To access Payroll Reports in IUIE, you must be a Payroll Voucher Processor or Fiscal Approver for your department and have your Department Head, Director or Fiscal Officer submit the User Access form before we can grant access.

The link to the form is on the OneStart page in the HRMS Portal section. Click on "Support and Training" and the form is listed under "HRMS eDocs Support." Direct Link: HRMS/IUIE User Access Request.

Completing the User Access Request form:

1. Choose: "Modify an existing user’s information"
2. Choose user’s access role: "Payroll Voucher Processor" or "Fiscal Approver w/IUIE reporting"
3. Click on box at the top "Add IUIE Reporting to this user?" Complete the form.
   In the section “What IU Information Environment access do you require?” click on box labeled "IUIE-Payroll Departmental Reports"
4. In the comments section, type: Adding IUIE reporting
5. Submit the form. You will be notified when the access is available.

How to Access Departmental Payroll IUIE Reports

IUIE Path: Master Catalog: Departmental Reporting > Payroll Reports-Departmental

• Enter your selection criteria in the same format as the examples (dates, department codes).
• Anytime a Valid Values button appears, you can click it to choose your criteria.
  
• Be sure to use CAPS when you enter the selection criteria.
• The HRMS IUIE information begins with 2003.
• Your security access is the same as your payroll voucher profile – you should only be able to see employees in your department.
• Information in the IUIE is one business day old.
• You have signed compliance forms agreeing that you will not share this information. If you are unsure about a particular request, please contact the payroll office.

Here is a list of reports you can access. Click on each link to get to the instructions:

Active Contract Pay Summary – Dept Access: This query can be used to list all activity for contract employees including job, contract, additional pay and paycheck data. This is very helpful when the contract amounts change in the middle of a contract period. Contract pay is used for Student academic and part-time adjunct appointments.

Employee List of Positions: This query can be used to create a list of any combination of your employees or count them. Use the selection criteria to specify the exact group you want to select.

Fiscal Approvers’ Voucher Audit Report: You will only get results from running this job if you are designated as the fiscal approver for the Org in the FIS. After each payroll, an automated email is generated to all fiscal approvers that had activity processed on their orgs. If you are not the fiscal approver, you can use the Fiscal Approvers/Officer Voucher Report Datagroup below to produce the same output.

Fiscal Approvers/Officer Voucher Report  Datagroup: This datagroup will allow you to enter specific selection criteria to produce the same results as the Fiscal Approvers’ Voucher Audit Report.

Fiscal Officer Payroll Voucher Report: If you are designated as a Fiscal Officer in the FIS, you will be able to run this report and see results. If you are not the Fiscal Officer, you should use the Fiscal Approvers/Officer Voucher Report Datagroup above.

HRMS Departmental Security: You can run this query to monitor who has access to payroll information in your department.

HRMS Security Table: My Access: You can run this query and it will return your access profile in the IUIE. This query can be used to solve security problems if your jobs are not returning output.

Labor Ledger – Actuals Only: This query provides results from the Labor Ledger in the FIS. You must be a member of FIS_LD_ALL to have access to this report.

Labor Ledger Empl Summary w Fringes: This query provides detailed wage and fringe per ID per earn code from the Labor Ledger file out of the payroll.

Labor Ledger Entry – Actual Data: This query provides results from the Labor Ledger in the FIS. You must be a member of FIS_LD_ALL to have access to this report.

Last Paycheck Data by Empl Rcd: This query will produce a list of employees that have not been paid based on the date you enter. You can use this information to terminate employees that haven’t worked for a period of time in your department. It’s most useful for finding hourly employees or those on contract pay that are no longer receiving pay.

Leave Balances – Dept Access: This query can be used to list an employee’s leave balances by period end date. This can be very helpful to correct attendance balance problems. If you or one of your employees doesn’t agree with their attendance balance, start with this report. It will list the earned, used, and balance for each pay end date within the date range you run it for.

Paycheck Earn Code Detail – Dept Access: This query will produce a spreadsheet of detail information from paycheck data for your employees based on the selection criteria you enter. Can be for specific payrolls, earn codes, or calendar years.

Paycheck Employee Hours – Dept Access: You can use the query to create a detailed spreadsheet of paycheck information for a specific ID or your department based on the selection criteria you enter. It is helpful for providing an employee a detailed payroll record report. It can be used to determine eligibility for FMLA based on hours worked.

Paycheck No Pay Earn Code Detail: This query will produce a list of employees with earn codes that do not pay. This information is only available in paycheck data since ‘no pay’ earn codes do not move to the labor ledger (FIS data).& Some departments like to keep track of this information.

Payroll Hours Balance BW1 Summary: This query produces a list of BW staff employees and their attendance balances for specific pay period end dates. You can also produce a list of employees with negative balances to find conditions where they have exceeded their balance.

Payroll Hours Balance BWP Summary: This query produces a list of BWP (PAO/PAU) staff employees and their attendance balances for specific pay period end dates. You can also produce a list of employees with negative balances to find conditions where they have exceeded their balance.

Work Study Limit of Earnings: This query produces a list of WS employees and the limit information. It should be used to monitor their earnings so they don’t exceed their limit for the current WS period (academic year or summer).