WISDM Data View
Detail Payroll Transactions

Name of the View: DETAIL_PAYROLL_TRANS

Description: This view displays salary and fringe benefit expenditures and salary encumbrance transaction detail for the UW-Madison campus. Fringe benefit encumbrances are not available. The basis for this view is the WISDM data, so it is updated daily and contains data starting with FY2005. Detail salary data prior to FY2005 can be retrieved from the Detail Accounting Transactions view.

Data Custodian: Accounting Services: Hua Ramer – phone: 262-4858, 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:

  • Fringe benefit and longevity payments for GPR funds will be included unless you take action to exclude them. These expenditures are recorded to the Organization 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 space within the double quotes will have the effect of excluding all Project/Grants within the funds that you have selected.
  • For Brio 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
002 – August
003 – September
004 – October
005 – November
006 – December
007 – January
008 – February
009 – March
010 – April
011 – May
012 – June
013 – FY End Cleanup

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. 00123456

Empl Rec Nbr

2

A code to identify the number of jobs a person has performed.  For anyone who has only one “job’, the data value for this field is zero.  Multiple jobs are identified by incrementing the Empl Rec Nbr by one.

e.g. 0, 1
Begin Eff Dt 17 Effective date of the employee

MM/DD/YY HH:MM TOD
01/01/12 12:01 AM
Begin Eff Dt Seq 2 Sequence number of effective date e.g. – 01, 02
Legacy lads Appt Id 8 Employee number before April, 2011 00638382

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.  Normally used by gift and grant funds (133) Federal grant funds (144) and Trust funds (161).

e.g.144GH01, PRJ43PN

DIVISION

2

The first and second characters of the organization code.  They define the college or division.

e.g. 03

DEPARTMENT

2

The third and fourth characters of the organization code.  They define the major department within a college or division.

e.g. 05

SUBDEPARTMENT

2

The fifth and sixth characters of the organization code.  They define a sub-department of the major department.

e.g. 00

DeptID

6

A code identifying the combined codes for division, department and sub-department. Formerly called Organization

e.g. 030500

DeptID Description

30

The name of the DeptID code. Field was formerly Org_Descr.

e.g. AccountingSVC/Acctg Svcs

PROGRAM_CODE

1

A code that identifies the general purpose for which money is being spent.

0-Student Services
1–General Operations & Services
2-Instruction
3-Educational activities
4-Research
5-Extension & Public Service
6-Library, Learning resources & Media
7-Physical Plant Maint & Svcs
8–Auxiliary Enterprises & Svcs
9-Student Aid
F-Farm Operations
R-Revenue
Program_Desc 30 Description of the Program e.g. Student Services, Research

ACCOUNT

4

In expense accounting, accounts are used to classify financial transactions according to the object of the expenditure. For encumbrances, accounts identify the purpose for which the money is encumbered.

e.g. 1531

ACCT_DESCR

30

Descriptive name associated with the account.

e.g. Classified – Hourly

CLASS

5

Displays the class field, which can contain the building number, tuition remission code, or county sales tax county. 

0034
F092
T013 This feild is currently not populated.

EMPLOYEE_NAME

30

Name of the employee that the transaction applies to.

Employee Name
Employee Last Name

30

 Last Name of the employee that the transaction applies to. Eg – Ruth
Employee First Name 30 First Name of the employee that the transaction applies to. Eg – George
Employee Middle Name 30 Middle Name of the employee that the transaction applies to. Eg – Herman
Employee Current Name 50 Current Name of the employee that the transaction applies to. Employee Name
EMPLOYEE Current Last Name 30 Current Name of the employee that the transaction applies to. Eg – Jordan
Employee Current First Name 30 Last Name of the employee that the transaction applies to. Eg – Michael
Employee Current Middle Name 30 First Name of the employee that the transaction applies to. Eg – Jeffrey

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

01173763
200907620

TRANSACTION_TYPE

11

Identifier for type of transaction.

Encumbrance
Payroll Encumbrance Type 11 Identifier for type of transaction.

Liquidation
Encumbrance

EXPENSE_AMOUNT

17.2

Posted amount of salary and fringe expenditures.

00000000001000000.00

ENCUMBRANCE_ AMOUNT

17.2

Posted amount of salary encumbrances.

00000000001000000.00

APPT_EFF_DATE

8

Beginning Date of Appointment within Fiscal Year.

20030701

APPT_END_DATE

8

End Date of Appointment within Fiscal Year.

20040630

APPT_BASE_RATE

11.3

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.

Job_CODE

5

Numeric Job Code. Formerly was Title_Code

e.g. 00265

Job Code_DESCR

30

Description connected to the Job Code. Formerly was the Title_Descr field.

e.g. Accountant-Advanced

OPR_ID

32

SFS operator ID. 

e.g. UW_BAT_FI

Payroll UW Version  Nbr

11

UW Payroll Number

356,760 (Note:  Not populated in PP, PJ journals

Payrun_ID

10

Payroll Calc ID. Formerly was the CALC_ID code.

2012BW03A
ENCUMB

Payrun_DESCRIPTION

30

Description of Payrun ID. Formerly was the CALC_Descr field.

e.g. 20120226-201203102012 BiWeekly Mar A.

Paygroup

3

Employee Pay grouping.

e.g. - HST – Hourly Student.

Paygroup Description

 

Description of the employee paygroup.

Hourly Student

OFF CYCLE Flag

1

Indicates whether the payroll run was off cycle.

Eg -  “Y” or “N”

EARN PERIOD

8

The period of the payrun as YYYYMMA. Field was formerly TRANSACTION_DATE.

201203A
EARN PERIOD FREQUENCY 1 Currently populated with “?” Currently populated with “?” except for one record
Pay Date 8 Effective date of Payroll Payment 20120322
Transaction Date 8 Date Payroll was run 20120315

POSTED_DATE

8

The date that the transaction was posted to SFS – formatted YYYYMMDD.

20120316

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:

  • PJ = Payroll transactions;
  • FB = Fringe benefit trans;
  • JRT = Internal transfers and P-Card;
  • JRB = Internal billings
  • AP = Vendor payments processed in SFS;
  • PT = Salary cost transfers;
  • BD = Budget transactions.
EMPL CLASS 2 Classification of employee e.g. CP
EMPL CLASS DESCR 30 Employee Classification Description e.g. Classified Permanent, Classified Project
Source 3 Source of journal e.g. HRS, INT
WISDM LOAD Date 7 Date and time when WISDM was updated e.g. 03/22/12 04:13 AM