Pay & Costing Reports

Payroll Costing Report

Note: The current month report above differs from other Personnel and Recruitment reports as it is only available to nominated individuals and is provided via a central distribution list.

PAYDEP02_Historical Pay Costing Report

Payroll Costing Report FAQs

I want to receive the reports – how do I do this?

All requests for access to the report should be sent by email to the HRIS Support Centre via your HRIS Guardian. If you are not sure who this is please ask your Departmental Administrator.  In the majority of cases two individuals per department are nominated to receive the report.  Additional requests for the report will not normally be agreed to as it is expected that departments will manage and disseminate the information locally if required, ensuring that at all times appropriate security controls are in place to do so.

Will my password change each month?

No - the same password will be used for your report every month unless you tell us that it is no longer secure and that you require a new password.  The password is unique to your costing report.

How do I know when I’ve received my reports?

The reports are distributed via Oxfile.  You will receive an email from the person who creates the folder for you to download.  This can vary each month but will have the wording ‘Payroll Costing Report’ in the title.

When will the payroll costing reports be sent out? 

Within three working days of the payroll run.

Will I be able to access the reports at any time?

Files will remain available on Oxfile for a limited period only (30 days). Please download the report and save locally in a secure location so you can then access the data as and when required.

Why am I getting an error when I try to get into Oxfile?

If while trying to log onto Oxfile you get the error ORA-28000 then you have been locked out of Oxfile.  This can happen if you type an incorrect password too many times.  If you get this problem contact the HRIS Support Centre.

What is the source of data for these reports?

The information provided in the CoreHR payroll costing report reflects how salary payments from the Core payroll module have been costed. The instructions for costing main salary details have been set up in the system by local personnel administrators. The Payroll team input costing details for temporary and casual payments on the basis of instructions via paper/electronic forms from departments.

Who should I contact if I have a query?

If your query concerns the cost codes used to produce your report contact the HRIS Support Centre.

If the query is regarding the content of the report and the values shown please contact your departmental administrator or Payroll contact.

Why is there more than one line per person?

The OPENdoor report we had previously with one line per person was a bespoke development created here at Oxford.  It isn’t possible to replicate this in the report produced directly from CoreHR.  In CoreHR we have some constraints, for example NI is available totalled by costing string only so the amount of NI for individual lines cannot be presented, hence we cannot show NI against an individual element on the same line.   This affects the way all records are presented, including the large proportion of staff with only one pay element to their salary. It is possible that this will improve in the future.

In the Oracle Finanancials Employee Profile Report, why are some employees names masked as ‘xxxxxxxxx’?

Previously, certain grades of employee were masked in the GL file. In Core all employees that are included in PayGroup 21 (Senior Employees) are now masked. Discussion has begun to refine this restriction and more information will be available in due course.

How do we ensure that an employee’s salary is coded to the correct natural account in Oracle Financials?

This is exactly the same as it was for Trent.  The Staff Classification code (Sub Category in Core) is the driver to the correct natural account. 

Why does the Costing Report have a Total column – it is of no use to me?

This column – the final one, is used by the report in some fundamental calculations when the report is created in Discoverer.  Once the report has been exported to Excel this Total column can be either ignored or deleted.

What does the column for “Contractual FTE” represent?

The contractual FTE included on the report is the appointment FTE for that individual – i.e. the FTE that they are required to work, as specified in their contract. This figure will be the same as the pay FTE, except in circumstances where the employee’s pay has been reduced due to, for example, sickness, maternity or unpaid leave. As part of the v20 Upgrade Project we will revisit this report and aim to include the pay FTE as well as the contractual FTE.  In the meantime, please ensure you check the Gross Pay column for actual pay received.

How will the content and layout of the payroll costing reports be affected by R12?

The payroll costing report has been adjusted to accommodate the new R12 coding structures in CoreHR.  Personnel records in Core are being converted to R12 coding structures effective 1.8.13. to ensure consistency of reporting across the financial year.  Pay history tables however, will not be converted.  This has an effect in two ways:

  1. If historic (i.e. pre November 2013) payroll costing reports are requested from the HRIS Support Centre, these will display the v11 coding structures against which pay was recorded at the time.

  2. Corrections made to previous payments will in payroll and therefore in the payroll costing report, use the v11 codes against which the original payment was made.  (Once a pay period has been closed it is not amended.) This is an automated process which uses the information that was relevant at the time of the original payment.  These costing details will still appear in the payroll costing report so recipients will continue to be provided with a full costing breakdown. The number of occasions on which this will occur is expected to be relatively few and will diminish over time.  The v11 coding will not appear in Oracle Financials, as these will be translated manually to R12 coding as part of the file loading process.

The payroll costing report will therefore:

  • Ensure that R12 format codes are correctly handled and reported in a readable format.

  • Continue to report on costing lines with v11 format codes, but it will not format the cost codes as that would give a false impression.  It will not be possible from within Core to view the coding that has been allocated and used when these lines are imported into Oracle. In the payroll costing report GL codes still show a value for the cost centre but Activity/Task and SOF will be empty. No detail is provided for PR codes.

Users will need to refer to Oracle Financials to establish the R12 coding applied to costing lines with v11 format codes in payroll.  Examples of the sort of occasion where v11 codes might appear are a backdated amendment to an employee’s NI category, normally because they have joined or left a pension scheme, and a refund of pension contributions if an employee opts out within 3 months.