Tableau and Current Payroll Reports

Tableau can be located from the following:

https://bireporting.rutgers.edu

Or from Cornerstone at https://my.rutgers.edu and click on the “Tableau Reporting” Icon

To Access the Reports, click on the following path:

Finance MR (Managed Reporting) Payroll

When in “Payroll” you will see a “Workbooks” option on the top and a box labeled “Payroll Legacy”

Click on “Workbooks” and you will get 4 reporting options-

1. FMS Payroll Distribution Report (PD) Financial Management2. FMS Employee Status Report3. FMS Appointment Level Charging Instructions4. FMS Department Default ECI

1 | P a g e

“Workbooks” will give you access to current payroll data. This will bring in payroll data from October of FY2017 to current payroll data.

FMS Payroll Distribution Report (PD) Financial Management-

Click on report or report name to open up reporting options-

You will get 4 reports

1. By EE & Pay Period End Date (EE = Employee)2. By EE & Date Range (Detail) (EE = Employee)3. By COA String- FY by GL Posting (COA= Chart of Accounts)4. BY COA String- Pay Period (COA = Chart of Accounts)

By EE & Pay Period End Date-

Click on the report or report name to open up the search criteria-

EE is Employee. This report is to be used to show the payroll by individual based on the dates selected.

Even through the “Pay Period End Dates” list a starting date of 9/14/2012, the payroll dates actually pulled in by this report (if you do not change the “Pay Period End Dates”) are the October 2016 payroll to current.

To change the date, you need to move the “slide” underneath “Pay Period End Date”

2 | P a g e

Report Name

This is the “slide” to change the dates for your report

Even though we left the start date as 9/4/12, it bought in October Payroll

If you do not know the exact payroll date, just select the closed pay period date. The system will select the next available pay date.

This report is run by pay date and not fiscal year; as a result you can cross fiscal year in the data that you return. When this happens, this report will split what is paid in which fiscal year by date:

Payroll will show in date order following sections:

1. Salary of employee (base salary will show first, followed by any “other compensation)2. Fringe Benefits of employee3. FICA of employee4. Medicare of employee

By EE & Date Range (Detail)-

Click on the report name or report to open up the search criteria.

3 | P a g e

Pay period date is 7/9/18

The system defaulted to 7/13/18 (which was the next pay date)

6/29/18 payroll shows what is paid in the prior fiscal year, while 7/13/18 shows what is paid in the current fiscal year.

EE is Employee. This report is to be used to show the payroll by individual based on the dates selected, the only difference from the “By EE Pay Period End Date Range” is that you will have more options to run the report (not just pay period end date).

1. GL Posting Date2. Pay Period End Date3. Date of Paycheck4. Redistribution date

Regardless of the dates you choose, you will not be able to get payroll information prior to the start of Cornerstone

Even though you set the “Date of Paycheck” as 1/17/17, if the “GL Posting Date” is set to a later date, you will only get back what is in the “GL Posting Date” time frames.

By COA String- FY by GL Posting Date-

Click on the report or report name to open up the search criteria.

This report will give all employees on that are paid by either the UDO (Unit, Division, and Organization) or the project by Fiscal Year. Please note, if you run the report by the UDO, it will pull in all projects associated with that UDO.

4 | P a g e

The date in the report follows the GL Dates

If you do not set the “GL Post Year”, you will get back the payroll distribution for the payroll starting in October 2016 (portion of FY17) and subsequent years.

You do get an option for fiscal years prior to conversion- however you will not get any data back for those years. Also, to run the report you will need to select your fund type codes.

The payroll will show in the following order-

1. Salary of employee 2. Fringe Benefits3. FICA4. Medicare

Each section will “total the payroll” to show fiscal year to date of payment per person-

By COA String- Pay Period-

Click on the report or the report name to open up the search criteria-

This report will show the same information as the Payroll Distribution “By COA String- By GL Posting Date” but it allows you to pick the dates you want to see-

5 | P a g e

Employee Total

Be sure to select your fund type code or the report won’t run

Even though you have date options for prior to Cornerstone conversion, anything prior to October in FY2017 will not show in your report

This report will take into consideration the dates you entered.

From our example, the “GL Posting Date” was set as 11/12/18 to 2/15/19; the “Pay Period End date” was set to 12/9/18-2/8/19; the “Date of Paycheck” is sent to 4/1/11-12/25/19; the “Redistribution Date” was set to 1/25/17-2/11/19, the data coming in is showing the “Date of Paycheck” dates

For the report to run, you will need to select your “Fund Type Code”

The payroll will show in the following order-

1. Salary of employee 2. Fringe Benefits3. FICA4. Medicare

Each section will “total the payroll” to show fiscal year to date of payment per person-

6 | P a g e

Employee Total

FMS Employee Status Report-

Export List-

Click on the report or report name to access the search criteria -

This report will show you where people are being paid based on the UDO (Unit, Division, and Organization) or Project number. Please note if you run this report by the UDO and Fund Type “All” you will bring in all the projects associated with that UDO as well.

The default end date is 11/19/18- you need to change that to get current data

This report will where people are paid based on the string you enter- this will also show if the individual has multiple appointments on the string as well.

7 | P a g e

By Fund Type Business Line-

Click on the report or report name to open up the search criteria-

This report will show people’s payroll information by the business line used. It will not display the string where the individual is paid; it will list the employee’s payroll

8 | P a g e

This individual has 2 appointments, Teaching Assistant Academic Year and Student Worker being paid off the same string

By Employee-

Click on the report or the report name to open up the search criteria-

This report will show you where an individual is paid. You can run it by Employee Name or Employee ID (by date)

FMS Appointment Level Charging Instructions-

FMS Appointment Level Charging Instructions Report

Click on the report or report name to access the search criteria)-

This wills how the charging instructions by person. Please note the “Combination Codes” listed in this report are the same combination codes that are valid in People Soft.

9 | P a g e

This will not show the salaries, but will show the distribution percentage

FMS Department Default ECI-

To access, click on the report or report name

By Department-

Click on the report or the report name to access the search criteria)-

You will need the PeopleSoft Department ID and this report will show you the matching codes for that PeopleSoft ID.

10 | P a g e

To Export Report -

Click on “Download” from the top of the screen

This will open up a pop up screen to select your file format

1. Image - will export to a picture file2. Data - will export as a text file3. Crosstab - will download as a CSV file and open in excel

a. If you want to save the file in excel, make sure you change the file to excel or it will save in text file. 4. PDF - will export to a PDF file

Quick Tip- If the system doesn’t let you apply the filter you need (it won’t let you select your search criteria)

Make sure you do not have the “ALL” option checked off. When you remove the “ALL” and re-enter your search criteria, the system will allow you to click “Apply”

11 | P a g e