Reporting & Reimbursement
Much of the detail required for payment/reimbursement may be gathered through the use of reports in both BAIS HR and BAIS Financials. Once the reports have been run, you should review and edit the data as necessary.
| BAIS HR REPORTING |
- The BAIS_GRANT_SALARY_REIMB_DETAIL query:
The query is located at Home > PeopleTools > Query Manager > Use > Query Manager.
This query returns any permanent or emergency employee earnings that are not general fund, for a specified date range and Project/Grant ID. To capture data from a particular week, the query must be run only after that week has been posted to the General Ledger. Generally, Payrolls are posted to the GL each Check Date.
It will usually be run once a month as part of the payment/reimbursement process. When doing so, for the From and To Paycheck dates, generally enter the first and last day of the month, respectively, along with a Project/Grant ID. Note that you must enter the entire Project Grant ID. - The Overtime Reimbursement Detail Report: In Development!
This report, once developed, will give overtime earnings related to a specified Project/Grant ID and Task Code.
Important Note: The use of these reports assumes that Job, Time & Labor, and Payroll data has been entered accurately and completely. Particular care should be taken in reviewing HR and Payroll Data, and entering Time & Labor Data, as noted here:
HR and Payroll Data:
Much of this data does not change on a frequent basis. Per guidelines set by the Office of Human Resources and Auditing/Central Payroll, you should be reviewing employee data, such as grades and steps, hourly rates, job titles, additional pays, and position budgeting, on a regular basis. Questions about how to update or correct this information should be directed to OHR or Central Payroll as appropriate.
Entering Time & Labor Data:
Time & Labor Data should be entered as time is worked to achieve the best results in reporting. When T&L Data is entered, the appropriate Overtime Task Code must be used. If you are unsure of which Overtime Task Code to use, you should consult your Sponsoring Department. Generally, they will designate a specific code, or set of codes, to be used, as well as instructions on what additional information, if any, is required in the Comments field.
| BAIS FINANCIALS REPORTING |
- GLC0000_GRANT_EXP_TOTBYACCT-
This query is used as a control total, summarizing by account all expenditures for a particular Project/Grant across selected fiscal periods for a given fiscal year. You are required to enter a Project/Grant ID, Fiscal Year, and Accounting Periods From and To. The sum of the values returned should equal the sum of the GLC0000_GRANT_EXP_JOURNALS and GLC0000_GRANT_EXP_VOUCHERS queries (see #2 and #3). If they do not, contact Auditing/Grants Monitoring for assistance in reconciling these amounts.
- GLC0000_GRANT_EXP_JOURNALS-
This query returns all journals for a particular Project/Grant across selected fiscal periods for a given fiscal year. You are required to enter a Project/Grant ID, Fiscal Year, and Accounting Periods From and To.
- GLC0000_GRANT_EXP_VOUCHERS-
This query returns all vouchers, from a PO or not, for a particular Project/Grant across selected fiscal periods for a given fiscal year. You are required to enter a Project/Grant ID, Fiscal Year, and Accounting Periods From and To.
- GLC0000_OBL_V_BUDG_GRANT-
This query returns the budgeted and obligated amounts for a grant by Budget Year, Account, Department ID or Grant. All fields may take the '%' as a wildcard.
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