Financial Management Information System (FMIS) – HR Lookup User Manual

The UOT HR Lookup contains information about salary cost transactions for your Budget Centre. The information returned from queries is account number, payrun, start and end date, full name, actual and encumbrance amounts as well as the employee number. The objectives of using the HR Lookup are to use the Find command to locate specific salary cost records or to use the Report Wizard to create a tabular report.

This is the screen that you will see once you log in to your account. By double clicking on the ‘UOT HR lookup’, you will see a ‘Find UoT Payroll’ window, as shown below:

Any of the following fields can be used to perform a query:

Year

To find particular payroll information, some query information must be input to the ‘Find UoT Payroll’ window.

A list of information about the payroll started and/or ended in 2005 will be shown, as below (names and employee numbers have been removed):

Using the scroll bar at the left hand side of the window, you can then scroll upwards or downwards to get

the particular piece of information that you want. You can also use the up or down arrow keys to move the list.

To find another piece of payroll information, you can take a short cut by clicking on the ‘Find UoT Payroll’ under the ‘Window’ field, as shown below:

Dates

To find payroll information within particular dates, you can input the relevant year in the ‘Year’ field and the actual starting and ending pay dates of the particular transaction in the ‘From’ and ‘To’ fields, as shown below:

Budget Centre

Besides the dates and year, you can search for payroll information using the ‘Budget Centre’. Users of the HR Lookup function will be restricted to viewing only transactions against their own Budget Centre. By filling in the code of a Budget Centre, such as 256 (School of Pharmacy), you can then ‘Find’ the information that cover the details that you have been given access to.

Payroll information of Budget Centre 256 during the period of 1 January to 28 February of 2005 will be shown. There is also a description of the FMIS Account codes at the bottom of the window to assist with the understanding of the user.

Project Number

A Project number is a specific number allocated to each contract undertaken in a Budget Centre and is used to identify the key activities that are subject to financial control. By putting in a ‘Project Number’, you can get the payroll information that is related to the particular project. To quickly access the total actual and/or encumbrance costs of the particular project, you can view it at the Subtotal field at the bottom of the transactions.

Expense

To search for a particular group of expenditures, such as 4113 Profile – Academic – Superannuation, you can type in ‘4113’ into the ‘Expense’ field. In that way, you can access all the payroll information under the Superannuation account.

Actual / Encumbrance (A/E)

In the Actual/Encumbrance field you can enter ‘A’ if you are only concerned with the Actual Payroll details.

Or you can restrict the result to only the Salary Encumbrance figures by entering ‘E’. By leaving it blank you get both actual and encumbrance payroll details.

Payrun Number

Payrun is a unique number given to a particular pay on the HRMS. By entering the Payrun Number into the ‘Payrun No.’ field, you can then access the payroll information in relation to that payrun. A better result will be reflected if the details of other fields, such as project number, are completed as well.

This option is useful where transaction enquiries in the FMIS have shown an unusual amount for a payroll transaction. By noting the payrun number from the transaction description this information can be used in the query in the HR Lookup.

A list of payroll information under the same payrun number and account number will be shown as below:

Employee Number

Every employee has his or her own employee number in the University. To check the payroll information of a specific employee, you can enter the relevant Employee Number into the ‘Employee No.’ field. In the examples in this manual the employee numbers have been removed from the images but they do show in the appropriate column.

If you do not know the Employee Number it is easy to perform a query just on this FMIS project then scroll down to the employee. From the Employee Number column it is possible to copy the Employee Number (highlight then copy CTRL+C). Go back to Find UoT Payroll screen then click in Employee Number field and paste (CTRL +V) the copied employee number.

As shown in the result below, the more details you fill in to the query fields, the more narrow result you will get. By completing the Year and Dates, the Budget Centre, the Project Number, the Payrun Number and the Employee Number, you will then get a very accurate and narrow result.

UOT HR Lookup Report (Download)

Once you come to the Functions page, click on the ‘+’ sign in front of the ‘Other’ and you will able to see the concurrent requests, notifications, profile options and report.

Click on the ‘+’ sign besides the ‘Report’, and submit a request to the ‘Run’ list.

As soon as you click on the ‘Run’, a window will pop put asking you the type of request you want to run, either a single request or a request set. Leave the Single Request selected and click on ‘OK’.

A window of ‘Submit Request’ will then appear. Click on the small grey box at the end of the ‘Name’ field.

A window with a list of reports that are available to be used will pop out. Search for the ‘UOT HR Lookup Report (Download)’.

Click on ‘OK’.

A ‘Parameter’ window will pop out for you to complete the details you want to have in your report.

The details to be entered can be the Year, Dates, Budget Centre Code, Project Number, Account Number, A/E field, Payrun Number and the Employee Number. The instructions on entering the information are the same as detailed in the previous section.

As you finish entering all the details you have, click on ‘OK’.

Check that the Name of the request to be submitted is UOT HR Lookup Report (Download) and the parameter, which is all the information you have entered earlier, is correct. Once you have done this, click on ‘Submit’.

Clicking on the ‘Refresh Data’ button until the first phase is completed. Then click on the ‘View Output’.

A web browser window will then appear with the HR Lookup Report similar to that shown below (employee numbers and names have been removed from the image):

With the HR Lookup Report, you can go to ‘File’ to Save it into your computer. Then Open it in Excel by choosing the Fixed-Length Segment and adjusting the size of the columns manually with the mouse pointer. Click on ‘OK’. A tabular report will appear nicely in an Excel spreadsheet. You can then Sort Data according to the Year, Budget Centre Code, Expenditure Type, Account Number, Actual/Encumbrance Amount, Payrun Number, Employee Number or Name.