Academic Compensation Reporting Expectations

See below for Cognos Reports to run to detect and prevent compensation errors in UCPath and resolve data inaccuracies in academic appointee employment records. These reports may be used in conjunction with AP DATA to ensure entries in both systems are complete and correct. Download our new Academic Audit and Reporting Best Practices poster to keep by your desk now.

How to Request Access to Reports

See this support article to request access to reporting.

Note: Cognos reports should be used in conjunction with viewing UCPath screens if employees have appointments in multiple departments or units. Cognos reporting will only show employees a staff member has access to view, but the Personal Organization Summary page in UCPath will show general details for employment across the campus and beyond.

Relevant COGNOS Reports and Uses

Report	How Running This Report Helps	Business Rules	Run Frequency Expectation
Employee Compensation	Ensure all salary components (scale, MOS, BOS, GCCP, HSCP) are correct Ensure total salary is as expected	The comp rate codes are programmed to apply certain benefits (e.g. covered comp), to be ranged or not, and more so it is imperative to enter them correctly. Only one of each comp rate code can be used (e.g., cannot enter two UCOFF1 rows with the same effective date). Tip: CMSI is added to existing market off-scale on the UCOFF1 comp rate code	As needed
Record of Earnings	Provides easy to read snapshot of an employee’s pay which helps with reconciliation Quick verification of summer salary to ensure 3/9ths were not exceeded	Includes all cash compensation issued through UCPath Does not include reimbursements issued outside of UCPath	As needed
Distribution of Payroll Expense (DOPE) Note: Since the Distribution of Payroll Expense (DOPE) Report has long columns/rows, feel free to try the DOPE with Combined Salary & Fringe, Condensed Column Set, and Employee Summary report, which separates salary from benefits on two tabs. Check out the View Details link for this report in Cognos for training resources.	Catch and correct overpayments immediately Catch and correct missed pay immediately Catch CBR issues Catch and correct funding issues	UC policy, BFB-IA-101, states that departments shall perform a monthly reconciliation of total salaries paid, as shown on the Distribution of Payroll Expense Report	Monthly
Vacant Positions	Helps prevent the same position from being used for multiple employees. If it isn’t vacant, create or use a different position. Identifies positions that you may want to inactivate	There should be only one incumbent assigned to a position. Positions may be re-used for a previous employee (rehire) or for a new hire in the same title (funding, reports to, and other attributes may need to be updated) Ensure that the salary plan and grade are updated prior to submitting the hire transaction.	As needed (especially peak hiring seasons)
Visa Monitoring	Ensure USCIS compliance Support our international scholars	Visa updates are managed through the Glacier system and fed into UCPath. Use the report to know when to consult with the employee and IFSO regarding next steps.	Monthly
Extended Absence Monitoring	Reduces missed pay/off-cycles (e.g., forgetting to return someone from LWOP). Avoid disruptions in disability payments	The UCPC processes the job changes related to leaves. The job will remain in leave status until you enter an actual return from leave date.	Monthly
Short Work Break Monitoring	Reduces missed pay/off-cycles (e.g., failure to return someone to regular pay status) Ensures compliance with SWB matrix rules	You may need to end the SWB and process a RWB to return the employee to pay status, extend the SWB as per the matrix rules, or terminate the job.	Quarterly (or monthly)
Jobs with Approaching End Dates (For more information on EMPL Class and Academic Employee Classifications as they relate to Job End Dates, see this resource.)	Avoids overpayments Avoids benefits disruptions Avoids additional transactions caused if a record is missed in the range process	Certain processes are impacted by that date such as Benefits, range adjustments, auto-termination. You may need to check the auto-term box, extend the date, or delete the date (e.g. prior to entering a promotion).	Monthly

Helpful tips:

To save reports with prompt entries you set: Run a report with your prompt entries, go to the floppy disk in the upper left, and click on "Save as report view." Save this to your My Content folder. Best practices are to title it with something specific about your prompt entries. You'll then be able to load it from your My Content folder and prompt entries will be presets saved there.

To schedule reporting to come right to you: Visit this article for instructions on getting reports scheduled and sent to your inbox.

Training Presentation and Links

You are encouraged to view the below training session or review the PowerPoint presentation from Academic Compensation for additional guidance for navigating reports in Cognos.

Useful Links for Resolving Issues Reports Highlight

Glacier: Tax Withholding for International Visitors: Information about how to update records for international appointees

UCPath Job Aids and Quick References - a series of documents that instruct how to process transactions in UCPATH