Differences between the PH, PY, and PHS files

The Pay Data, Payment History Extract and the Pay Data Summary files each contain payment information on your employees. However, the files vary in the time frame, data elements and records they contain. Refer to the chart below for a summary of the file differences.

Item

Pay Data (PH) Payment History Extract (PY) Pay Data Summary (PHS)
Timeframe Data by fiscal year from 01/84 forward -or- the prior business month Data for the last 36 business months -and/or- the current business month Data for the current fiscal year and the 5 prior fiscal years.
Records All payments issued to your faculty, staff and students, including those issued by other campuses Payments issued to your faculty, staff and students by your campus Payments issued to your faculty, staff and students by your campus
Data Payments and Deductions Payments and Deductions Selected fields for Payments only
Common Use Reporting on payments and deductions for the entire fiscal year or prior business month Reporting on payments and deductions issued in the current business month Reporting on payments for multiple fiscal or calendar years
Update Schedule The PH file is refreshed at the close of the calendar month and is available on the first working day of the new calendar month The source file for the PY extract function is updated after every payroll cycle. Refer to the DED for the dates the current business month file is emptied The PHS file is refreshed at the close of the calendar month and is available on the second working day of the new calendar month
Additional Info. Prior FY data is only available through Batch The PY file must be created with specified parameters before using Only available in Batch

Item	Pay Data (PH)	Payment History Extract (PY)	Pay Data Summary (PHS)
Timeframe	Data by fiscal year from 01/84 forward -or- the prior business month	Data for the last 36 business months -and/or- the current business month	Data for the current fiscal year and the 5 prior fiscal years.
Records	All payments issued to your faculty, staff and students, including those issued by other campuses	Payments issued to your faculty, staff and students by your campus	Payments issued to your faculty, staff and students by your campus
Data	Payments and Deductions	Payments and Deductions	Selected fields for Payments only
Common Use	Reporting on payments and deductions for the entire fiscal year or prior business month	Reporting on payments and deductions issued in the current business month	Reporting on payments for multiple fiscal or calendar years
Update Schedule	The PH file is refreshed at the close of the calendar month and is available on the first working day of the new calendar month	The source file for the PY extract function is updated after every payroll cycle. Refer to the DED for the dates the current business month file is emptied	The PHS file is refreshed at the close of the calendar month and is available on the second working day of the new calendar month
Additional Info.	Prior FY data is only available through Batch	The PY file must be created with specified parameters before using	Only available in Batch

Last Updated: February 20, 2024