UW REPORTS > UW DEPARTMENT EXPENSES
Click the Search button, or hit enter to see current run control ids.
Click the run control you want or on “Add a New Value” to create a new one. You can have as many run controls that you want or just one for everything.
Start Date – enter the first of the month for the payroll expenses you need – this will default to 7/1/2017 if you leave it blank.
End Date – enter the end of the month for the payroll expenses you need – this will default to today’s date if you leave it blank.
Organization – enter the WyoCloud Org value
Or
Account Code: click on the magnifying glass to see valid values. See page 7 for the Account Code (aka Combination Code) legend. Click the + sign to enter additional account codes
Enter either an Org or Account Code(s), not both, if you enter both, the report will return data for only the Org entered.
After the org or account codes have been added, click on the Run Button
Click OK to run the report.
Click on the Process Monitor link to see the actual report.
Click Refresh until the Run Status changes to ‘Success’ and Distribution Status changes to ‘Posted’.
Click on Details
Click on View Log/Trace
Click on UWPAY081…..PDF
This will show the entire cloud string, the amount, when it was processed and for who, sorted by Entity, Fund Class, Fund Source, Project, Org, Expense Class, Program, Activity, Account, Line Description.
NON PROJECT FUNDS
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25Fund Class / Fund Source / Organization / Expense Class** / Program / Sequence*
For a non-project WyoCloud string, there are more fields (characters) than can be displayed in the Combination Code, so Entity and Activity are not included as part of the combo code. Instead there is a sequence number which will reflect if there are combinations of the codes listed above, plus either a different entity or activity. On the look up table you will need to look at the entire WyoCloud Account Code to make sure you are selecting the correct Combination Code for all of the fields.
The first WyoCloud string that gets loaded for any combination of the first five fields (Fund Class – Program) will always have a Sequence of 0001. Any subsequent strings that are loaded that have the same first five fields, but a different entity or activity will have a different sequence number generated. So, if there 4 strings with the same first five fields, but 4 different activity values, the sequence number will be 0001 through 0004.
Examples:
(1)
Fund Class / Fund Source / Organization / Expense Class / Program / Sequence105 / 00001 / 22201 / 550** / 0000 / 0001*
*Entity 10
*Activity 0000
105-000001-22201-550-0000-0001
Combination Code: 1050000012220155000000001
(2)
Fund Class / Fund Source / Organization / Expense Class / Program / Sequence105 / 00001 / 22201 / 100** / 0000 / 000W*
*Entity 10
*Activity 9622
105-000001-22201-550-0000-000W
Combination Code: 105000001222015500000000W
**University of Wyoming Expense Classification001 / Default
100 / Instruction / 550 / Institutional Support
200 / Research / 600 / Operations & Maintenance
225 / Agriculture Experiment Station / 630 / Scholarships & Fellowships
305 / Public Service / 650 / Depreciation & Amortization
315 / University of Wyoming Extension / 700 / Auxiliary Enterprise
400 / Academic Support / 750 / Athletics
500 / Student Services / 850 / Capital Projects
When you search for a Combination Code, you will see something like this for non-project funds:
(% is a wild card so the system will return anything like the values indicated – in this example it will return any combination code that contains 22201 anywhere in the combination code)
The middle section - WyoCloud Account Code – will show the Chart of Account values that you need to use to select the correct combination code (the second field in the string (60001, 60202, etc.) is not used as part of Chart of Accounts and should be ignored):
Entity
Fund Code
Fund Source
Organization
Expense Class
Program
Activity
COMBINATION CODE LEGEND
PROJECT FUNDS
1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 / 25Project Id / Organization / Task / Sequence*
*Sequence for Projects should always be 0001.
Examples:
(1)
Project Id / Organization / Task / Sequence1001302 / 16611 / 1 / 0001
1001302-16611-1-0001
Combination Code: 10013021661110001
(2)
Project Id / Organization / Task / SequenceVARSPN46408 / 13501 / 1 / 0001
VARSPN46408-13501-1-0001
Combination Code: VARSPN464081350110001
When you search for a Combination Code, you will see something like this for project funds:
(% is a wild card so the system will return anything like the values indicated – in this example it will return any combination code that contains 10013 anywhere in the combination code)
The middle section - WyoCloud Account Code – will show the Chart of Account values that you need to use to select the correct combination code:
Project Id
Organization
Task
4
Department Expense Report