Clark University

Payroll Expense Detail Queries

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ContentsPayroll Expense Detail.................................................................................................................................3

Creating a Payroll Expense Detail............................................................................................................3

Navigating Clark Self Service Banner (SSB) to Payroll expense detail..........................................................4

Extracting/Manipulating Data...................................................................................................................10

Manipulating the data in Excel, FAQ’s.......................................................................................................13

Making all Columns and Rows fit the data?...........................................................................................13

Sorting Data...........................................................................................................................................14

Filtering Data.........................................................................................................................................16

Subtotaling Data....................................................................................................................................18

Additional Excel training offered by Microsoft......................................................................................19

Salary ACCT codes.....................................................................................................................................19

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Payroll Expense Detail

The Payroll Expense Detail option allows you to review the entire payroll distribution data for the Fiscal year and date range for example:

• Specific FOAPAL/Index values

• Specific Organization

• All Organizations

• Grant (If Grant information is queried, the information retrieved is Grant Inception to Date).

• Fund Type

Creating a Payroll Expense Detail

When you select the Budget Queries link from the Financial Information menu, you willbe directed to the page where you can either create (build) a query by selecting PayrollExpense Detail option from the Type drop-down list or retrieve a query that alreadyexists.

1. To either create or retrieve a query, select the desired option from the appropriate drop-down list and select the action button.

2. Enter a name for the query in the Save Query As field.

3. Click Continue to save the query.

The Parameters selection window is displayed.

4. Enter the Fiscal Year, Fiscal Period, for all periods with in the year select ‘14-All’ for the query.

FOAPAL values are entered.

NoteEither Organization or Grant is required. The wildcard (%) is an appropriate value for Organization.

The Payroll Expense Detail Report is retrieved. The parameters that you selected are displayed in the heading of the report.

Totals displayed under the previously selected links provide access to the transaction detail level.

5. Select Download All Columns to download all the payroll expense data to a spreadsheet.

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Navigating Clark Self Service Banner (SSB) to Payroll expense detail

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Login to via https://prodssb.clarku.edu/pls/prod/twbkwbis.P_WWWLogin

Alternately you can login thru the ClarkYOU portal. Connect to the Portal login page by selecting the ‘ClarkYOU

LOGIN’ option on the www.Clarku.edu web site.

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Enter your Clark User Name and Password

Select the Main Menu option, which will route you to CUWEB

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Select the ‘Finance and Budgets’ option. If this menu option is not available to you contact the Finance Controller.

Select the ‘Budget Queries’ option

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Select ‘Payroll Expense Detail’. If this Query type is not available to you contact the Finance Controller.

Ensure that the Fiscal year and period are correct. Select period ‘14 – ALL’ to include all periods for a fiscal year. NOTE: While

you can select a date range outside of the fiscal year only data from within that year will be retrieved.

As a general rule - always select ‘14-All’

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Select the date range. The ‘To date’ will default to today’s date. Type in a date in the ‘From date:’ (default is a rolling 30 days

worth of information). Then add the Grant or Organization #(required fields). You can fine tune the query buy using one of the

account codes (Salary ACCT codes) or any other data element.

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Query Result components:

Report Parameters (Displays the selected query parameters for the results)

Screen Total (Sums the $ amounts on the screen)

Running Total (Cumulates screen $ values)

Report Total (of all records) (Sum $ values for all retrieved records)

Next/Pervious 15> (Retrieves/Previous 15, or less, records set)

Download All Details (Downloads all Payroll Expense detail) Sorted by date, FOAPAL and then employee[includes detail by earn code, i.e. Regular, Vacation, Sick etc…]

Download Summary (Downloads detail summarized by person) Sorted by date, FOAPAL, employee w/pay information summarized.

Another Query (Return to query screen)

Extracting/Manipulating Data

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Downloading All Details option

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Downloading ‘All Details’ option provides payroll details that are itemized by earn code.

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Downloading ‘Summary by Fund, Orgn, Acct’ option shows less information and summarizes the Amount ($) per employee for

each position and earn code.

Manipulating the data in Excel, FAQ’s

Making all Columns and Rows fit the data?

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Select the upper left most box with an arrow facing the lower right corner. This selects the entire worksheet

Now double click any column line, as you rollover the line next to the column letter you should see a line with arrows pointing

in opposite directions. All the columns will now right size.

Sorting Data

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Select the entire worksheet and then the ‘Data’ Menu option

Select the ‘Sort’ option and you will be presented with a Sort Dialog box

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The below example selects columns sorted by account and amount($). If you need more detailed instructions select the “?”

mark in the upper right corner of the dialogue box.

Filtering Data

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Select the ‘Data’ option. Then select the row, by selecting the row number with the headers of the data that you would like to

filter. Now select the ‘Filter’ Option. This will insert drop down box’s in each column.

Select the specific values that you would like to filter on. Selected below is the position title. De-selecting each title that you

do not want will present only the selected title (values). You can also sort the results using the upper part of the menu.

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Below are filtered and sorted results for Undergraduate students employees sorted by the highest amount($). Notice that the

icon in the header changes to indicate the tool used.

Subtotaling Data

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Select the ‘Data’ option then ‘Subtotal’. You will be presented with a option dialogue box. Below are the results of a subtotal

function totaled for each account(Position) summing the amount($).

Additional Excel training offered by Microsoft

http://office.microsoft.com/en-us/training/excel-2007-training-courses-HA010218987.aspx

Salary ACCT codes

Account Title6011 Faculty academic year salaries6012 Faculty part time salaries6013 Faculty summer salaries6014 Faculty - temporary/additional comp6015 Faculty-Prof of practice/lecturer6021 Admin full time salaries6022 Postdoctoral researcher-full time6023 Admin part time/temporary salaries6025 Admin separation compensation6026 Admin-additional comp6027 Postdoctoral researcher-part time6031 NE full time wages6032 NE special staff wages6033 NE physical plant wages6034 NE overtime wages6035 NE campus police wages6036 NE sick time buyback6037 NE part time/temporary wages6038 NE CWS job locator wages6039 Hourly-additional comp6051 UG work-study wages

6052UG work-study community serv wages

6053 UG non-work-study wages6054 Grad TA wages6055 Grad RA wages6056 Grad other wages6057 UG summer researchers6090 Reimburse labor costs only6171 Faculty sabbatical

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