Integrated Service Center

Payroll-Impacting Reports by Deadline

Last updated Wednesday, July 10, 2019

Introduction

This page details which payroll-impacting reports should be run, sorted by deadline in the Table of Contents. In each section, the reports are listed in order by functional area and role. For an abbreviated, printable version of the information below, see the Payroll Impacting Reports by Deadline Timeline (PDF) job aid.


1. Prior to when Pay Calc Begins

Run these reports before 4:00 pm PST on the first day Pay Calc Opens. See the Campus Payroll and HCM Transaction Calendar (the “orange” day.)

Report Name Who Should Run It? Brief Description
For more detailed instructions, see prompt and report help text in Workday.
Upcoming Employment End Dates R0321 HCM Initiate 2s
HR Partners
Academic Partners
Used to identify all fixed term and temporary employees who are approaching their end employment date.
Payroll Costing by Organization R0525 & by Allocation Cost Center R0525.1 Costing Allocations Coordinators Used to verify that all workers have been assigned to the proper default cost centers and costing allocations prior to payroll processing.

They can be run to view data by either organization(s) or by allocation cost center(s).


2. Prior to HCM Deadline

Run these reports prior to the day of the HCM Transaction Unit Approval Deadline. See the Campus Payroll and HCM Transaction Calendar (the “purple” day.)

Report Name Who Should Run It? Brief Description
For more detailed instructions, see prompt and report help text in Workday.
Business Process Transaction Details R0569

Similar versions of this report can be also be found on the Manage My Work Dashboard (PDF).

HCM Initiate 2s
HR Partners
Academic Partners
Use this to ensure all necessary changes to worker records have been initiated (end date extensions, compensation changes, etc.) and all unit-level approvals are complete that affect the pay cycle.

3. Every day, prior to the T&A Deadline

Run these reports every day during pay calc until the Time and Absence Transaction Deadline. See the Campus Payroll and HCM Transaction Calendar (the “purple” through the “red” day.)

Functional Area Report Name Who Should Run It? Brief Description
For more detailed instructions, see prompt and report help text in Workday.
Time Entry Summarized Time Tracking Audit R0521 & Detailed Time Tracking Audit R0521.1 Time and Absence Initiates
Time and Absence Approvers
Use these reports to audit potentially unsubmitted and unapproved time blocks, overtime, time block overrides, and conflicting time off/time entered.

This report does not include workers with empty timesheets (zero hours entered.)

 Time Entry Zero Hour Timesheets R0408 Time and Absence Initiates
Time and Absence Approvers
Use this report to identify employees that have zero hours entered on their timesheet for the date range specified.
 Time Off Time Off and Leave Transactions Awaiting Approval R0500 Time and Absence Initiates
Time and Absence Approvers
Use this report to ensure that all time off and Leave of Absence requests are approved prior to deadlines associated with the request(s).
Time Off Audit Unpaid Holiday R0012 and Audit Holiday Taken Time Off R0335 Time and Absence Initiates
Time and Absence Approvers
Use these audit reports the day after a holiday.  They will provide holiday taken information to monitor for whether or not employees are entering the correct type of time off on a holiday, based on what they are eligible for.

Time and Absence Initiates should ensure unpaid time off has been entered for employees who are ineligible for the holiday. See the UWHR policy on paid holidays to figure out which employees are eligible/ineligible.

Leave of Absence (LOA) Workers on Leave (LOA) Audit: Tracking, Paid, or Unpaid Time Off R0032 Time and Absence Initiates
HCM Initiate 2s
HR Partners
Academic Partners
Use this report to ensure all time off and Tracking Time Off has been entered for workers on a Leave of Absence.
Costing Earnings Review – Payroll Results – Prompt for Worker R0100 & Prompt for Organization R0101 Costing Allocations Coordinators Use these to confirm that employee earnings are correct for the pay period associated with the earnings.

They can be run to view data by either worker(s) or by organization(s).

Costing Earnings and Actuals – Payroll Results – Prompt for Worker R0100.1 & Prompt for Organization R0101.1 Costing Allocations Coordinators Use these reports to confirm that the costing of earnings for workers is accurate.

They can be run to view data by either worker(s) or by organization(s).

Costing Earnings and Actuals – Prompt for Worker R0100.2 & Prompt for Organization R0101.2 Costing Allocations Coordinators Use these reports to confirm that the costing of earnings for workers is accurate. This reports provides even more detail than R0100.1 & R0101.1.

They can be run to view data by either worker(s) or by organization(s).

Costing Earnings Review – Matrix Report – Prompt for Organization R0101.3 & Prompt for Cost Center R0101.4 Costing Allocations Coordinators Use these reports to verify the total gross summary by earning and worker.

They can be run to view data by either organization(s) or by Cost Center(s).

Costing Gross Wages Comparison and Verification R0526 HCM Initiate 2s
HR Partners
Academic Partners
This will provide a quick view of what employee gross pay was from one pay period to the next. This can help you to ensure your employees are getting paid, and if there problems you need to look into.

4. Weekly (Monday-Sunday)

Functional Area Report Name Who Should Run It? Brief Description
For more detailed instructions, see prompt and report help text in Workday.
Time Entry Weekly Unsubmitted & Unapproved Hours Audit R0207 & Detailed Weekly Hours Audit R0207.1 Time and Absence Initiates
Time and Absence Approvers
Use these reports to identify and reconcile unsubmitted and/or unapproved hours per work week (Monday to Sunday) for nonexempt employees with an FTE greater than or equal to 50%.

5. Monthly

Functional Area Report Name Who Should Run It? Brief Description
For more detailed instructions, see prompt and report help text in Workday.
Work Schedules FTE/Weekly Scheduled Hours Mismatch R0465 Time and Absence Initiates
HCM Initiate 2s
HR Partners
Academic Partners
Use this report to ensure that the work schedule that is assigned to your workers correctly aligns with the worker’s FTE/Weekly Scheduled Hours.
Work Schedules Workers Without a Work Schedule R0328 Time and Absence Initiates Use this report to identify any workers missing a work schedule.

Time and Absence Initiates should assign missing work schedules using the Assign Work Schedule business process.