Reviewing payroll charges on your index

HRREPT005A — Gross Earnings by Index Org is the source of truth for who got paid, from which index, when, and why. Most index managers use it to investigate reallocations — labor cost that’s been moved over from another department’s funding to theirs — and to reconcile charges they didn’t initiate. This guide focuses on that use case.

Contents

1. Why run this report
2. Quick start in three steps
3. Filter values, explained
4. The output, column by column
5. Pay types and what they mean
6. Sequence numbers
7. A few common earn codes
8. Common questions
9. Other reports and resources

Why run this report

Most of what posts to your index from payroll is exactly what you’d expect — regular wages on people you know. The charges that catch your attention are usually the ones you didn’t initiate, and the most common version of that is a reallocation: labor cost that originally hit another department’s funding and has since been moved to yours (or away from yours).

HRREPT005A explains those events. It breaks the General Ledger’s bundled labor line back into the underlying pay records — one row per employee, per pay number, per earn code, per index — so you can see what hit, when, and what kind of event it was.

The typical workflow

1. You spot an unfamiliar charge. Usually on a Banner Finance budget query or during monthly reconciliation.
2. You run HRREPT005A. Filter to your index and the period in question. Each row is a single pay event.
3. You read the Pay Type column. If it says Reallocation, the dollars were moved from another dept’s funding. The Financial Manager field on the row tells you who to contact if you need the reason.

Quick start in three steps

1. Open WebFOCUS and find HRREPT005A. Go to the MTU WebFOCUS portal, navigate to HR Reports, and select Gross Earnings by Index Org — Excel Version. The Filter Values panel opens on the left.
2. Set your filters and run. At minimum, set the Fiscal Year, choose your Starting and Ending Period, and put your index (or partial match) in Index Like. Leave anything you don’t care about as %. Click the run button to download an Excel file.
3. Read it row by row, or pivot it. For a quick review of a single period the file reads fine as-is. For monthly or annual summaries, drop it into an Excel PivotTable to total by employee, earn code, or pay type. (Not familiar with pivots? See Common questions.)

Filter values, explained

The Filter Values panel in WebFOCUS has seven fields. Below is a typical full-year run for a single index, with what each field controls.

The output, column by column

The Excel file you download has 31 columns. Most are self-explanatory; here are the ones worth understanding before you go investigating a charge, grouped by what they tell you.

Where the charge landed

Who got paid

When and what kind

Pay types and what they mean

The Pay Type column tells you the nature of the row — was it the original paycheck, or something that came after to fix, void, or move it? Six values are possible. Reallocation is the one most coordinators are trying to track down, so it’s first below.

Reallocation (Void and Reallocation)

The employee’s pay does not change. Reallocation simply moves the funding source — the original index is credited (negative amount), and a different index is charged (positive amount), so the total is zero across the pair. Used when the cost was originally posted to the wrong index and needs to land somewhere else.

This is the most common “weird charge on my index” you’ll investigate. If a Reallocation puts money onto your index, another department just sent labor cost your way; if it takes money off, your index has been correctly credited. The Financial Manager on the row is who to contact for the reason.

Original (SeqNo 0)

The regular biweekly payroll. This is what hit the employee’s bank account on payday for the listed PayNo. The vast majority of rows in any healthy report are Original. If you’re trying to answer “what did this person earn this period,” sum the Originals.

Adjustment (SeqNo 1+)

An after-the-fact correction to a pay event that already exists. The original pay record is kept, and the Adjustment row records the change — positive or negative — that needed to be made. Adjustments often come in pairs, or stack on the same PayNo as the SeqNo climbs (1, then 2, then 3).

Manual (SeqNo 1+)

A check that was not processed through the normal biweekly cycle and where there was no original pay event to adjust. Used when something has to be paid outside the cycle entirely — typically to make a person whole when they were missed in BW.

Voided (Void and Reissue)

A previously issued check that was canceled. The original BW row still appears in the report; the Voided row backs it out. If a corrected check was reissued in its place, you’ll see new rows under Pay Type Other carrying the replacement.

Other (Reissued Pay)

On this report, Other means reissued pay. When a paycheck is voided and then reissued (rather than void-and-reallocated), the reissue posts under Pay Type Other. Treat it as the “replacement check” — it should be paired with a Voided row that canceled the original.

Sequence numbers

SeqNo is small but tells you a lot. Every pay event for a person within a given PayNo gets a sequence number:

Mental shortcut while scanning: SeqNo 0 = the paycheck. Anything else = correction activity.

A few common earn codes

The Earn Code column tells you what kind of pay each row is. MTU uses roughly a hundred earn codes in total, but five of them account for the bulk of what you’ll see on a regular biweekly:

For every other earn code — allowances, leaves, terminations, FLSA overtime, deferred pay, medical leave, and so on — run HRPAYR022E — Payroll Earn Codes with Description. It gives you the code and a one-line description for the full list.

Common questions

Other reports and resources

This guide intentionally sticks to the most common reason coordinators run HRREPT005A. When you need information that lives elsewhere — the full earn-code list, the ECLS descriptions, the department hierarchy, OBBBA tax details, or pivot-table training — run the report or visit the page below. If you don’t have access to one of these reports, contact FSO or HR Services.