WISDM Data View Detail Payroll Transactions
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Name of the View: DETAIL_PAYROLL_TRANS
Description: This view displays salary and fringe benefit expenditures and salary encumbrance transaction detail for the UW-Madison campus. Fringe benefit encumbrances are not available. The basis for this view is the WISDM data, so it is updated daily and contains data starting with FY2005. Detail salary data prior to FY2005 can be retrieved from the Detail Accounting Transactions view.
Data Custodian: Accounting Services: Data Custodian: Accounting Services: Susie Maloney – phone: (608) 890-3220, email: [email protected]
Authorization: You must receive approval to access this data view. Authorization forms and procedures can be found at the following web site: http://www.bussvc.wisc.edu/acct/sfs/.
Special Considerations:
Fringe benefit and longevity payments for GPR funds will be included unless you take action to exclude them. These expenditures are recorded to the Organization and also to a project/grant (e.g. 101A000 for fringes and 101A001 for longevity). One way to exclude them would be to use the following statement in your selection: PROJECT GRANT EQ " ". Note that the space within the double quotes will have the effect of excluding all Project/Grants within the funds that you have selected. For Brio users, please do not use the “Show Values” option whenever possible, because this option will slow down your query processing and your query may be “timed out”.
Data View Contents:
Data field Lgth Description Example/Possible Values 001 - July Accounting_Period 3 The period within the fiscal year. 002 – August 003 – September 004 – October 005 – November 006 – December 007 – January 008 – February 009 – March 010 – April 011 – May 012 – June 013 – FY End Cleanup Fiscal_Year 4 The year that the budget covers on state 2004, 2005, etc. funds. Employee_Id 8 EMPLID is assigned in the HRS system. e.g. 00123456 Formerly this field was Person_ID.
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Data field Lgth Description Example/Possible Values Empl_Rec_Nbr 2 A code to identify the number of jobs a e.g. 0, 1 person has performed. For anyone who has only one “job’, the data value for this field is zero. Multiple jobs are identified by incrementing the Empl Rec Nbr by one. (Formerly this field was appointment_id.) Begin Eff Dt 17 Effective date of the employee MM/DD/YY HH:MM TOD 01/01/12 12:01 AM Begin Eff Dt Seq 2 Sequence number of effective date e.g. – 01, 02 Legacy lads Appt Id 8 Employee number before April, 2011 00638382 Fund 3 A code identifying the source of funds 101, 128, 133, 144, etc. being reported on. In all cases, except clearing accounts, it represents an appropriation by the state legislature. Project_Grant 7 A code used by records that are e.g.144GH01,PRJ43PN organized by project. This code is made up of the fund and the proj/grant# – e.g. 144AB12. Normally used by gift and grant funds (133) Federal grant funds (144) and Trust funds (161). Division 2 The first and second characters of the e.g. 03 organization code. They define the college or division. Department 2 The third and fourth characters of the e.g. 05 organization code. They define the major department within a college or division. Subdepartment 2 The fifth and sixth characters of the e.g. 00 organization code. They define a sub- department of the major department. Deptid 6 A code identifying the combined codes for e.g. 030500 division, department and sub-department. Field was Formerly called Organization. DeptId_Descr 30 The name of the DEPTID code. Field e.g. AccountingSVCS/Acctg Svcs was formerly Org_Descr. Program_Code 1 A code that identifies the general purpose 0-Student Services for which money is being spent. 1–General Operations & Services 2-Instruction 3-Educational activities 4-Research 5-Extension & Public Service 6-Library, Learning resources & Media 7-Physical Plant Maint & Svcs 8–Auxiliary Enterprises & Svcs 9-Student Aid F-Farm Operations R-Revenue
Program_Desc 30 Description of the Program e.g. Student Services, Research
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Data field Lgth Description Example/Possible Values Account 4 In expense accounting, accounts are e.g. 1531 used to classify financial transactions according to the object of the expenditure. For encumbrances, accounts identify the purpose for which the money is encumbered. Acct_Descr 30 Descriptive name associated with the e.g. Classified – Hourly account. Class 5 Displays the class field, which can contain 0034 the building number, tuition remission F092 code, or county sales tax county. T013 This field is currently not populated.
Employee_Name 50 Name of the employee that the Employee Name transaction applies to. Employee_Last_Name 30 Last Name of the employee that the Eg – Ruth transaction applies to. Employee_First_Name 30 First Name of the employee that the Eg – George transaction applies to. Employee_Middle_Name 30 Middle Name of the employee that the Eg – Herman transaction applies to. Employee_Current_Name 50 Current Name of the employee that the Employee Name transaction applies to. Employee_Current_Last_Na 30 Current Last Name of the employee that Eg – Jordan me the transaction applies to. Employee_Current_First_Na 30 Current First Name of the employee that Eg – Michael me the transaction applies to. Employee_Current_Middle_N 30 Current Middle Name of the employee Eg – Jeffrey ame that the transaction applies to. Jrnl_Ln_Ref 15 A catch-all field. Can have voucher 01173763 number, PO number or other information 200907620 depending on the type and the source of the transaction. Transaction_Type 11 Identifier for type of transaction. Expense Encumbrance Payroll_Encumbrance_Type 11 Identifier for type of transaction. Liquidation Encumbrance Expense_Amount 17.2 Posted amount of salary and fringe 00000000001000000.00 expenditures. Encumbrance_Amount 17.2 Posted amount of salary encumbrances. 00000000001000000.00 Appt_Eff_Date 8 Beginning Date of Appointment within 20030701 Fiscal Year. Appt_End_Date 8 End Date of Appointment within Fiscal 20040630 Year. Appt_Base_Rate 11.3 The base rate for the appointment. Either an hourly rate or a yearly salary. Pay_Basis 1 Pay Basis “A” for Academic; “C” for classified. Job_Code 5 Numeric Job Code. Formerly was e.g. 00265 Title_Code. Job_Code_Descr 30 Description connected to the Job Code. e.g. Accountant-Advanced Formerly was the Title_Descr field. Opr_Id 32 SFS operator ID. e.g. UW_BAT_FI Payroll_Uw_Version_Nbr 11 UW Payroll Number (Note: Not populated in PP, PJ journals)
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Data field Lgth Description Example/Possible Values Payrun_Id 10 Payroll Calc ID. Formerly was the e.g. 2012BW03A CALC_ID code. ENCUMB
Payrun_Descr 30 Description of Payrun ID. Formerly was e.g. 20120226-201203102012 BiWeekly the CALC_DESCR field. Mar A Paygroup 3 Employee Pay grouping e.g. - HST – Hourly Student Paygroup_Descr 30 Description of the employee paygroup Hourly Student Off_Cycle_Flag 1 Indicates whether the payroll run was off “Eg - “Y” or “N” cycle Earn_Period 8 The period of the payrun as YYYYMMA. 201203A Field was formerly TRANSACTION_DATE. Earn_Period_Frequency 1 Currently populated with “?” Currently populated with “?” except for one record
Pay_Date 8 Effective date of Payroll Payment 20120322
Transaction_Date 8 Date Payroll was run 20120315
Posted_Date 8 The date that the transaction was posted 20120316 to SFS – formatted YYYYMMDD.
Journal_Id 10 A code that identifies a journal in SFS. The beginning of this number has The beginning of this number has meaning as follows: meaning as listed in the next column. PJ = Payroll transactions FB = Fringe benefit transactions JRT = Internal transfers and P-Card JRB = Internal billings AP = Vendor payments processed in SFS PT = Salary cost transfers BD = Budget transactions Empl_Class 2 Classification of employee e.g. CP
Empl_Class_Descr 30 Employee Classification Description e.g. Classified Permanent, Classified Project
Source 3 Source of journal e.g. HRS, INT
Wisdm_Load_date 7 Date and time when WISDM was updated e.g. 03/22/12 04:13 AM
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