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Financial Data Reports

This page is designed to consolidate the many financial reports available to analyze data into one location, organized by category.  Each listing includes the required prompts, what the report includes, and a direct link to the report in Enterprise Analytics.  Please note, access to the report in Enterprise Analytics is based on your security roles.  If you cannot access the report please work with your supervisor and DSA to review your roles.

For suggestions of reports to include, please e-mail controller-office@ad.ufl.edu!

Please visit the UFHR Data Reports website for valuable HR reports to assist you in payroll, human resources, or financial decisions.

Disbursements

Open Encumbrance Report by College

Prompts on two-digit college code.  Includes all open Travel Authorizations or Purchase Orders for the college.  For each, it shows the original amount, expenses posted and the remaining balance.  Note, this report includes encumbrances for all Fund Codes. Encumbrances can be reviewed to determine if they are still needed or if the funds can be released for other purposes.

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Open Encumbrance Report by Project – Current and 2 Prior FYs

Prompts on Project ID (can select multiple). Shows information for all open Travel Authorizations (TA) or Purchase Orders (PO) for the current fiscal year-to-date and the two prior fiscal years.  It includes the original PO or TA amount, expenses posted and the open balance.

Learn More About Open Encumbrance Report by Project – Current and 2 Prior FYs Open Encumbrance Report by Project - Current and 2 Prior FYs


Effort Certification

Certified A21 View Detail Report

Run by selected Effort Term and then by Department ID, or UFID or Report Status.

This report contains information from the detail page for all employees in a department (or a specific UFID) for a selected term.  A department can review how much salary was charged to each sponsored project and non-sponsored activities by employee.  It displays the employee’s name, the associated job record effort is reported on, Report Sequence Number, Report Status, and Approval Sequence Number.  It then lists the payroll for the externally funded projects, the commitments for those projects and the payroll for any non-sponsored activities.

Learn More About Certified A21 View Detail Report Certified A21 View Detail Report

Certified Audit Report by Department

Run by selected Effort Term and then by Department ID.

This report lists the actual effort reports for all employees that required certification for a department.  If put in PDF, this can be a great tool to see the actual effort repots for a specific term.

Learn More About Certified Audit Report by Department Certified Audit Report by Department

Certified Audit Report by Department with Certifier

Run by selected Effort Term and then by Department ID.

This report lists the actual effort reports for all employees that required certification for a department, as well as the individuals who certified and when they did so.  If put in PDF, this can be a great tool to see the actual effort repots for a specific term.

Learn More About Certified Audit Report by Department with Certifier Certified Audit Report by Department with Certifier

Certified Audit Report by UFID

Run by selected Effort Term and then by Department ID.

This report lists the actual effort reports for specific employee that required certification for a department.  If put in PDF, this can be a great tool to see the actual effort repots for a specific term.

Learn More About Certified Audit Report by UFID Certified Audit Report by UFID

Certified Externally Funded Project Detail Report

Run by selected Effort Term and then by Department ID, or UFID or Report Status.

This report contains externally funded sponsored project detail for all employees in a department (or a specific UFID) for a selected term.  A department can review all of the externally funded project detail activities that were certified on an individual’s effort report or all the externally funded projects effort reported for the department.  It displays the employee’s name, the associated job record effort is reported on, their gross annual salary, Report Sequence Number, Report Status, and Approval Sequence Number.  It then lists all of the externally funded projects by employee and what their effort allocation was for the term.

Learn More About Certified Externally Funded Project Detail Report Certified Externally Funded Project Detail Report

Certified Holistic Report

Run by Department ID and then select the Effort Term.

This report can be used to see the entire Effort report for all employees in a department.  Instead of printing one at a time, a department can review all of the actual effort activities reported for a term in one report.  It displays the employee’s name, the associated job records the Effort Report is created on, their gross and annual salary, Report Sequence Number, Report Status, and Approval Sequence Number.  It then lists all of the actual effort reported for the given term.

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Certified Instructional Detail

Run by selected Effort Term and then by Department ID, or UFID or Report Status.

This report contains instructional detail for all employees in a department (or a specific UFID) for a selected term.  A department can review all of the instructional detail activities that were certified on an individual’s effort report or all the instructional activity for the department.  It displays the employee’s name, the associated job record effort is reported on, their gross annual salary, Report Sequence Number, Report Status, and Approval Sequence Number.  It then lists all of the courses by number, section tile, section number, and the contact hours associated, as well as the effort reported on those courses or other Instructional Activities.

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Instructional Max Effort Percent Subtotal by UFID Reported to the State

Run by selected Effort Term and then by Department ID.

This report lists all courses for a department and the instructor listed to teach those courses.  It then displays the number of contact hours and the maximum amount of effort that can be reported to the State of Florida subtotaled by employee UFID.  This does not indicate what the ACTUAL effort reported should be.  This is only a tool for the departments planning purposes.

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Instructional Max Effort Percent with Actual Effort and Comments

Run by selected Effort Term and then by Department ID.

This report lists all courses for a department and the instructor listed to teach those courses.  It then displays the number of contact hours and the maximum amount of effort that can be reported to the State of Florida as well as the actual effort that was reported to a course.  The report also lists any comments that have been entered into the effort system for each course and who entered that comment. The max effort column does not indicate what the ACTUAL effort reported should be.

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Instructional Max Effort Percent with Actual Effort Reported

Run by selected Effort Term and then by Department ID.

This report lists all courses for a department and the instructor listed to teach those courses.  It then displays the number of contact hours and the maximum amount of effort that can be reported to the State of Florida as well as the actual effort that was reported to a course.  The max effort column does not indicate what the ACTUAL effort reported should be.

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Instructional Max Effort Percentage Reported to the State

Run by selected Effort Term and then by Department ID.

This report lists all courses for a department and the instructor listed to teach those courses.  It then displays the number of contact hours and the maximum amount of effort that can be reported to the State of Florida.  This does not indicate what the ACTUAL effort reported should be.  This is only a tool for the departments planning purposes.

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Less than 100 Percent Certified

Run by selected Effort Term and then by Department ID.

This report lists all effort records that have not been allocated to total 100%.  The report can be used as a tool to determine what reports are outstanding to meet the first effort deadline of a term.  It is also used by the Provost Office of Institutional Planning & Research (OIPR) to contact departments that have not met that deadline.

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Outside Activity Report

Run by selected Effort Term and then by Department ID.

This report will indicate whether or not an employee disclosed that they have any outside activities during the certification process.  IT will listed if thy submitted a disclosure statement, if they state that they have no outside activity, or blank because this disclosure is not required of that specific employee.  When a faculty member certifies their effort record, they indicate what this status is as part of that process.

Learn More About Outside Activity Report Outside Activities Report

Outstanding Certifications

Run by selected Effort Term and then by Department ID.

This report lists all effort reports for a department that have not completed the certification process.  This report can be used to determine who is the report is pending certification from if there are multiple PI’s and as a management tool to verify that a department has completed the certification process.

Learn More About Outstanding Certifications Outstanding Certifications

Projects on Effort Report and PI Role

Run by selected Effort Term and then by Department ID, or UFID or Report Status.

This report lists all projects associated with an employee’s effort record and what their role is for the project (PI, CPI, or Blank).

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Effort Commitments

Commitments with Inactive Job

Run by effort term.  You have the option to add a specific department ID, UFID, Report Status, or a specific role of an award such as the Principal Investigator.

This report lists effort commitments that are reported on inactive or terminated job records.  This can be used to clean up commitments before an effort term is open to guarantee that commitments are on the right job appointment or transferred to the appropriate person.  This could affect a mandatory or voluntary mandatory cost sharing commitment requirements if this is not corrected.

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Committed Projects by Award

Run by term and then by Award ID.

This report will list commitments by Project ID that are on the award.  This can be used to determine all of the commitments required for a specific overarching award ID.

Learn More About Committed Projects by Award Committed Projects by Award

Committed Projects by Department

Run by Department ID and then selected effort term.

This report will list, by employee ID, the commitments for an effort term.  A department could use this report to determine if adjustments need to be made before an effort term is released to decrease the number of errors at the time of the reporting period.

Learn More About Committed Projects by Department Committed Projects by Department

Committed Projects by Person

Run by UFID and then selected effort term.

This report will list the commitments for an effort term for a specific employee ID.  A department could use this report to determine if adjustments need to be made before an effort term or to share with the individual what their expected commitments are.

Learn More About Committed Projects by Person Committed Projects by Person

Committed Projects by Project

Run by Project Number and then selected effort term.

This report will list the commitments for an effort term by employee ID for a specific project.  A department could use this report to determine if adjustments need to be made before an effort term opens or to share with staff what all of the commitments are for a specific department ID.

Learn More About Committed Projects by Project Committed Projects by Project

Committed Projects by Sponsor

Run by Effort Term and then by Sponsor Number.

This report will list the commitments for an effort term for an entire sponsoring agency.  This report can be used to determine what the University has committed to a specific sponsor.  It displays information by Project ID.

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Committed Projects Pivot by Department

Run by Department ID and then selected effort term.

This report will pivot the data by employee ID displaying the total committed percentages for a specific term.

Learn More About Committed Projects Pivot by Department Pivot - Committed Projects by Department

Committed Projects Pivot by Person

Run by UFID and then selected effort term.

This report will pivot the data for the specific employee UFID to display the total overall committed amount by project.

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Committed Projects Pivot by Project

Run by Project Number and then selected effort term.

This report will pivot the data for the specific Project Number to display the total overall committed amount by employee UFID.

Learn More About Committed Projects Pivot by Project Pivot - Committed Projects by Project

Uncommitted Projects

Run by Department ID or Sponsor ID.

This report provides projects that have no commitments associated with them.  Every project at the University should have a commitment entered except for the following:

  • equipment grants
  • multiple sponsors/IFAS Faculty Service Program Grants
  • student stipends or fellowships
  • participant support cost grants
  • non-federal clinical trials
  • UF Foundation awards with no salary budgeted
  • in support of general research that is less than $20K
  • T32 training grants
  • PIs on IPA that is not the recipient of the IPA

Learn More About Uncommitted Projects Uncommitted Projects


Faculty Assignment Reports

FAR Externally Funded Research Detail Report

Run by department and selected Effort Term.

This report can be used to determine what projects employees have planned on working for the given term.  It displays the employee’s name, the associated job record the FAR is created on, their annual salary, FAR Status, FAR Version, and Approval Sequence.  It then lists all the project numbers that are input on the FAR, what department is associated with that project ID and how much effort was proposed to work for that term.

Learn More About FAR Externally Funded Research Detail Report FAR Externally Funded Research Detail Report

FAR Externally Funded Research Detail Report by UFID

Run by UFID and selected Effort Term.

This report can be used to determine what projects a specific employee has planned on working for the given term.  It displays the employee’s name, the associated job record the FAR is created on, their annual salary, FAR Status, FAR Version, and Approval Sequence.  It then lists all the project numbers that are input on the FAR, what department is associated with that project ID and how much effort was proposed to work for that term.

Learn More About FAR Externally Funded Research Detail Report by UFID FAR Externally Funded Research Detail Report by UFID

FAR Holistic Report

Run by department and selected Effort Term.

This report can be ran to see the entire FAR report for all employees in a department, including any comments on the record.  Instead of printing one at a time, a department can review all of the proposed plan of activities for a term in one report.  It displays the employee’s name, the associated job record the FAR is created on, their annual salary, FAR Status, FAR Version, and Approval Sequence.  It then lists all of the planned effort for the given term and any comments that was associated with the record.

Learn More About FAR Holistic Report FAR Holistic Report

FAR Holistic Report by UFID

Run by UFID and selected Effort Term.

This report can be ran to see the entire FAR report for a specific employee including any comments on the record.  It displays the employee’s name, the associated job record the FAR is created on, their annual salary, FAR Status, FAR Version, and Approval Sequence.  It then lists all of the planned effort for the given term and any comments that was associated with the record.

Learn More About FAR Holistic Report by UFID FAR Holistic Report by UFID

FAR Instructional Detail

Run by UFID and selected Effort Term.

This report contains instructional detail for a specific employee ID for a selected term.  A department can review all of the proposed instructional detail activities for an individual’s FAR.  It displays the employee’s name, the associated job record the FAR is created on, their annual salary, FAR Status, FAR Version, and Approval Sequence.  It then lists all the percent of effort planned on courses, the course title if there is one, how many sections that the employee is teaching, thesis / dissertation percentage planned for the term, the number of students associated with the thesis / dissertation courses, how much time is planned for Other Instructional Activity, and then the total of Instructional planned effort.

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General Accounting

Appropriation Summary by College and FY

Prompts on Fiscal Year and two-digit College ID.  Please note, you can only pull for the entire college so there will be a large amount of data.

Shows all departments for the college and includes Accounting Period, Commitment Control (KK) Budgets, General Ledger Expenses, KK Encumbrances, Projected Payroll Bi-Weekly and the resulting Available Balance for appropriations funds.

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Payroll

Current Payroll Distributions by Department List

Prompts on College Code, Department(s) and then Division(s).  Shows the current payroll distributions for all employees in the department(s) and division(s) selected.

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Payroll or Fellowship Earnings and Estimated Fringe by Cost Center by Person

Prompts on Report Type (Payroll or Fellowship/Scholarship) and Pay End Date. Optional Prompts include Employee ID, Budget Reference, Department(s), Project(s), Fund(s), Program(s), Source of Fund(s), Flex(s), UFID(s) ChartField, and CRIS(s).

You can run this report by person for by a ChartField string or part of a ChartField string to analyze payroll information.

 

Learn More About Payroll or Fellowship Earnings and Estimated Fringe by Cost Center by Person Excel - Payroll or Fellowship Earnings and Estimated Fringe by Cost Center by Person

Payroll or Fellowship Earnings and Estimated Fringe by Person

Prompts on Report Type (Payroll or Fellowship/Scholarship) and Pay End Date.  Optional Prompts include Employee ID, Budget Reference, Department(s), Project(s), Fund(s), Program(s), Source of Fund(s), Flex(s), UFID(s) ChartField, CRIS(s).

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Retro Payroll Cost Dist List

Prompts on Pay Period End Date(s) or Run Date.  Optional prompts include Employee ID, Department(s) or Project(s).  This report is very useful to check after you do a retro to confirm the transaction is accurate.

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Procurement

Open Encumbrance Report by College

Prompts on two-digit college code.  Includes all open Travel Authorizations or Purchase Orders for the college.  For each, it shows the original amount, expenses posted and the remaining balance.  Note, this report includes encumbrances for all Fund Codes. Encumbrances can be reviewed to determine if they are still needed or if the funds can be released for other purposes.

Learn More About Open Encumbrance Report by College Open Encumbrance Report by College

Open Encumbrance Report by Project – Current and 2 Prior FYs

Prompts on Project ID (can select multiple). Shows information for all open Travel Authorizations (TA) or Purchase Orders (PO) for the current fiscal year-to-date and the two prior fiscal years.  It includes the original PO or TA amount, expenses posted and the open balance.

Learn More About Open Encumbrance Report by Project – Current and 2 Prior FYs Open Encumbrance Report by Project - Current and 2 Prior FYs

Vendor PO Spending by Business Unit

Prompts on Fiscal Year (can select multiple) and Purchasing Business Unit.  This report shows the number of Purchase Orders (POs) and the total cost of POs by vendor for the selected business unit(s).  Ways it can be used include analyzing spend for vendors or comparing spending trends for vendors over time.

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Transaction Detail by Type

Transaction Detail – Prompted Version

Prompts on Fiscal Year and/or Accounting Period.

The Prompted Version of the Transaction Detail can be used to view transactions for a period other than the delivered Monthly Financial Reports.  This can be useful when searching for trends or viewing more than a single month of data at once, such as analyzing an entire fiscal year of transactions for a specific cost center.

Optional prompts include

  • Department
  • Budget Reference
  • Fund
  • Source of Funds
  • Dept Flex
  • Project
  • Program
  • Account Code.

Learn More About Transaction Detail – Prompted Version Transaction Detail - Prompted Version

Transaction Detail by Award Number

Prompts on Award ID.

This Transaction Detail report shows all transactions year to date (YTD) for a specific award. Optional prompts include project IDs, fiscal year, accounting period, or a specific date range.

Learn More About Transaction Detail by Award Number Transaction Detail by Award Number

Transaction Detail by Dept – Current Quarter to Date

Prompts on Department ID (can select multiple).

The Current Quarter to Date Transaction Detail can be used to view the current quarter, with more up-to-date data for the current month than could be provided by the delivered Monthly Financial Report Transaction Detail.

Learn More About Transaction Detail by Dept – Current Quarter to Date Transaction Detail by Dept - Current Quarter to Date

Transaction Detail by Dept – Prior Fiscal Year

Prompts on Department ID (can select multiple).

The Prior Fiscal Year Transaction Detail will show all transactions for the selected department(s) for the prior fiscal year.  This can be useful in comparing prior to current year transactions, reviewing consistency of transactions, or doing research.

Learn More About Transaction Detail by Dept – Prior Fiscal Year Transaction Detail by Dept - Prior Fiscal Year

Transaction Detail by Dept by CALENDAR Year

Prompts on Journal (Calendar) Year and Department ID (can select multiple).  This report can be useful for specific reporting needs, especially for outside agencies that might have different reporting periods than the University's fiscal year.

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Transaction Detail by Project LTD

Prompts on Project ID.  Shows all transactions life-to-date for a specific project.

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Transaction Detail by Sponsor

Prompts on Sponsor ID(s).  Optional prompts include Fiscal Year, Accounting Period, or an Accounting Date Range. This can be used to review all the transactions for one or multiple sponsors during a specified time period.

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Travel

Travel Authorization Requests by Department

Prompts on Department ID, Beginning and Ending Creation Dates.  This report shows line details for all Travel Authorization Reports (TARs) submitted during the time period, including the traveler's name and UFID, ChartField string, Creation, Submission, and Approval Dates.

Tip: Running by Excel Data will remove the formatting and make the data easier to analyze if needed.

 

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