Report List with Descriptions

This list of reports available in BAIRS is grouped in the same categories as the reports are in BAIRS itself. Click on a category to read a description of the reports in that category.

Note: The reports you can subscribe to in BAIRS are determined by the your security setup. If you are not set up to have access to Payroll detail, for example, you will not see the GL_Customer_Report or the Payroll_Exception_Report. If you are not set up to have access to Permanent Budget data, you will not see those reports. If you and your manager agree that your access should be changed, please complete and submit a User Access Request (SARA) form.

Report Categories

* Denotes a recommended Core report.


Report Title Description
GL Detail Reports
Customer Report* Designed to provide a monthly statement to "customers" such as faculty Principal Investigators or Administrative Directors, this report consists of two primary elements:
  1. a summary report which displays balances summarized by type of expense, and
  2. a detail report which provides backup at the level of the individual transaction.

The detail sections do not contain balances – only transactions. And the detail sections only display transactions for the "current" period which is determined by the month(s) for which the report is run.

The number of columns in the name of the report (9, 7 or 6) refers to the number of columns which appear on the summary reports in that version. The detail sections are identical regardless of the number of columns in the summary sections. Users are encouraged to view the 9, 7 and 6 column versions and then select the one that will best meet their needs.

View more information about the Customer Report.

Encumbrance Provides a list of purchase orders and Physical Plant/Capital Projects liens which make up your encumbrance balance for a particular chartfield or chartstring.
Detail Expanded Provides transaction-level detail, including POs, Reqs, Vouchers, and Journals. In cases where a feeder system (like CARS) passes multiple entries per chartsting to BFS, the Expanded Detail Report will display each entry separately, whereas the Standard Detail Report displays the lumpsum amount per chartstring.
Pre-Encumbrance Provides a list of requisitions and soft-liens which make up your pre-encumbrance balance for a particular chartfield or chartstring.
Financial Leave History This report provides the Actual financial activity related to vacation leave. It allows you to see charges assessed for leave accrued and credits received for leave used/paid out, displayed by month for the fiscal year you select.
Detail Standard Provides transaction-level detail, including POs, Reqs, Vouchers, and Journals. In cases where a feeder system (like CARS) passes multiple entries per chartsting to BFS, the Detail Standard Report will display the lumpsum amount per chartstring. Use the Detail Expanded Report to see each individual item from the feeder system.
Transaction Verification* Contains only those transactions posted to your Dept IDs by another processing unit. Included in this report might be recharges, new grant/gift appropriations, and errors prepared in another department using your Dept ID. The report can provide your own processing unit's PCard transactions as well.

You define your "processing unit" when you run the report in the box labeled "Organizational Perspective for Exceptions." For example, if you accept the default L4 Department, anything prepared outside your department would be considered an exception and would appear on the report. If you work in a sub-unit within the department and want to view transactions which originated outside your subunit (even if they were prepared within the department), you can change the Organizational Perspective to either L5 Discipline/Group or L6 Sub-unit, as appropriate.

Unlike the Detail_Standard or Detail_Expanded reports, transactions in this report are only ones which require additional review for accuracy and appropriateness. Typically this report would be run and reviewed once a month after close.

Compare Ledger Transactions with the SpeedChart Table Used to compare chartstring combinations associated with active SpeedCharts with all transactions that have hit the ledger. This report can display transactions that match, or do not match, the chartstring combinations contained in the SpeedChart table.�By choosing to display the chartstring combinations that do not match the SpeedChart table, the report will help to identify transactions that should be further reviewed and may need correction.

View more information about this report.

Gifts in Suspense Displays gifts which have been deposited into your department's Dept ID(s) but which have not yet been fully processed to appear in your Tempbudg to be spent.
PI Dashboard Designed for faculty Principal Investigators to receive a quick summary of balances in their funds. Also provides limited "drill-down" to transaction detail.

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GL Summary Reports
GL Sum by Account L4 BUDSUM* Summarizes the budget, actuals, encumbrances and pre-encumbrances by BUDSUM account for each unique combination of Dept ID-Fund-ChartField1-ChartField2-Program, with grand totals for the first field in the selected sort order (Fund, Dept ID, or ChartField2).
GL Sum Full Chartstring by Fund Summarizes the budget, actuals, encumbrances and pre-encumbrances by full chartstring (BU-Account-Fund-Dept ID-Prog-ChartField1-ChartField2) within a fund. Used primarily by Budget and General Accounting.
GL Sum Fund Overdraft This report lists funds in overdraft.
GL Central Fund Sum This report compares Tempbudg to Actuals for a given fund's revenue, expenditure and fund balance accounts. Revenues and expenditures are summarized either at the department or Dept ID level. For Plant funds, project CIP accounts are included.
GL Central Specific Combos Sum Summarizes the budget, actuals, encumbrances and pre-encumbrances by Account-Fund-Program or ChartField1-Fund-Account-Dept ID-Program. Used primarily by General Accounting.
GL Sum Income & Expense by Dept ID The report summarizes the income and expenses for each Dept ID and compares them with the projected income and expenses (temporary budget). It can be viewed by individual fund or with several funds summed together (these are the 2 sort orders).
GL Sum by Account* Summarizes the budget, actuals, encumbrances and pre-encumbrances by BFS account and BUDSUM rollup account for Dept ID, Dept ID-Fund, Fund, ChartField1, ChartField2 or "all parameters". Note that when summarizing for one or two fields (e.g. Dept ID or Dept ID-Fund), this report includes amounts for those fields regardless of any other chartfield (e.g. Program). The "all parameters" option allows you to summarize all together the data you requested from the dashboard.
GL Sum by Five ChartFields* Summarizes the budget, actuals, encumbrances and pre-encumbrances for each unique combination of Dept ID-Fund-ChartField1-ChartField2-Program, with grand totals for the first field in the selected sort order (Fund, Dept ID, or ChartField2).
GL Central Matching Fund Balance Summarizes specific accounts by fund groups for General Accounting.
GL Sum by Dept ID Summarizes the budget, actuals, encumbrances and pre-encumbrances for each Dept ID. This report should be run for multiple Dept IDs, either by building a value list, entering a range, or selecting an org tree node.
GL Sum Plant Projects Summarizes the budget, actuals, encumbrances and pre-encumbrances for plant projects by ChartField1 or by fund within ChartField1. Also has an option to display only those ChartField1s which are in deficit.
GL Sum Two Year Actuals Comparison This report sums up Actual revenues and recharge income and Actual expenses and compares by month and year-to-date between the selected year and the prior year. This is designed to allow units to compare income and/or expenses across fiscal years.
GL Sum Department�Fund Deficits Report – C&G Funds Only Intended to alert departments and control units to deficits in Contracts & Grant Funds which will be cleared by a central campus process unless eliminated. Displays deficits by Dept (L4 Org node)-Fund per the campus deficit policy.
GL Sum Department Fund Prog Deficits Intended to alert departments and control units to deficits in Recharge & Other Current Funds which will be cleared by a central campus process unless eliminated. Displays deficits by Dept (L4 Org node)-Fund-Prog per the campus deficit policy.
GL Sum Monthly Expense Shows actuals (expenses or revenues) broken out for each month of the fiscal year. Available by Dept ID, Fund, ChartField2, ChartField1, etc.

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ChartField List Reports
ChartField2 by Org Node Prefix Provides a list of ChartField2s for a given department. You enter a departmental prefix (first 2 characters of the processing unit) and receive a list of all ChartField2s which begin with that prefix.
Job Code List Provides a list of UC Berkeley Job Codes and their descriptions. Other information includes Representation Unit, Personnel Program, and Provision Level Salary (if budgetable) for each job code.
Master Org Tree Provides a list of Dept IDs in the requested range or under the requested tree node.
ChartField1 by Org Node Prefix Provides a list of ChartField1s for a given department. You enter a departmental prefix (first 2 characters of the processing unit) and receive a list of all projects which begin with that prefix or (for management project codes) have the prefix as the third and fourth character.
Speedtypes – Speedcharts by Dept ID Provides a list of Speedtypes and Speedcharts for a Dept ID, range of Dept IDs or org tree node.

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Permanent Budget Reports
Academic Breakdown (3 versions) Typically used only by the Budget Office.
Equity Adjustments Provides a listing of the equity salary adjustments that have been processed.
Journal Activity by Account Lists journal line activity by Fund, Dept ID, Program. Can be run by month or year-to-date.
Ledger Summary Summarizes ledger balances for the permanent budget. It includes dollar and FTE values for positions and dollar values for all non-salary chartfield combinations by budget summary (BUDSUM) account.
Position Balance Provides the ledger value and incumbent status of permanently budgeted positions. It includes dollar and FTE values, by position and title code, and also lists the employee ID number and name, and if the position is linked to an incumbent.
Position History Shows all year-to-date changes to each position. Use this report to check that all expected merit, range, reclass, and equity changes for a position have been processed in the permanent budget. Use this report in conjunction with the TB_Curyr_Position_Funding report to reconcile staffing funding actions between the Permanent and Temporary Budgets.
PRT Error This report lists employees with "budgeted FTE" in their distribution line that meet one or more of the following criteria: they are not linked to a position, or their chartfield string, FTE amount or salary amount has changed since they were originally linked to a position. The goal is to have a blank report.
PRT Upgrading Shows incumbent salary values at month end for positions that were unfilled at the close of the prior month. This report compares the dollar amount in the job code table with the salary amount for the position. Allows users to select whether incumbent salary is over, under or equal to mid-range for salary. Has 5 sort orders. Useful for control units to see changes in dollar amounts for positions.
PRT Request Status This report provides users with a list of PRT requests submitted for approval. Users can prompt by processing unit, Dept ID, operator id and request status.
Reclassifications Lists all reclassed positions, both filled and unfilled, by Fund, Dept ID and Program. Shows original title code and salary, new title code and salary, and amount of increase for each position. Primarily designed for Budget Office and Control Unit use.
Sum by Transcode Category Summarizes permanent budget entries by transaction code category, Dept ID, Fund, and Program. Use it to review period 0 balances (beginning of the fiscal year balances), July increments, current year salary adjustments, control unit and campus budget allocations (these are transaction code categories in the Budget system).

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Temporary Budget Reports
Curyr Position Funding Groups salary funding transactions coming from the Permanent Budget to the Temporary Budget by position, Dept ID, and Fund. The position number is picked up from the journal line description in the temporary budget entry. Use this report to check the temporary budget funding for July Adjusted Budget, merit, range or reclass funding for positions.
Journal Activity by Account Lists journal line activity by Fund, Dept ID, Program, ChartField1, ChartField2. Can be run by month or YTD. Use this report instead of the Standard or Expanded Detail report if you only want to see your Temporary Budget activity (no Actuals Activity included).
Reapprop July Bal 58100 Summarizes temporary budget reappropriations to department (Level 4 node on the Org tree), Fund, and Program for reporting required as part of the EVCP and Campus Budget call.

In the fund category, you can pick a single fund, a range of funds, a fund node, or "Budget Rpt" which will give you the range of funds that the Budget Office has been focusing on for the past several years. This range includes State, Opportunity, Student Fee, Sales & Service, Auxiliary and Reserve funds. If you choose to "ignore" fund, you will see all reappropriations for your unit. (If you choose this option, remember that contract and grant funds are "inception-to-date" funds and do not have reappropriations.)

It is used by executive management in the campus and EVCP annual budget processes.
Sum by Transcode Category Summarizes data by Accounting Period and Transaction code. Results can be viewed by Fund, Dept ID, Account, Program or Fund/Program values and nodes.
TB vs PB July Adj Budget Compares the July Adjusted Budget entries for the Temporary and Permanent Budgets. Use this report at the beginning of each fiscal year to check that your July Adjusted Budget funding in the Temporary Budget matches the July Adjusted Budget shown in the Permanent Budget.

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Payroll Reports
BIS PPS Appointment Provides appointment details of employees at the appointment line level in HCM.
BIS PPS Distribution Curr Provides distribution details of employees at the distribution line level in HCM.
BIS PPS Expense Detail Curr Provides details of all payroll transactions entered in PPS.� This report replicates the information that used to be provided on the Payroll Ledger reports.
Leave Employee Balances Use this report to view the leave balances for employees in your department.
Leave Employee History Use this report to review activity for particular employee(s) over a specific set of months. This report is intended to assist departments in troubleshooting issues with a particular employee's leave balances.
Leave Reported Usage For Month Use this report to review usage as it was entered into OPTRS/PPS in a month. This report is organized by payroll cycle month (month in which the transaction was processed), not the month for which the activity was reported (payroll period).
Payroll Exception Report* Provides details about only those payroll transactions which did not post properly to the ledger because the chartstrings were invalid. Departments should not attempt to correct these entries. Instead, submit the Payroll Exception Report to Payroll indicating the correct chartstring to be used.

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IST Billing Report
IST Phone Usage Detail Provides details about phone usage for departments.

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Procurement Report
Procurement Card Transaction Report Provides detail activity of procurement card transactions of all cardholders in the department.

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