OVERVIEW
This document identifies reports each department should monitor as well as reports that can assist in troubleshooting pay issues. While many additional reports exist for your reference, these support the timely entry of pay-impacting UCPath transactions as well as the timely resolution of pay-impacting issues. In addition, this job aid provides guidance on how to access reports from the reports dashboard, which is located on the Business Analytics Hub (BAH). The dashboard provides quick access to select, filter and run Human Resources and Payroll reports.
Note: New reports and updates are continuously made, for the most up to date listing of reports and descriptions refer to the Business Analytics Hub.
Intended Audience
UCPath transactors
BEFORE YOU BEGIN
Tasks to Complete Before Starting
How to Access Reports:
Use the HR/Payroll Tab on the Reports Dashboard to view report titles and descriptions, as well as launch reports. Access must be requested to each report category, and VPN is required to run reports. To request access submit the UCPath Cognos Report Access Request
Note: Each report category (e.g. Human Resources, Payroll & Financial, Academic Personnel, and Payroll Accounting and Reconciliation) requires a separate access request. Report categories have subcategories of Restricted and Non-restricted.
Reports to Monitor
| Report Name | Description | Report Category |
| FLSA Mismatch | Identifies employees with conflicting FLSA statuses with multiple jobs, including mismatches between Job Code and Job data. Monitor to ensure FLSA mismatches are resolved in a timely manner. | Human Resources Reports |
| Hours on Pay Status Report | Identifies employees who have met the requirement for Career status and/or benefits eligibility. Monitor this report to help ensure timely benefits enrollment. Also monitor this report to review job record for End Dates that must be removed due to change to Career status. See the Known Issue: Intra-Location Transfers and Job End Dates quick reference | Human Resources Reports |
| Hours towards Career Status Report | Identifies newly eligible academic (faculty and non-faculty) employees who have reached/approaching 750/1000 hours within a rolling twelve months period. Monitor this report to help ensure timely benefits enrollment. | Human Resources Reports (Restricted) |
| Future Dated Hires Lite Report | This report provides all future hires as of today and going forward. Departments can utilize this report to check on the status of their hires in job data as well as verify if an employee has a future job that could cause FLSA or FTE conflict. This report allows for full department data access. | Human Resources Reports |
| Jobs With Approaching End Dates Report | End dates and the auto-termination functionality are risk mitigation tools to help prevent payroll over-payments. Monitor to ensure that terminations are processed when auto-termination is not applicable. Also monitor this report to ensure extensions are processed before an unintended auto-termination is processed. End date extensions must be initiated and approved in PayPath no later than the day before the end date in order to avoid an auto-termination. |
Human Resources Reports Payroll and Financial Reports |
| Pay Frequency Change Report | Identifies changes in Pay frequency in Job data based on the dates provided on report input page. Review this report in order to proactively review or adjust additional pay or general deduction data when there is a change in pay frequency of the employee. | Payroll and Financial Reports |
| Extended Leave Monitoring Report | Identifies leaves with approaching end dates. Monitor to support communication with employees whose leave should be ending soon and to ensure timely entry of leave transactions. | Academic Personnel Reports (Restricted) Human Resources Reports (Restricted) Payroll and Financial Reports (Restricted) |
| Short Work Break (SWB) Monitoring Report | Identifies employees with approaching short work break return dates. Monitor to support communication with employees whose short work break should be ending soon and to ensure timely entry of return from short work break status. | Human Resources Reports |
| Additional Pay Report | Identifies additional pay with approaching end dates. Monitor to ensure timely extension of end dates, if appropriate. | Payroll and Financial Reports (Restricted) |
| Distribution of Payroll Expenses (DOPE) Report | Confirm actual payroll expenses applied for a given payroll cycle. | Payroll Accounting and Reconciliation |
| UCPath-Oracle Salary Reconciliation | Compare salary amounts on given chartstrings in the labor ledger (UCPath; DOPES) to salary amounts posted to those chartstrings in the Oracle general ledger and quickly identify differences. The report will be most useful for departmental financial managers, as best results are obtained when searching by financial unit. If you do not already have access to this report, submit a request for the Payroll Accounting and Reconciliation report group. | Payroll Accounting and Reconciliation |
| Paper Pay Check Report | Identifies the population of employees who receive paper checks. If an employee believes they are missing pay, review this report to ensure a paper paycheck has not been mailed to them. | Payroll and Financial Reports |
| Separated Employees | This report can be used to identify employees who are missing pay because they have been terminated. This termination may be a result of the auto-termination process. |
Human Resources Reports (Restricted) |
| Employee Record of Earnings | View an employee’s paycheck details. Use this report as one method for reviewing an employee paycheck to troubleshoot incorrect pay. | Payroll and Financial Reports (Restricted) |
STEPS TO TAKE
| 1. Open your web browser and navigate to https://bah.ucsd.edu/hr-payroll/index.html |
| 2. You can View All reports (demonstrated in screen shot), or select a specific category for the report you are seeking. |
| 3. To see a list of fields for each report, click the View Details link. Once you have located the report you are seeking, click the Launch button. |
| 4. You will be prompted to enter your AD credentials to sign in to Cognos |
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5. The Cognos sign in page displays, enter your AD username and password |
| 6. The filter options for the report you selected display; the Choices box is outlined in red for the required filters. Enter the applicable data for the required filter and any additional filter(s) options you choose |
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7. In the example above the required filter is Department
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| 8. Click Run |
| 9. The report displays |
10. Save and Export Reports
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WHAT TO DO AFTER
The My Content folder is displayed on the left side of the screen; click the folder to view/access all of your saved reports.