Manager and Supervisor Resources

Additional resources for managers and supervisors at UND.

Forms & Instructions

Running Queries

Department Access to Actuals

The Actuals Distribution report lists the funding sources and accounts for salary and fringe expenses charged to your department.  This report is first available on-line two business days before the selected pay day.  Department personnel with DEPT_ADMIN access in HRMS will be able to view and/or print the Actuals Distribution (Salary/Fringe Report) for their department:

Navigator>ND HE Applications>Payroll>Reports>HE Actuals Report 

  • Follow the navigation above to get to the Run Control Page for this report.
  • If you have accessed this page previously, please enter the Run Control ID you have created and click the Search button.
  • If you have never access this page before, you will need to click Add A New Value.
  • Enter a Run Control ID of your choice. Recommended Run Control value to enter:  HEActuals.   Click the Add button.
  • Enter the Pay Run ID.   The Pay Run ID is UND followed by the ending date of the pay period (YYMMDD) for which you are requesting the Actuals Report. 
  • For Example:  To access an Actuals Report for July 15, 2025, you would enter the following:  UND250715.   For the Actuals Report for July 31, 2025, you would enter:  UND250731.
  • SetID:   UND01
  • Department:  Enter your department number
  • The Empl ID box can be used if wanting to run the report for just one particular employee.  The magnifying glasses next to each box can be used to search for appropriate values, if you do not know what they are.   
  • Click Save.   Click Run

Verify the following:  

  1. the Server Name is PSNT,
  2. the NDU504CA Select box is checked,  
  3. Type is Web  
  4. Format is PDF.  
  • Click OK.
  • Click on the Process Monitor hyperlink.
  • Click on Refresh periodically until the Run Status is Success (located under the light blue bar in the middle of the screen).   The screen will not update status, unless you click the Refresh button.   
  • When Success and Posted appears, Click on the Details hyperlink, located to the right of the word Posted (immediately below the light blue bar).   

Click on the View Log/Trace hyperlink – located in the bottom right hand corner.  

You must have Adobe Acrobat on your computer to view this report.  Click on the middle file name that ends with a .PDF extension to view the report.  A report like the following will appear, but will contain the data for your department for the selected pay period. 

This report may be viewed on line or printed.   Unless you need a printed copy, you do not need to print this report for future reference.   This report will be available for you to recreate through this process any time in the future. In the future, a decision may be made to purge certain records after a specified number of years.   If this decision is made, you will be notified as to the length of time these reports will be available.

After you have viewed or printed the report, click on the X box in the top right corner of your screen.   This closes the document and returns you to the View Log/Trace screen.  Click Return.   This returns you to the Process Detail page.  Click OK.  Click on the hyperlink at the bottom of the screen that says Go Back to HE Actuals Report.   This will return you to your starting screen. 

HE Pay Register 2

Must be reviewed at least 5 business days prior to pay day.

The HE Pay Register 2 is available to departments to review their payroll prior to the final calculation. Department personnel are strongly encouraged to review a proof at least once 4-5 business days prior to pay day. Supervisors and Department Chairs should be reviewing these reports to verify their employees are being paid appropriately.

Any discrepancies should be reported immediately to the Payroll Office. Department personnel with DEPT_ADMIN access in HRMS will be able to view and/or print the HE Pay Register 2 for their department:

To navigate to the HE Pay Register 2 page, utilize the following steps:

  1. Log into Employee Self Service
  2. Select the navigator icon on the top right hand corner
  3. Select the menu icon
  4. Select “Payroll for North America”
  5. Select Payroll Processing USA
  6. Select Pay Period Reports
  7. Select HE Pay Register 2
  8. If this is your first-time navigating to this page, take the time to save this page as a favorite or on your home page by selecting the three dots in the top right hand corner
  9. The HE Pay Register 2 Run control page will load
  10. If you have not accessed this page previously, you will need to create a Run Control ID
    1. Select “Add a New Value”
    2. The page will reload
    3. Enter a Run Control ID of your choice
      -Recommended Run Control ID: PayRegister2FL
          F = First name initial
          L = Last name initial
  11. If you have accessed this page and created a Run Control ID, select the Search button and chose the appropriate Run Control ID
  12. Complete the HE Pay Register 2 page
    a.  Pay Run ID: UNDYYMMDD
    b.  YY = Last two digits of the year.
    c.  MM = Two-digit code for the month.
    d.  DD = Two-digit code for the payday
    e.  Ex. If running the pay register for the pay period September 16 – September 30, 2022, that was paid on October 15, 2022, the Pay Run ID would be UND220930
    f.  Specify HR Unit: UND01
    g.  De-select the “All HR Unit?” box
  13. Dept ID: Input the department ID for the pay register you are running. Utilize the magnifying glass to the right of the box if you are unsure of the department ID.
         -Ex. In the example below, this person is running a pay register for Human Resources, so the department code 3250 is inputted.
    a.  Payroll Cycle: Both
    b.  Company: UND
    c.  Enter a sort option of your preference
        -Recommended sort option: Employee name
    d.  Off-Cycle Pay Calendar box does not need to be completed
    e.  Select “Save”
    f.   Select “Run”
  14. The Process Scheduler Request window will appear
    a.  Server Name: PSNT
    b.  Run Date: Today’s date
    c.  Run Time: Right now
    d.  Recurrence: Blank
    e.  Time Zone: Blank
    f.   Type: Web
    g.  Format: PDF
    h.  Box next to HE Pay Register 2: Checked
  15. The Process Scheduler Request Window will disappear, however, a Process Instance number will be assigned to the request
    a.  This will appear beneath the process monitor and Run button
  16. Select Process Monitor
  17. The Process Monitor Screen will appear
  18. The process should be noted as your newest instance
    a.  Note, the Instance number will match the Process Instance from the previous screen
  19. Review the Run Status
    a.  If it states “Success”; Select the Details hyperlink
    b.  If it does not State Success”; Select the Refresh button in the top right-hand corner periodically until the run status states success
  20. The Process Detail Screen will load
  21. Select View Log/Trace
    a.  The View Log/Trace Window appears
  22. Select the first link in the file list (PDF file)
    a.  You must have Adobe Acrobat on your computer to view this report
  23. The report will populate in a new tab as below, but will contain the data for your department for the selected pay period

Notes

1.  Review:
  a.  Pay amounts for each employee
  b.  Earnings codes for each employee
  c.  If any amount or code is incorrect, notify payroll immediately to request a correction.
2.  You do not need to print this report for future reference
3.  This report may be viewed online or printed
4.  This report is available for you to recreate through this process any time in the future
  a.  If a decision is made to purge certain records after a specified number of years, you will be notified as to the length of time these reports will be available

24.  After you have viewed the report, close the tab
  a.  Select the “Return” Button on the View Log/Trace window
  b.  Select the “OK” button on the Process Detail window
  c.  Select “Go back to the HE Pay Register 2” link just above the save button

HRMS Payroll Queries

Contact Human Resources for a manual to be emailed

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