HRIS Reporting Requirements – Higher Education –
Chapter 3 – Submitting Personnel and Payroll Data
Data Processing and Exception Reports
Personnel and payroll data are processed nightly.
Institutions may submit one HRIS EFT per day. The cutoff time for accepting the daily transmission is 4 p.m. Data transmitted after 4 p.m. will be carried forward to the next evening’s processing schedule. Data sent after 4 p.m. on Friday will be processed on Monday evening. If more than one transmission is submitted before 4 p.m., the original transmission will be overlaid.
HRIS sends an exception report to your institution via EFT the morning after each batch cycle. The exception report lists all data errors that are identified during the editing process during nightly processing. The exception report lists each transaction in error as you sent it through batch, with a message indicating the error. There are three types of errors that will appear on the personnel exception report: fatal, warning and informational. Personnel transactions with fatal errors must be corrected and resubmitted through batch or online entry as soon as possible. Transactions with warning or informational messages process and are on the database; however, there may be something about the transaction that the agency needs to know.
Payroll has three types of error reports. Transactions that reject from the system are listed on the Payroll Exception Transaction Listing and will have the Batch ID number on the report. These transactions must be corrected and completely re-entered into the system, either through batch or online entry. Payroll exceptions will only print once after the initial batch processes.
Most payroll errors will go to a pending file and are listed on the Exception Transaction Listing where the Batch ID reflects Pending and the Action Code is P. Transactions on the pending file can also be corrected through the batch process or by online entry.
Your payroll pending file will print each time your institution triggers the pending file. Entering any payroll data for your institution online or through batch will trigger the balancing and posting routine for your pending payroll file. The pending payroll report is cumulative, and a transaction will appear on the pending report until it has been corrected. Once the transaction has been corrected, it will no longer print. Pending reports must be corrected as soon as possible because transactions will not be counted as timely until they are posted to the permanent tables.
Payroll reports also include Balanced/Out of Balance Reports for each voucher. One report for each outstanding voucher will print after the pending report. The Balanced/Out of Balance Report will list summary information for the voucher and details of any out of balance payments. Once a voucher is balanced and posted to the permanent tables, a final Balanced/Out of Balance Report will generate with the status of Posted and Balanced. All transactions within a voucher must be correct and balanced before the voucher will post to the permanent tables. The date that the voucher posts to the permanent tables is the date used to calculate timeliness and institution compliance.
Your HRIS representative is available to help the institution identify the cause of the exceptions, but the institution is responsible for analyzing reports and resubmitting the transactions needed to correct the exceptions and pending transactions. Promptly clearing exceptions is essential to maintaining the integrity of the HRIS database.