Clark University
Payroll Expense Detail Queries
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Contents
Payroll Expense Detail................................................................................................................................... 3
Creating a Payroll Expense Detail ............................................................................................................. 3
Navigating Clark Self Service Banner (SSB) to Payroll expense detail .......................................................... 4
Extracting/Manipulating Data..................................................................................................................... 10
Manipulating the data in Excel, FAQ’s ........................................................................................................ 13
Making all Columns and Rows fit the data?............................................................................................ 13
Sorting Data ............................................................................................................................................ 14
Filtering Data ........................................................................................................................................... 16
Subtotaling Data ..................................................................................................................................... 18
Additional Excel training offered by Microsoft ....................................................................................... 19
Salary ACCT codes ....................................................................................................................................... 19
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Payroll Expense Detail
The Payroll Expense Detail option allows you to review the entire payroll distribution data for the Fiscal
year and date range for example:
• Specific FOAPAL/Index values
• Specific Organization
• All Organizations
• Grant (If Grant information is queried, the information retrieved is Grant Inception to Date).
• Fund Type
Creating a Payroll Expense Detail
When you select the Budget Queries link from the Financial Information menu, you will
be directed to the page where you can either create (build) a query by selecting Payroll
Expense Detail option from the Type drop-down list or retrieve a query that already
exists.
1. To either create or retrieve a query, select the desired option from the appropriate drop-down
list and select the action button.
2. Enter a name for the query in the Save Query As field.
3. Click Continue to save the query.
The Parameters selection window is displayed.
4. Enter the Fiscal Year, Fiscal Period, for all periods with in the year select ‘14-All’ for the query.
FOAPAL values are entered.
Note
Either Organization or Grant is required. The wildcard (%) is an appropriate value for Organization.
The Payroll Expense Detail Report is retrieved. The parameters that you selected are displayed
in the heading of the report.
Totals displayed under the previously selected links provide access to the transaction detail
level.
5. Select Download All Columns to download all the payroll expense data to a spreadsheet.
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Navigating Clark Self Service Banner (SSB) to Payroll expense detail
Login to via https://prodssb.clarku.edu/pls/prod/twbkwbis.P_WWWLogin
Alternately you can login thru the ClarkYOU portal. Connect to the Portal login page by selecting the ‘ClarkYOU
LOGIN’ option on the www.Clarku.edu web site.
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Enter your Clark User Name and Password
Select the Main Menu option, which will route you to CUWEB
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Select the ‘Finance and Budgets’ option. If this menu option is not available to you contact the Finance Controller.
Select the ‘Budget Queries’ option
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Select ‘Payroll Expense Detail’. If this Query type is not available to you contact the Finance Controller.
Ensure that the Fiscal year and period are correct. Select period ‘14 – ALL’ to include all periods for a fiscal year. NOTE: While
you can select a date range outside of the fiscal year only data from within that year will be retrieved.
As a general rule - always select ‘14-All’
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Select the date range. The ‘To date’ will default to today’s date. Type in a date in the ‘From date:’ (default is a rolling 30 days
worth of information). Then add the Grant or Organization #(required fields). You can fine tune the query buy using one of
the account codes (Salary ACCT codes) or any other data element.
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Query Result components:
Report Parameters (Displays the selected query parameters for the results)
Screen Total (Sums the $ amounts on the screen)
Running Total (Cumulates screen $ values)
Report Total (of all records) (Sum $ values for all retrieved records)
Next/Pervious 15> (Retrieves/Previous 15, or less, records set)
Download All Details (Downloads all Payroll Expense detail) Sorted by date, FOAPAL and then employee[includes detail by
earn code, i.e. Regular, Vacation, Sick etc…]
Download Summary (Downloads detail summarized by person) Sorted by date, FOAPAL, employee w/pay information
summarized.
Another Query (Return to query screen)
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Extracting/Manipulating Data
Downloading All Details option
Select the ‘Budget Queries’ option
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Downloading ‘All Details’ option provides payroll details that are itemized by earn code.
Select the ‘Budget Queries’ option
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Downloading ‘Summary by Fund, Orgn, Acct’ option shows less information and summarizes the Amount ($) per employee for
each position and earn code.
Select the ‘Budget Queries’ option
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Manipulating the data in Excel, FAQ’s
Making all Columns and Rows fit the data?
Select the upper left most box with an arrow facing the lower right corner. This selects the entire worksheet
Select the ‘Budget Queries’ option
Now double click any column line, as you rollover the line next to the column letter you should see a line with arrows pointing
in opposite directions. All the columns will now right size.
Select the ‘Budget Queries’ option
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Sorting Data
Select the entire worksheet and then the ‘Data’ Menu option
Select the ‘Sort’ option and you will be presented with a Sort Dialog box
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The below example selects columns sorted by account and amount($). If you need more detailed instructions select the “?”
mark in the upper right corner of the dialogue box.
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Filtering Data
Select the ‘Data’ option. Then select the row, by selecting the row number with the headers of the data that you would like to
filter. Now select the ‘Filter’ Option. This will insert drop down box’s in each column.
Select the specific values that you would like to filter on. Selected below is the position title. De-selecting each title that you
do not want will present only the selected title (values). You can also sort the results using the upper part of the menu.
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Below are filtered and sorted results for Undergraduate students employees sorted by the highest amount($). Notice that the
icon in the header changes to indicate the tool used.
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Subtotaling Data
Select the ‘Data’ option then ‘Subtotal’. You will be presented with a option dialogue box. Below are the results of a subtotal
function totaled for each account(Position) summing the amount($).
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Additional Excel training offered by Microsoft
http://office.microsoft.com/en-us/training/excel-2007-training-courses-HA010218987.aspx
Salary ACCT codes
Account
6011
6012
6013
6014
6015
6021
6022
6023
6025
6026
6027
6031
6032
6033
6034
6035
6036
6037
6038
6039
6051
6052
6053
6054
6055
6056
6057
6090
6171
Title
Faculty academic year salaries
Faculty part time salaries
Faculty summer salaries
Faculty - temporary/additional comp
Faculty-Prof of practice/lecturer
Admin full time salaries
Postdoctoral researcher-full time
Admin part time/temporary salaries
Admin separation compensation
Admin-additional comp
Postdoctoral researcher-part time
NE full time wages
NE special staff wages
NE physical plant wages
NE overtime wages
NE campus police wages
NE sick time buyback
NE part time/temporary wages
NE CWS job locator wages
Hourly-additional comp
UG work-study wages
UG work-study community serv
wages
UG non-work-study wages
Grad TA wages
Grad RA wages
Grad other wages
UG summer researchers
Reimburse labor costs only
Faculty sabbatical
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