Essential monthly departmental reports | HR Systems

To support Payroll processes

Report name	When to run	Purpose
PERDEP02 FTC end dates	For casual worker records: prior to casual payroll deadline For FTC employees: prior to main payroll deadline	To ensure that FTC and casual appointments are ended in a timely manner and maintain accurate expected end dates
PERDEP20 Monthly personnel changes	Prior to main payroll deadline	To review data updates in PeopleXD are as expected for the month, and to monitor data updates made by staff in HR Self-Service. This report will return results based on the effective date of change.
PERDEP01 Home address and contact details	Prior to main payroll deadline	To check address updates and monitor SSO/HR Self-Service account creation/issues, to ensure compliance with timely access to payslips. Please remember to run this for casual staff too.
Onboarding: 'Completed checklist items'	Prior to supplementary payroll deadline - for NI number only	To extract NI numbers prior to the supplementary payroll deadline. All other data can be entered into PeopleXD outside of the Payroll deadlines. NB Bank details entered through Onboarding are automatically synced to the personnel record and will not appear in this report.

To ensure data quality and/or comply with legal requirements

Report	When to run	Purpose	Guidance/Further information
Onboarding: 'Completed checklist items'	Prior to supplementary payroll deadline - for NI number only	Aside from the NI number, all other data in this report can be entered into PeopleXD outside of the Payroll deadlines. NB Bank details entered through Onboarding are automatically synched to the personnel record and will not appear in this report.
PERDEP41 Immigration and right to work	At any point in the month	To manage visa/RtW processes, to comply with Home Office rules/immigration law. Please remember to also run this for casual workers.
PERDEP10 Cost allocation (funding) end dates	At any point in the month	To identify funding end dates/records with missing cost allocations.
HRINFO01 Data quality validation	At any point in the month	To maintain data quality and assist with HESA data submissions and other statutory reporting.	Clearing data quality errors Staff classifications
HRINFO20 Casual worker data quality validation	At any point in the month	To assist with HESA data submissions and other statutory reporting.	Clearing data quality errors Staff classifications
PERDEP06 Agency workers	At any point in the month	To comply with 12-week service rules

To assist with accurate Recruitment reporting

Report	When to run	Purpose	Guidance/Further information
RECDEP40 Vacancy details	At any point in the month	To ensure vacancies are updates and closed in a timely manner
HRINFO21 Vacancy and applicant data quality report	At any point in the month	To maintain applicant status and vacancy management (useful for Athena Swan data)	Making changes to recruitment data