Integrated Service Center

Report Deep Dives

Last updated Wednesday, July 3, 2019

Our report “deep dives” provide detailed guidance in running and interpreting some of the most popular Workday reports.


R0321 Upcoming End Employment Dates

Identify and address overpayment/underpayment risks.

Every pay period, twice a month, a large volume of payroll errors are discovered that MUST be fixed before payroll can be run and paychecks distributed. Each one of these errors must be handled individually, and often require coordination with the employee’s unit to ensure proper payment is processed. As you can imagine, this follow-up is incredibly time-consuming, and therefore jeopardizes the timely processing of payroll for the entire University.

Approximately 65% of these payroll errors can be eliminated by running R0321 Upcoming End Employment Dates, and taking appropriate action based on the data it returns.

Administrators at the Medical Centers should instead run R0321.1 Upcoming End Employment Dates – Medical Center.

More tips for preparing for a successful, accurate can be found at Best Practices for Avoiding Under/Overpayment.

You can help ensure that your employees are paid accurately and on-time, and help minimize disruption to your unit by:

1. Running R0321 Upcoming End Employment Dates every pay period.

  • Setting the report’s date range for future dates will notify you of any errors that need to be resolved, and will help prevent overpayments and underpayments
  • Setting the report’s date range for past dates is helpful for finding errors you missed during previous pay periods; these errors need to be resolved as soon as possible and may have resulted in an overpayment or underpayment

2. Confirming that employees’ Employment End Dates and Compensation End Dates match, and correcting any mismatched dates

3. Reviewing employees’ Employment End Dates to determine if any action is required, such as those detailed in the below menus.

  • Request a compensation change so that the employee continues to be paid, or not, depending on the circumstances

Review the following scenarios for step-by-step guidance on initiating any necessary business process:

If you need to terminate an employee who no longer works at the UW, but is still on the payroll (i.e. there’s a risk for overpayment), follow the appropriate termination procedure:

Review the appropriate Staffing Event Job Aid(s), and follow the recommended action for each scenario.

If you need to request a compensation change so that the employee continues to be paid (or not paid, depending on the circumstances), follow the appropriate Request Compensation Change procedure:


R0100, R0101.x Earnings and Actuals

Identify the data you need to review (and possibly correct) in order to ensure employees are paid correctly and costing is accurate.

Units should run these new reports the day after Pay Calc Opens (the “orange” date on the Campus Payroll and HCM Transaction Calendar), and each day after until payroll cutoff (the “red” date on the Campus Payroll and HCM Transaction Calendar), to ensure that employees will be paid correctly and distributions for the pay periods look accurate. We also suggest running the reports again the day after payroll cutoff, in order to confirm the actuals are what you expected.

Select the applicable scenario(s) for guidance on which Earnings and Actuals report to run.

R0100 Earnings Review – Payroll Results – Prompt for Worker

  • Shows the earnings breakdown by employee (eg, Paid Holiday, Personal Holiday, Regular Earnings, Paid Sick Leave or Paid Vacation).
  • Does not include costing elements.

R0101 Earnings Review – Payroll Results – Prompt for Organization

  • Similar to R0100, this report shows the earnings breakdown by employee, but for a selected pay period.
  • Results will be filtered for only workers within a Supervisory Organization and Subordinate Organizations.
  • Does not include costing elements.

R0100.1 Earnings and Actuals – Payroll Results – Prompt for Worker

  • Shows the rate, hours and amount each employee earned per pay period(s), as well as the Cost Center(s) from which employees were paid.
  • Does not include certain employee details such as salary plan, blended FTE, or primary position.

R0101.1 Earnings and Actuals – Payroll Results – Prompt for Organization

  • Similar to R0100.1, this report shows the rate, hours and amount each employee earned per pay period(s), as well as the Cost Center(s) from which employees were paid
  • Filtered for only workers within a Supervisory Organization and Subordinate Organizations.
  • Does not include certain employee details such as salary plan, blended FTE or primary position.

R0101.3 Earnings Review – Matrix Report – Prompt for Organization

  • Shows every employee within a particular Sup Org, and includes the breakdown of employee earnings and the total amount earned.
  • Allows you to see additional details about each result when you select the link in each cell.
    • Note: the links taking you to the additional information screens are only available while working on the report in Workday (ie, the links don’t work in the Excel version of the report).

R0101.4 Earnings Review – Matrix Report – Prompt for Cost Center

  • Shows every employee paid by a particular Cost Center across Sup Orgs, and includes the breakdown of employee earnings and the total amount earned.
  • Allow you to see additional details about each result when you select the link in each cell.
    • Note: the links taking you to the additional information screens are only available while working on the report in Workday (ie, the links don’t work in the Excel version of the report).

R0032 Workers on Leave (LOA) Audit: Tracking, Paid, or Unpaid Time Off

Audit and track the Time Off entered for employees on a Leave of Absence.

The R0032 Workers on Leave (LOA) Audit report helps you identify when:

  • an employee has taken Time Off while on Leave, but doesn’t have any corresponding Tracking Time Off.
  • an employee has Tracking Time Off, but has not entered any corresponding Time Off.

To run the report, Academic Partners, HR Partners and Time and Absence Initiates will select the appropriate Sup Org(s), and then choose the date range for review. The report displays a separate entry for each Time Off Date per employee, and indicates the Leave Type, the date range for the leave, and how many hours were requested for Tracking Time Off, Paid Time Off or Unpaid Time Off for each date.

Additionally, this report includes any Comments that were included at the time of the absence request. This column is especially helpful when a Comment indicates that the requested Time Off is or is not related to the Tracking Time Off (eg, when an employee has entered “FMLA” in the Comments field when the Leave of Absence is intermittent).

In general, the hours in the Tracking Time Off column should match the hours reported in either the Paid Time Off or Unpaid Time Off columns. A final column in the report calculates the difference between the Tracking Time Off and the Paid/Unpaid Time Off to quickly indicate any discrepancies; a red flag will appear alerting you to a possible error whenever Tracking Time Off, Paid Time Off or Unpaid Time Off are missing or appears to be entered incorrectly.

Some common reasons for a red flag include:

  • If there is Tracking Time Off missing, you will see a negative number in the Tracking Time Off Less Paid/Unpaid Time Off column; the HR Partner or Academic Partner needs to enter the Tracking Time Off to resolve this error.
  • If there is Paid or Unpaid Time Off missing, you will see a positive number in the Tracking Time Off Less Paid/Unpaid Time Off column; the employee or Time and Absence Initiate needs to enter the correct Time Off, and the Time and Absence Approver needs to approve the Time Off request, to resolve this error.
  • If the Tracking Time Off column displays a number greater than the sum of the Paid Time Off and Unpaid Time Off, it may mean the employee simply has two or more concurrent types of Tracking Time Offs. Select the number in the Tracking Time Off column to verify; no action is necessary if this is the case, as an employee can be on multiple Tracking Time Offs, such as Parental Leave and FMLA, at the same time. If no concurrent Tracking Time Offs exist, but the Tracking Time Off number is inflated, too much Tracking Time Off has been entered and the HR Partner or Academic Partner needs to take hours off to match the Time Off (Paid or Unpaid) taken by the employee.

To ensure that an employee’s Time Off corresponds correctly to the employee’s Leave of Absence, Academic Partners, HR Partners, and Time and Absence Initiates should run this report monthly whenever they have employees who are on Leave.


R0449.1 Employment and Service Dates by Organization

Review the Time Off Service Date (also called the Anniversary Date) and/or Original Temporary Employment Date (OTED) for employees in your organization.

The Time Off Service Date is used to calculate:

  • Eligibility for Personal Holiday accrual for Pro Staff and Contract Classified Staff
  • 240-hour vacation forfeiture for Classified Staff

The OTED is used to calculate:

  • 950-hour work limit for temporary hourly employees

For easier auditing, the report also includes: the employee’s Company Service Date and Original Hire Date (which may or may not be the same as the Time Off Service Date), their Employment Program, whether they are a Medical Centers employee and the employee’s ISC Absence Office Partner(s). If any correction needs to be made, please contact ischelp@uw.edu

In addition, this report has recently been updated to include the employee’s Seniority Date, which department/units can use while assessing layoff decisions or managing an employee’s layoff options, including bumping or rehire list placement.

For more information about service dates, please see our Edit Service Dates User Guide.


R0441 Service Award Date by Organization

See the Anniversary Date and Years of Service for employees in your organization.

The Anniversary Date is used to determine when a regular classified or professional staff employee is eligible for the UW Recognition Program, and which awards an employee can receive given the amount of their continuous years of service. Service awards are given to eligible employees at each 5-year mark of continuous service to the UW (i.e. 5-year anniversary, 10-year anniversary, etc).

For more information about the service awards – including how to prepare the Service Award Certificate, a Service Recognition FAQ, and an overview of what awards are available – please see UWHR’s UW Service Recognition Program pages.

This report is available to HR Partners and Managers. The report includes contact information for an employee’s Manager, so HR Partners can quickly notify supervisors of upcoming service award anniversaries.


R0415 Payroll Costing Allocation End Date Exception

Compare your unit’s Costing Allocations start and end dates with the FAS Current End Date listed in Workday.

As the end of the fiscal year nears, Costing Allocations Coordinators may wish to by run the R0415 Payroll Costing Allocation End Date Exception Report. This report pulls the current Costing Allocations for your workers and the Cost Centers involved in the Costing Allocations.

Though units can run this report by Costing Allocation organization, best results occur when running the report for the Supervisory Organizations you support.

For each employee who has a Costing Allocation with an end date, the report includes active allocation details for the position, including:

  • The Cost Center worktag
  • The Costing Allocation level
  • The distribution percent for each allocation
  • The start and end dates for each Costing Allocation
  • The current period end date in the Financial Accounting System (FAS)

If the FAS Current End Date is in the past, you will want to update the Costing Allocation accordingly.

For a list of other reports helpful for ensuring that cost centers are applied accurately, review the “Commonly-Used Resources” section of the About the Costing Allocations Coordinator Role page.


R0044 View Time Off Balances by Organization

See a snapshot of your employees’ accrued balances for various Time Offs.

The R0044 View Time Off Balances by Organization report can be filtered to display data for one or more Time Off Plans (i.e. Vacation Time Off, Sick Time Off, Personal Holiday Time Off, Compensatory Time Off, Suspended Operations Time Off, etc) for a comprehensive look at all the Time Off Balances for all employees in a Supervisory Organization.

The report provides:

  • Each employee’s Time Off Balance for a given Time Off Plan
  • The employee’s Job Profile and Position details
  • Cost Center information such as Default Cost Center and Cost Center Hierarchy

This report is especially useful for:

  • Identifying which employees have exceedingly large Vacation balances and may need to be encouraged to take some time off and/or develop a plan for using excess time off
  • Assisting employees when planning the use of their Time Off balances during an extended Leave of Absence
  • Determining whether an employee is eligible to donate to a Shared Leave Program
  • Identifying employees who have a sick leave balance over 480 hours and are therefore eligible for the Annual Attendance Incentive Program each January
  • Auditing employee records after a period of Suspended Operations in order to ascertain if anyone needs to make up time they were not able to work. Reminder: Only employees in non-essential positions are eligible to use Suspended Operations Time Off.

For an overview of UW’s Time Off policies, please visit UWHR’s Time Offs, Leaves & Holidays web page.