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Important Notes:
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Information about report time out: When running this report for a large data set, extended periods of time, or data that crosses fiscal years, the report will take several minutes to generate results. Best practice is to schedule the report to run. If you are looking for data from several past years consider using the Salary Ledger for historical data. |
Information about Salary Data Report and grant management / sponsored programs:
If you are pulling payroll data for the lifespan of a grant, and you need historical data beyond September 2021, you must run both the Salary Data Report the Salary Ledger.
Best practice to obtain the correct payroll total for the lifespan of a grant:
Step 1: Locate and Launch the Salary Data Report
Access Boise State Reporting HR/Payroll and locate the Salary Data report by entering Salary in the field to search by keyword.
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If you need to request report access, submit an Access Request Form. When submitting the access request, include the name of the report and any other details that might be needed. |
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2: Enter Parameters for the Account Analysis Summary
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After launching the report, a Warning message will display indicating mandatory parameters have not been entered. Select OK to continue. |
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Enter any applicable costing segments.
If searching for a particular employee, enter the employee ID number. Otherwise, leave this field blank and results will populate for all employees with payroll allocated to the costing segments you’re searching for.
After entering the necessary fields, select Apply.
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3: Export the Data to Excel
The Salary Data Report generates an Excel output with search results.
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If the Excel sheet does not pop-up, select the download icon in the top right corner of the screen to find recently downloaded documents. Select the Excel sheet with the requested salary data.
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Open the Excel output to review results as needed.
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If you notice incorrect postings for payroll activity, visit the Payroll Corrections Matrix for guidance on correcting the payroll activity. |
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Depending on the range and amount of data you requested, you may receive an error message about exceeding any of these limits while running the report. If you receive an export limit error, follow the troubleshooting steps below. |
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Troubleshooting Error Messages in the Salary Data Report
The most common error messages include:
Timing-out while running (the report interface has a 10-minute limit).
Exceeding the row limit.
Memory errors.
If you receive an error through the report interface, you can:
Reduce the data being requested by editing the account data range, or other parameters, and running it again.
Scheduling the report allows more time for the report to run, reducing the chance of time-out or other errors.
You can schedule the report to run immediately or at a specified time.
When scheduling, if you encounter an error, reduce the data by editing the accounting date range or other parameter.
It is best practice to schedule the report, initially, if you are running a report that is:
spanning a year,
includes multiple departments over several months, or
includes numerous individuals without costing information.
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Schedule the Salary Data Report to Generate via Email
When running this report for a large data set, extended periods of time, or data that crosses fiscal years, the report will take several minutes to generate results. Best practice is to schedule the report to run by following the steps below:
Step 1: Locate and Launch the Salary Data Report
Access Boise State Reporting HR/Payroll and locate the Salary Data report by entering Salary in the field to search by keyword.
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Boise State Reporting will display the reports in either a List or Card view.
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After locating the Salary Data Report, select Launch on the report card or Launch located on the right side of the report name if you’re in list view.
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If you need to request report access, submit an Access Request Form. When submitting the access request, include the name of the report and any other details that might be needed. |
Step 2: Access the Schedule Settings
Select the Settings (gear icon) in the upper right hand corner.
Select Schedule from the setting drop-down menu.
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Step 3: Enter Search Parameters
On the General tab, enter the applicable parameters for the search you are trying to perform.
Enter the Accounting Dates in the *Accounting Date Between and the *and fields to identify the dates you want to include in the search. If you manually enter the Accounting date, use the format MM-DD-YYYY (e.g. 03-01-2024).
Enter any applicable costing segments.
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After entering the parameters, select the Schedule tab.
Step 4: Enter Schedule Details
Within the Define Schedule Time section of the Schedule tab, select the frequency of report output notification from the Frequency drop down.
Within the Define Schedule Time section of the Schedule tab, select a future start date to run the report by selecting the radio button next to Start and identify the date and time. If you would like to start the scheduling process immediately, select the radio button next to Run Now.
Do not select the “Use Trigger” check box.
Step 5: Enter Notification Details
Select the Notification tab to receive an email with a link to the Oracle page where you can download the report you requested. (Downloading your report from an Oracle page accessed through a link avoids possible security risks and email size limit issues that could come from having the report emailed directly to you.)
Select the email box and enter the email where you wish to receive the notification.
Select all options for when to be notified.
Enter a name for the output (report) in the popup..
After entering the Notification details, select Submit in the top right corner of the screen.
The process will run according to the parameters and schedule specified.
Step 6: Download the Scheduled Report from Oracle
Open the email notification and select the link in the body of the message.
Select the Output file name to load results via output.
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Need help with the steps above?
For support with running this report (e.g. you received an error message) submit a Help Desk Self-Service ticket. Visit Reporting at Boise State for more information about university reporting.
If you have suggestions to improve this job aid, submit an OCI Service Request ticket.