Skip to main content

System Status: 

Expanded Project Summary Report

The Expanded Project Summary report provides a summary and detailed information about a single project or task, with information from PPM, General Ledger, and UCPath

The Expanded Project Summary report is available from the Business Analytics Hub (bah.ucsd.edu) under the Projects & Awards tab. Anyone with the Oracle BI Consumer JR role can access the report.

The report includes:

  • PPM Expenditures by month
  • PPM Expenditure details
  • PPM Contract revenue details
  • PPM Commitment details
  • GL Transaction details
  • UCPath Payroll details
  • Payroll Projection details

Overview

Access the Report through the Business Analytics Hub

Access has been provisioned to anyone with the Oracle BI Consumer JR role.  Staff who do not have access  should request the Oracle role. Access failure appears as error "Unable to load requested view. Displaying home view instead."

You must be connected to the campus secured network or VPN to connect to the report.

  1. Navigate to bah.ucsd.edu.
  2. Select BI & Financial Reporting.
  3. Click the Projects & Awards tab.
  4. Click Launch from the Expanded Project Summary tile.
Use your Active Directory credentials to sign in, if prompted.

Additional Detail

  1. From the report, enter the date range for the details you want to view.
  2. Search for your project number or key words in the project name.  If using key words in the project name, change the drop down to “Contains any of these keywords.”
  3. Click the radio button for your selected project.
  4. If you want to see data for a specific task, click the reprompt button and then select the task.
  5. The bottom section allows you to select specific tables you want to see on the report.  It defaults to 'All' which will display all of the tables.
  6. The PPM tab will display different information depending on whether a sponsored or non-sponsored project is selected.

expanded-project-summary.png

Payroll Details

Blue text in a report table indicates a link to additional information. When you click a linked Project Code And Name or Task Code And Name, the data breaks down further into Expenditure Categories (Personnel, Benefit, and Operating expenses).

These additional details include two sections dedicated to payroll:

  • (Project/Task) Payroll Details - Displays historical, actual payroll amounts from the UCPath Labor Ledger. Organized with line items and totals for each employee in the data
  • (Project/Task) Payroll Projections - Displays anticipated payroll amounts based on data in UCPath. Overview of Cost Types and projections for different payroll periods

Expenditure Category Descriptions

The Payroll Details section provides data for each employee as outlined in the table.

Expense Type Data Included
Personnel

Includes Graduate and Postdoc Aid/Fellowship paid through payroll (not student stipends), as well as Academic and Non-Academic:

  • Salary and Wages
  • Salary Accrual
  • Vacation Used
Benefits

Includes all Fringe expenses except for General Liability Program (GAEL), including:

  • Composite Benefit Rate Campus
  • UCRP Supplement Assessment (RPNI)
  • Benefits Accrual/Reversal
  • Leave Assessment
  • Vacation Reimbursement
Operating Includes only General Liability Program (GAEL) expenses.

Frequently Asked Questions

Question Answer
Why don't my numbers match throughout each section of the dashboard?

There are a few situations in which numbers may slightly differ among sections of the dashboard. Examples include:

  • Operating Expenses in the Payroll Details section exclusively report general liability expenses while the Cost Details section typically includes additional expenses such as supplies.
  • Personnel Expenses do not match if salary is processed in UCPath and attempts to charge a project after its end date. That salary amount posts in Oracle to your department's default project.  The salary will appear in the Payroll Details table, which contains UCPath data, but not in the Cost Details, which contains Oracle data.
  • Benefit Expenses do not match in Fiscal Year 2021 for Vacation Reimbursement, which posted in Oracle as Personnel Expense and in UCPath as a Benefit Expense. This is corrected for Fiscal Year 2022.
  • Personnel, Benefit, and Operating Expenses may not match for a specific Direct Retro that was approved after the UCPath deadline. In these cases, you see the costs in the Cost Details section, but will not see the same costs in the Payroll Details section until the next month.
  • Summer salary benefits posted at the wrong rate in 2020 and 2021.  Corrections appear only in the Cost Details section (Oracle), not in the Payroll Details (UCPath).

The Payroll Reconciliation Toolkit provides great insight and links to other supporting documents for resolving payroll data discrepancies between systems or reporting. 

Also refer to the Correcting Discrepancies Between OFC General Ledger (GL) and UCPath Labor Ledger (DOPE) Job Aid.

What data is NOT included in the Payroll Details on my dashboard? Expenses that post to Oracle from a system other than UCPath do not appear in the Payroll Details.  These include, but are not limited to tuition remission, graduate and undergraduate student stipends and fees, NGN (Next Generation Network), and HS-TSC (Health Sciences Technology Services Charge).  These items appear directly in the Cost Details section of this dashboard and may be associated with a person's name in the Oracle financial ledgers. 

Payroll Projection Details

Blue text in a report table indicates a link to additional information. When you click a linked Project Code And Name or Task Code And Name, the data breaks down further into Expenditure Categories (Personnel, Benefit, and Operating expenses).

These additional details include two sections dedicated to payroll:

  • (Project/Task) Payroll Details - Organized with line items and totals for each employee in the data
  • (Project/Task) Payroll Projections - Overview of Cost Types and projections for different payroll periods

Cost Type Descriptions

The Payroll Details section provides data for each employee as outlined in the table.

Cost Type Data Included
Personnel Expenses Salary amount calculated based on data entered in UCPath, including compensation amount, FTE percentage, job status, and funding distribution. Projection ends at the earliest of the budget period end date, job end date, or funding end date.
Benefit Expenses Calculated as Personnel Expense times the Composite Benefit Rate in effect for the person/job.
Operating Expenses Includes Next Generation Network (NGN), General Liability Program (GAEL) expenses, and Health Sciences Technology Services Charge (HS-TSC).  These are calculated using the Personnel Expense amount, the funding distribution, and rules in place for whether or not these expenses will be charged for a particular person on a particular funding source.
Tuition/Fee Remission Calculated using the tuition remission rate in effect for the graduate student, distributed across all job codes where tuition remission is applied and across all funding sources.  For example, if a student is simultaneously employed in a TA position and a GSR position, the full tuition remission amount will be distributed ratably across both positions, and further distributed between the funding sources applied to each position.
Indirect Costs Calculated against Personnel Expenses, Benefit Expenses, and Operating Expenses using the indirect cost rate in effect for the award/project/task.

Frequently Asked Questions

Question Answer
Why are there two different percentages? The Position Funding Distribution tells you what percentage of the position is funded by the indicated project and task. The Effort percentage takes into account the FTE, funding distribution, and whether or not the funding is effort-bearing.  For example, no effort is applied for over the cap funding amounts.
How is it determined when to end payroll projections? Payroll projections end at the earliest of the Budget Period End Date, Job End Date, or Funding End Date (entered in the UCPath Funding Entry).  If any of these dates occur mid-month, the projection is prorated for the last month.
Are salary escalations applied? Personnel Expenses are determined based on data in UCPath.  If a future compensation rate change has been entered in UCPath, it will be captured on the report.  The report does not artificially escalate salaries.
Will the projections capture future-dated funding changes? Yes.  If a future dated Funding Entry has been entered in UCPath, the report will capture the funding distribution change.
How can changes be made to the payroll projection end date? The payroll projection extends through the earliest of the Budget Period End Date, Job End Date, or Funding End Date.  The latter two of these dates are entered by departmental personnel in UCPath. If a person is leaving the position or will move to a different funding source at a future date, the Job End Date or Funding End Date can be updated in UCPath.  Changes in UCPath will be reflected in the Payroll Projections the next day.