Payroll Services

QueryScan/QueryPear Defined

The Administrative Information System known as HEPPS Inquiry has been modified to include two new query conversations:

QRYSCAN -- To query the SCAN Distribution File

QRYPEAR -- To query the PEAR Distribution File

Account entries in each file sort current positive pay time transactions and/or payroll expenses into the appropriate department zip code for on-line display or hard copy forms printing.

Payroll Services staff maintains each file based on information provided by departments. The accuracy of the data contained within these files drives the correct distribution of both positive pay and PEAR transactions to the correct individuals responsible for entering, reviewing, or approving the data.

Payroll Services must be notified by department personnel whenever new salary accounts are established.

SCAN DISTRIBUTION FILE

As part of the SCAN create process, the funding source for each active appointment is compared to the SCAN Distribution File. If no account match is found, then the positive pay time transactions print on hard copy Unit Pay Report form (commonly known as a SCAN Sheet) and is routed to Payroll Services.

Payroll staff must determine where each time transaction must be routed before the release of any SCAN Sheets. This exact procedure occurs for departments using DEPTPAY, i.e., if no account match is found, then hard copy SCAN Sheets will be produced and the department must come to Payroll Services and retrieve the SCAN Sheets (if off campus, SCANS will be faxed).

This can be avoided if Payroll Services is notified about any new salary accounts before SCANS are printed.

HOW QRYSCAN WORKS

From the HEPPS Inquiry Screen (which lists the query applications that are available to you), key the conversation number or conversation name QRYSCAN on the Command Line and press ENTER.

There are three (3) ways to view account information in the SCAN file:

1. To view entire file, press PF1

2. To view accounts by department zip code, press PF3, key in zip code, press ENTER.

3. To view specific account details, key in account (budget and project), press ENTER.

Off-campus units have unique zip codes assigned by Payroll Services and the zip code in the SCAN file may be different in the PEAR file. Press PF1 to view entire file to determine the zip code assigned by Payroll.

If the account number is not found in the file the message Record Was Not Found 2 will appear in the top left-hand corner of the screen. All new account numbers must be found in Balances and must be active.

The SCAN file attributes are:

Attribute Column Length Rules
Budget 1-4 N4 See below
Project 6-9 N4 See below
Dept. Zip 12-15 A4 NNNN
Dept. Name 17-31 A15
AIS User ID Primary 32-38 A8
AIS User ID Secondary 1 39-46 A8
AIS User ID Secondary 2 47-54 A8
AIS User ID Secondary 3 55-62 A8
AIS User ID Secondary 4 63-70 A8

 

BUDGET/PROJECT ACCEPTABLE VALUES

B = Budget P = Project X = Wildcard

Values Example
BBBBPPPP One Account
BBBBPPPX One Budget, As Many as 10 Projects
BBBBPPXX One Budget, As Many as 100 Projects
BBBBPXXX One Budget, As Many as 1,000 Projects
BBBBXXXX One Budget, All Projects
BBBXXXXX As Many As 10 Budgets and All Projects
BBXXXXXX As Many as 100 Budgets and All Projects
Example:
BBBBPPPP HEPPS USER ID’S
1234XXXX SMITH, JONES
12340010 MILLER, ANDERSON

SMITH and JONES will have access to ALL accounts for budget 1234 EXCEPT 1234-0010, which ONLY MILLER and ANDERSON will have access to. Generally speaking, access at any level in the wildcard hierarchy is across the board, except that any access specified at lower levels in the same hierarchy structure is excluded.

Department personnel may revise their account configurations to eliminate redundant table entries.

PEAR DISTRIBUTION FILE

During the payroll calculation process, the funding source for each payroll expense is compared to the PEAR Distribution File. If no match is found, then the payroll expenses detail is printed on a hard copy Payroll Expenditure Audit Report form and it is routed to Payroll Services.

Payroll staff must determine where each payroll expense must be routed before the release of any PEARS. This exact procedure occurs for departments using DEPTPAY, i.e., if no account match is found, then hard copy PEARS will be produced and the department must come to Payroll Services and retrieve the PEAR reports (if off-campus, PEARS will be faxed). This can be avoided if Payroll is notified about new salary accounts before PEARS are printed.

HOW QRYPEAR WORKS

From the Inquiry HEPPS Inquiry Screen (which lists the query applications that are available to you), key the conversation number or conversation name QRYPEAR on the Command Line and press ENTER.

1. To view entire file, press PF1

2. To view accounts by department zip code, press PF2, key in zip code, press ENTER.

3. To view specific account details, key in account (budget and project), press ENTER.

Off-campus units have unique zip codes assigned by Payroll Services and the zip code in the PEAR file may be different in the SCAN file. Press PF1 to view entire file to determine the zip code assigned by Payroll.

If the account number is not found in the file the message Record Was Not Found 2 will appear in the top left-hand corner of the screen. All new account numbers must be found in BALANCES and must be active.

The PEAR file attributes are:

Attribute Column Length Rules
Budget 1-4 N4 See below
Project 6-9 N4 See below
Dept. Zip 12-15 A5 NNNN or NNNNA
Dept. Name 19-43 A25
Dept. Contact Phone 51-58 A8
Work County Code 68-69 N2
Print 3rd Copy 80 A1
AIS User ID Primary User 81-88 A8
AIS User ID Secondary 1 89-96 A8
AIS User ID Secondary 2 97-104 A8
AIS User ID Secondary 3 105-112 A8
AIS User ID Secondary 4 113-120 A8

 

BUDGET/PROJECT ACCEPTABLE VALUES

B = Budget P = Project X = Wildcard

Values Example
BBBBPPPP One Account
BBBBPPPX One Budget, As Many as 10 Projects
BBBBPPXX One Budget, As Many as 100 Projects
BBBBPXXX One Budget, As Many as 1,000 Projects
BBBBXXXX One Budget, All Projects
BBBXXXXX As Many As 10 Budgets and All Projects
BBXXXXXX As Many as 100 Budgets and All Projects
Example:
BBBBPPPP HEPPS USER ID’S
1234XXXX SMITH, JONES
12340010 MILLER, ANDERSON

SMITH and JONES will have access to ALL accounts for budget 1234 EXCEPT 1234-0010, which ONLY MILLER and ANDERSON will have access to. Generally speaking, access at any level in the wildcard hierarchy is across the board, except that any access specified at lower levels in the same hierarchy structure is excluded.

Department personnel may revise their account configurations to eliminate redundant table entries.

Changes in the SCAN and/or PEAR Distribution Files may be made for various reasons, such as:

· Department name change

· Department zip code change

· Primary/Secondary AIS User ID changes

· To consolidate account entries

· To establish table entries for new account(s)

Notify Payroll Services via e-mail to alice@wsu.edu (or a memorandum addressed to the Payroll Officer) and include the following data:

· Name and phone number of department contact person

· Department zip code

· Which file to update -- SCAN, PEAR or both

· Account(s) to be updated

· Description of requested change

Change requests affecting SCANS should be received in Payroll Services two (2) days before SCANS are scheduled to be distributed. Change requests affecting PEARS should be received in Payroll Services two (2) days before PEARS are scheduled to be distributed.

Consult the Payroll Documents Schedule for distribution dates.

 
 
Payroll Services, PO Box 641024, Washington State University, Pullman WA 99164-1024, 509-335-9575, Contact Us
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