WISDM Data View
Detail GL Payroll Transactions
Name of the View: DETAIL_GL_PAYROLL_TRANS.
Description: This view displays all accounting transaction details for the UW-Madison campus. It is created for those users who wish to list salary accounting detail data by employees. All types of transactions are included – Budgets, Expenses, Encumbrances and Revenue. The basis for this view is WISDM data that combines data in General Ledger and Salary Fringe Detail (SFD). The data is updated daily and contains data since the beginning of FY2005.
Data Custodian: Accounting Services: Hua Ramer – phone: 262-4858, or email: hramer@bussvc.wisc.edu
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:
- For those who do not need salary accounting data by employees, continue using Detail Accounting Transactions view. There is no need to change your query.
- Fringe benefit and longevity payments for GPR funds are recorded to the Department 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 spaces within the double quotes will have the effect of excluding all Project/Grants within the funds that you have selected).
- Fringe Benefit encumbrances for project/grants are calculated dynamically within WISDM based on the Salary encumbrances. There is a timing difference that is important to understand. Salary payments are made throughout a month causing the salary encumbrance to be reduced. The reduction in salary encumbrance also reduces the encumbrances for Fringes in WISDM. When the actual payments for Fringes are posted at the end of the month, the difference should disappear. Thus if you are running a before-the-end-of-month balance query, the fringe encumbrances could be understated.
- For Hyperion 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 |
ACCOUNTING_PERIOD |
3 |
The period within the fiscal year. |
001 - July |
FISCAL_YEAR |
4 |
The year that the budget covers on state funds. |
2004, 2005, etc. |
EMPLID |
8 |
EMPLID is assigned in the HRS system. Formerly, this field was Person_ID. |
e.g. 00732173 |
APPT_REQ_NBR |
3 |
For Salaries, the appointment id is assigned in the HRS system. This field is also known as empl rec nbr. |
e.g. 0, 1, 2 |
FUND |
3 |
A code identifying the source of funds being reported on. In all cases, except clearing accounts, it represents an appropriation by the state legislature. |
101, 128, 133, 144, etc. |
PROJECT_GRANT |
7 |
A code used by records that are organized by project. This code is made up of the fund and the proj/grant# – e.g. 144AB12. Starting in February 2008, all newly created projects will begin with PRJ instead of the fund. |
e.g.144GH01 |
DIVISION |
2 |
The first and second characters of the DEPTID. They define the college or division. |
e.g. 03 |
DEPARTMENT |
2 |
The third and fourth characters of the DEPTID code. They define the major department within a college or division. |
e.g. 05 |
SUBDEPARTMENT |
2 |
The fifth and sixth characters of the DEPTID code. They define a sub-department of the major department. |
e.g. 00 |
DEPT ID |
6 |
A code identifying the combined codes for division, department and sub-department. |
e.g. 030500 |
DEPTID Descr |
30 |
The name of the Dept ID |
e.g. AccountingSVCS/Acctg Svcs |
PROGRAM_CODE |
1 |
A code that identifies the general purpose for which money is being spent. |
0-Student Services |
ACCOUNT |
4 |
A series of coding to classify assets, liability, revenue, expenditure and equity. Http://www.bussvc.wisc.edu/acct/codes/account.html |
e.g. |
ACCT_DESCR |
30 |
Descriptive name associated with the account. |
e.g. Supplies |
CLASS |
4 |
No longer used post HRS conversion. |
No Longer Used. |
SCENARIO |
8 |
Budget scenario code. |
ADJUSTED |
DESCRIPTION |
30 |
Name of the employee that the transaction applies to or description of the transaction such as a vendor name. |
Employee or Vendor Name |
JRNL_LN_REF |
15 |
A catch-all field. Can have voucher number, PO number or other information depending on the type and the source of the transaction |
22222AA |
LEGACY_VO_NBR |
7 |
Number of the voucher that supports the payment or receipt. |
e.g. 22222AA |
INVOICE_NUMBER |
12 |
Number of the vendor invoice that supports the payment. |
e.g. 1774885800 or PC402555 |
BUDGET_REASON |
2 |
A code that identifies the reason for a budget entry. |
e.g. RB, PY |
BUDGET_TRANSFER |
4 |
The reference number of the document that supports the budget transfer. |
e.g. L800 |
TRANSACTION_TYPE |
11 |
Identifier for type of transaction. |
BUDGET |
PAYROLL ENCUMBRANCE TYPE |
11 |
Identifier for the type of encumbrance |
Liquidation, Encumbrance |
BUDGET_AMOUNT |
17.2 |
Posted budget amount. |
00000000001000000.00 |
REVENUE_AMOUNT |
17.2 |
Posted amount of revenue. This includes sales credits. |
00000000001000000.00 |
EXPENSE_AMOUNT |
117.2 |
Posted amount of expenditures. |
00000000001000000.00 |
ENCUMBRANCE_ AMOUNT |
17.2 |
Posted amount of encumbrances. |
00000000001000000.00 |
FRINGE_ENC_AMT |
17.2 |
Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate. Please see the Special Considerations section of this document for more information. |
00000000000010000.00 |
TUITION_ENC_AMT |
17.2 |
Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate. Please see the Special Considerations section of this document for more information. |
00000000000010000.00 Note: No longer used after 2007. |
APPT_EFF_DATE |
8 |
Beginning Date of Appointment within Fiscal Year. |
20120701 |
APPT_END_DATE |
8 |
End Date of Appointment within Fiscal Year. |
20110630 |
APPT_BASE_RATE |
|
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. Note: Only seen in salary cash transfers. Currently populated with a “?” in post HRS conversion. |
TITLE_CODE |
5 |
Numeric Title Code |
e.g. 00265 |
TITLE_DESCR |
30 |
Description connected to the Title Code |
e.g. Accountant-Advanced |
OPR_ID |
32 |
SFS operator ID. You may only see this in salary cash transfers. |
UW_BAT_FI, 00565539 |
Payroll Uw Version Nbr |
3 |
Specific to UW |
assigned |
CALC_ID |
9 |
Payroll Calc ID. YYYYMM plus a number. |
e.g. 20110610 |
CALC_DESCRIPTION |
30 |
Description of Calc ID |
e.g. “May Regular Unclassified”. |
CALC_EARN_PER |
6 |
Period of earnings related to the Calc ID. |
e.g. 201105, 201105A, 201105B. |
CALC_PERIOD_TYPE |
1 |
Indicates the period and type of calc. |
“A” for the A Student or Classified calc; “B” for the B Student or Classified calc; “C” for the C Student or Classified calc; “M” for the Regular Unclassified. |
CALC_PAY_DATE |
|
Pay Date relating to the Calc ID. |
e.g. 20110601 |
TRANSACTION_DATE |
8 |
The date of the transaction formatted as YYYYMMDD. This will usually be the accounting date assigned to the transaction in SFS. |
20110715 |
POSTED_DATE |
8 |
The date that the transaction was posted to SFS – formatted YYYYMMDD. |
20110715 |
JOURNAL_ID |
10 |
A code that identifies a journal in SFS. The beginning of this number has meaning as listed in the next column. |
The beginning of this number has meaning as follows:
|
PO_ID |
10 |
The Purchase Order ID number. For P-Card transactions, the field will contain PR- plus the first seven characters of the card holder’s last name. |
345Q678001, |
VCH_VOUCHER_ID |
8 |
Vendor payment voucher number. For P-Card transactions, the field will contain the first seven characters of the card holder’s first name plus the last three digits of the card number. |
00001234. |
VCH_INVOICE_ID |
30 |
Vendor payment invoice number. For P-Card transactions, the field will contain the invoice date. |
TER122504 |
VCH_VENDOR_NAME |
40 |
Vendor payment name. |
DOE,JOHN |
Empl_Class |
3 |
Payroll Classification of Employee |
CP |
Empl Class Descr |
30 |
Description of payroll classification |
Classified Permanent |
Source |
3 |
Code of transaction originator |
HRS, INT |
WISDM Load Date |
7 |
Date and time of WISDM Load |
04/14/12 04:16 AM |