by person code by staff category. Prior Year Salary Forecasting by person code by cost centre The salary forecasting brings together the budget and actual data from e5 for payroll codes excluding redundancy and adding it to CoreHR forecasting details. It is important that these are reviewed on a regular basis as any errors need to be notified to your HR business advisor for them to correct and also to your faculty / management accountant to ensure that they take this into account when preparing supporting statements for recruitment requisitions As the names above suggest this provides details of salary forecasting at the highest level at Faculty and it can be drilled down to school and from there to person code (for forecast data only). On a monthly basis, the forecast is run and brought into cognos to be reported against. These are denoted by the month that they relate to for example the forecast period for May 16 is Tip: You have the ability to review previous forecast (from onwards) to compare and contrast

6 Salary forecasting by Faculty When you run this report it will bring up this screen. Enter the forecast period that you want detail for. It will only show you your own faculty area And it will bring up the following report / headings. (The detail has been greyed out for confidentiality purposes.). In this case this is Physical Resources This is an extract of the high level report that is presented as part of the financial outturn report to SLT on a quarterly basis. It shows budget / actual and % of Actual over budget for the previous year/ current year and 3 years hence. There is traffic lighting so as to highlight those areas that there are issues i.e. that are close to or over budget Note: if you click on the hyperlink for any area for example Physical Resources, it will drill down to the report for Physical Resources by school.

7 Alternatively you can access this report directly through the Salary Forecasting by School report Tip: To run the report again, with different prompt values, click the prompt icon. Salary Forecasting by School As above you can either drill down through the faculty report or run the report directly. If you run the report directly, you will be presented by this prompt screen. Enter the forecast period that you want detail for and select the school and run the report. Note: This will be restricted to your e5 security access so you should only see your faculty This is the type of screen you would get for your faculty. (this shows Life & Health Sciences for example purposes) Note: if you drill down from faculty report you will go straight to this report using the same parameters that you have used

8 As above in the faculty report, it shows budget / actual and % of Actual over budget for the previous year/ current year and 3 years hence. There is traffic lighting so as to highlight those areas that there are issues i.e. that are close or over budget Again there are hyperlinks that will drill down to the person code report. Tip: To run the report again, with different prompt values, click the prompt icon.

9 Salary Forecasting by person code by staff category As above you can either drill down through the school report or run the report directly. If you run the report directly, you will be presented by this prompt screen. Important: This report provides information on the salary forecasting only so for example in the 1516 will provide forecast of salary details only for the last 2 months of the year This prompt screen allows you to filter by person, cost centre etc. Note: if you drill down from school report you will go straight to this report using the same parameters that you have used e.g. school As long as you have entered the forecast period you can click run report and this will bring up all those U funded and education partnership salaries forecast in your area (as these are the default funding selected) Note: you can select other funding or all funding to see all staff in your area

10 As you can see it defines the various category of staff for example as above it differentiates between Business support staff and clerical. It defines post number, e number and name (greyed out for confidentiality). It also shows the grade (e.g. grade 8 is 0801 a full listing can be found by running the Position Listing report) and target end dates and the employee status. Note: if a member of staff has more than one post the employee status will default to one of the two posts As you can see there is then forecast figures for Remainder of / 1718 / 1819 full year Tip: To run the report again, with different prompt values, click the prompt icon. Vacancies will be displayed in the report as These can be either authorised vacancies or they can be nominal vacancy data input to forecast part-time hours, e-tutors or overtime. The latter will be denoted usually by the grade SPS. In either case, your faculty / management accountant should be able to provide you with detail of what this relates to.

11 Salary Forecasting by person code by cost centre This report provides the same information as salary forecasting by person code by category but has an additional field for cost centre. Position listings report As the same suggest it gives details of what the positions are. Below is an example of the report