RF Payroll Encumbrance Shortage and Exception Report

Description

Purpose

The RF Payroll Encumbrance Shortage and Exceptions Report contains a detailed listing of all individuals that were not fully encumbered due to either a data exception or a lack of funds. The report provides the information that appropriate departments will need to analyze the payroll amount that has not been encumbered.

Frequency

This report should be run at least monthly or as needed to monitor individuals that are not fully encumbered.

Responsibilities with Access

ORG Account Establishment Administrator
ORG Account Establishment Spec with Budget Approval
ORG Account Establishment Specialist
ORG Grants Inquiry

Setting Report Parameters

The following table describes the required and optional parameters to use to run the report:


Parameter	Description (click in the field to see the List of Values)
Optional Parameters
Location		Select a valid location from the LOV. The report will list shortages and exceptions for this location only. If this parameter is left blank, the report will process all locations.
Reporting Options		SHORTAGES: Report will process shortages only. EXCEPTIONS: Report will process exceptions only. BOTH: Report will process both shortages and exceptions.
Award		This parameter is enabled only if you have entered a value in the Location parameter. The LOV will return only those rows that meet the criteria entered in Reporting Option. Example: Location = '010' and Reporting Option = 'SHORTAGES'. The LOV for Award will list only those award numbers from location '010' that contain shortages.

Understanding the Output

The following table describes the report output:


Column Heading	Description of Column
DETAIL SECTION
Award	The award number associated with the calculated encumbrance.
Project	The project number associated with the calculated encumbrance.
Task	The task number associated with the calculated encumbrance.
Expenditure Type	The subcategory classification of the encumbrance.
Assignment	The assignment number associated with the encumbrance calculated.
Sal Shortage	The amount of salary encumbrance that could not be posted to Grants because sufficient funds were not available for this specific line of information.
FB Shortage	The amount of fringe benefit encumbrance that could not be posted to Grants because sufficient funds were not available for this specific line of information.
Sal Exception	The amount of salary encumbrance that could not be posted to Grants because of exception reason for this specific line of information.
FB Exception	The amount of fringe benefit encumbrance that could not be posted to Grants because of the exception reason for this specific line of information.
# of Days Short	The number of working days the Salary Shortage covers. This field is calculated as Salary Shortage divided by the Daily Rate (rounded up to the nearest day).
Sal Shortage	The amount of salary encumbrance that could not be posted to Grants because sufficient funds were not available for this specific line of information.
Exception Reason	The reason this line is listed as an exception. Most exceptions are from the transaction import process. This is not a column on the report. If the person is displaying on the report due to an exception, this value is displayed on a separate line immediately following the detail line.
LOCATION TOTAL SECTION
Sal Shortage	The total amount of salary encumbrance that could not be posted to Grants because sufficient funds were not available for this location.
FB Shortage	The total amount of fringe benefit encumbrance that could not be posted to GMS because sufficient funds were not available for this location.
Sal Exception	The total amount of salary encumbrance that could not be posted to Grants because of exception reason for this location.
FB Exception	The total amount of fringe benefit encumbrance that could not be posted to GMS because of exception reason for this location.

Helpful Tips

For complete details on running Oracle reports, refer to the Run a Report help topic.
The report is available in PDF and ASCII (TEXT) format. PDF is a formatted, printable version. ASCII can be easily pulled into a spreadsheet or word processor.
Once you select a format and run the report, you cannot change the output format. You will need to run the report again and select the desired output format on the Submit Request window.

Effective Date: 4/26/2007 3:13:34 PM