Personnel reports - tracking reports

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Summary description

This report allows you to identify employees with probation dates due within a period you specify.

Why run this report?

  • To check details of probation dates.

When should you run this report?

It is recommended that this report is run regularly to ensure that probationary procedures are followed on a timely basis.

Hints & tips

  • Results: Data must have been entered into the relevant section in Core before someone will be returned by this report.
  • This report does not look at IPO dates. Refer to PERDEP08_Academic Appraisals for IPO reporting.

 Available parameters

Parameter

Mandatory?

Notes

Period Start Date

Y

Changes from this point in time (effective date)

Period End Date

Y

Changes to this point in time (effective date)

Department Code

N

If you have access to more than 1 department in the back office and you wish to report on only 1 of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

 Details of tabs

Tab 1

Probation Expiry date or Extension date

Person, appointment and probation details for employees with a probation expiry date or probation extension date within the period specified.

Tab 2

Review date 1

Person, appointment and probation details for employees with their 1st probation review date within the period specified.

Tab 3

Review date 2

Person, appointment and probation details for employees with their 2nd probation review date within the period specified.

 

Summary description

This report will help you to manage different aspects of immigration and right to work, including tracking visa expiry dates and early leavers, and monitoring the presence of accurate right to work data held in CoreHR.

The report is split into three tabs as detailed below; tab 1 provides details of all visas that are due to expire between the parameter dates entered; tab 2 provides details of all employees with a visa end date who have left the University or ended their current appointment earlier than their visa expiry date; tab 3 provides details of all current employees (including “non-employees”), along with their right to work screen data.

The report is designed to be exported to Excel for further manipulation and analysis.

Why run this report?

There are three main reasons for running the report:

  1. To identify workers and employees who are on time-limited visas, to enable identification of those requiring checks to ensure they have continued right to work.
  2. To identify workers and employees who have limited leave to remain (i.e. have provided a document from List B)  who leave their appointment or the University earlier than their visa expiry date, to remind you to notify the Staff Immigration Team to ensure adherence to Home Office reporting requirements.
  3. To enable monitoring of completion of the mandatory right to work screen in CorePersonnel.

When should you run this report?

The report should be run on a regular basis to ensure that no staff continue working beyond their current visa expiry date, without evidence of continued right to work being seen by the employing department. 

For those departments who have a number of employees on Tier 2 and Tier 5 visas, tab 2 should be run monthly after the payroll deadline to identify any early leavers.  Note that this should be considered as a “back-up” exercise to ensure no changes have been overlooked.  The Staff Immigration Team must be notified of relevant changes within 5 working days to enable them to notify the Home Office within the required timeframe.

It is recommended that this report is run regularly to ensure that work permits are managed appropriately.

Hints & tips

  • Results: Tabs 1 and 2 are entirely reliant on accurate data being held in CorePersonnel.  If visa expiry dates are not maintained in the system, the report will not return accurate results.
  • Historical data: To ensure that only current data is returned in the report, you must end-date all historical right to work records in the system before creating a new record (as detailed on page 3 of the QRG).  If old records are not ended in CoreHR they will be included in the report.
  • Non-employees: To ensure that non-employees requiring Tier 5 visas are not overlooked, the report defaults to include non-employees (as well as employees and workers) on all tabs. These can be removed by changing the default parameters (see below).

Available parameters

Parameter

Mandatory?

Notes

Period start date

Y

Enter or select the start date of the period you are interested in.

Period end date

Y

Enter or select the end date of the period you are interested in.

Department code(s)

N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department description(s)

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee status(es)

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tabs

Tab 1

Visa expiry dates

Person, appointment and visa details for employees with a visa expiry date within the period specified.

Includes a “Page Items” filter to enable you to select between 'Commenced', 'Ended' or 'All'.
 

Tab 2

Early leavers

Person, leaver, appointment and visa details for employees who have left their appointment or the University (where their leaving date is earlier than their visa expiry date).  Includes all those with List B RtW type (not just Tier 2s and Tier 5s).  Also includes a column to show where an individual has left the University (as opposed to leaving their current appointment).
 

Tab 3

Current staff details

Person, appointment and right to work details for all employees fitting the parameters selected (includes staff for whom no right to work data has been entered in CoreHR).

Includes a “Page Items” filter to enable you to select different appointment statuses (e.g. Appointed, Commenced, Confirmed Future).  

 

Summary description

This report will help you to manage different aspects of immigration and right to work, including tracking visa expiry dates and early leavers, and monitoring the presence of accurate right to work data held in CoreHR.

The report is split into three tabs as detailed below; tab 1 provides details of all visas that are due to expire between the parameter dates entered; tab 2 provides details of all employees with a visa end date who have left the University or ended their current appointment earlier than their visa expiry date; tab 3 provides details of all current employees (including “non-employees”), along with their right to work screen data.

The report is designed to be exported to Excel for further manipulation and analysis.

Why run this report?

There are three main reasons for running the report:

  1. To identify workers who are on time-limited visas, to enable identification of those requiring checks to ensure they have continued right to work.
  2. To identify workers who have limited leave to remain (i.e. have provided a document from List B)  who leave their appointment or the University earlier than their visa expiry date, to remind you to notify the Staff Immigration Team to ensure adherence to Home Office reporting requirements.
  3. To enable monitoring of completion of the mandatory right to work screen in CorePersonnel.

When should you run this report?

The report should be run on a regular basis to ensure that no staff continue working beyond their current visa expiry date, without evidence of continued right to work being seen by the employing department. 

For those departments who have a number of employees on Tier 2 and Tier 5 visas, tab 2 should be run monthly after the payroll deadline to identify any early leavers.  Note that this should be considered as a “back-up” exercise to ensure no changes have been overlooked.  The Staff Immigration Team must be notified of relevant changes within 5 working days to enable them to notify the Home Office within the required timeframe.

It is recommended that this report is run regularly to ensure that work permits are managed appropriately.

Hints & tips

  • Results: Tabs 1 and 2 are entirely reliant on accurate data being held in CorePersonnel.  If visa expiry dates are not maintained in the system, the report will not return accurate results.
  • Historical data: To ensure that only current data is returned in the report, you must end-date all historical right to work records in the system before creating a new record (as detailed on page 3 of the QRG).  If old records are not ended in CoreHR they will be included in the report.

Available parameters

Parameter

Mandatory?

Notes

Period start date (tab 1 only)

Y

Enter or select the start date of the period you are interested in.

Period end date (tab 1 only)

Y

Enter or select the end date of the period you are interested in.

Department code(s)

N

If you have access to more than one department and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department(s)

N

As above, enter/select the department name if required.

Adminstered by

N

Enter DEP (department) or DIV (division) if required.

Personnel number

N

Enter specific personnel number or leave blank to return all relevant
records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tabs

Tab 1

Visa expiry dates

Person, appointment and visa details for workers with a visa expiry date within the period specified.

Tab 2

Early leavers

Person, leaver, appointment and visa details for workers who have left their appointment or the University (where their leaving date is earlier than their visa expiry date).  Includes all those with List B RtW type (not just Tier 2s and Tier 5s).  Also includes a column to show where an individual has left the University (as opposed to leaving their current appointment). 

Tab 3

Current staff details

Person, appointment and right to work details for all workers fitting the parameters selected (includes staff for whom no right to work data has been entered in CoreHR).

Includes a “Page Items” filter to enable you to select different appointment statuses (e.g. Appointed, Commenced, Confirmed Future).

 

Summary description

This report allows you to identify which checks have been completed for individuals and when they were flagged in Core as completed.

Why run this report?

  • To check details of which pre-employment checks have been completed and when.

When should you run this report?

It is recommended that this report is run regularly to ensure that checks for new starters are completed on a timely basis.

 Hints & tips

  • Results: Data must have been entered into the relevant section in Core before someone will be returned by this report.
  • See also RECDEP48_Appointee Pre-Employment Event Checks to see which checks have been initiated in CoreRecruitment.

 Available parameters

Parameter

Mandatory?

Notes

Period Start Date

Y

Changes from this point in time (effective date)

Period End Date

Y

Changes to this point in time (effective date)

Department Code

N

If you have access to more than 1 department in the back office and you wish to report on only 1 of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tab

Tab 1

Employee Details

Person and appointment details with dates for each of the pre-employment checks that should be completed for new starters.

 

Summary description

This report allows you to identify which checks have been completed for individuals and when they were flagged in Core as completed.

Why run this report?

  • To check details of which pre-employment checks have been completed and when.

When should you run this report?

It is recommended that this report is run regularly to ensure that checks for new starters are completed on a timely basis.

 Hints & tips

  • Results: Data must have been entered into the relevant section in Core before someone will be returned by this report.
  • See also RECDEP48_Appointee Pre-Employment Event Checks to see which checks have been initiated in CoreRecruitment.

 Available parameters

Parameter

Mandatory?

Notes

Period Start Date

Y

Changes from this point in time (effective date)

Period End Date

Y

Changes to this point in time (effective date)

Department Code

N

If you have access to more than 1 department in the back office and you wish to report on only 1 of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tab

Tab 1

Employee Details

Person and appointment details with dates for each of the pre-employment checks that should be completed for new starters.

 

Summary description

Lists employees who are due to receive an automatic salary increment.

Why run this report?

  • To review increment due dates.
  • To identify staff with no increment due date, or those without a future increment date (not eligible for automatic increments – on scale bar).

When should you run this report?

As and when required.

Hints & tips

Available parameters

Parameter

Mandatory?

Notes

Department Code

N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

 Details of tabs

Tab 1

Increment due date greater than system date

Shows all employees due to receive an automatic salary increment on a future date, and also shows where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening.

Tab 2

Null Increment due date

Shows employees where the increment due date is null, eg. where they have reached a scale bar. If this is incorrect their increment due date should be updated following QRG as above.

Tab 3

Increment due date less than system date

Shows all employees with a salary increment in the past and so will not automatically receive an increment in the future. If this is incorrect their increment due date should be updated following QRG as above.

 

Summary description

Tracking report which lists current staff absence, based on the appointment reason codes held in Core. Also includes worksheets for absence history, and planned future absences.

Why run this report?

  • To identify absence history for employees.

When should you run this report?

As and when required.

Hints & tips

  • Filters: Tab 4 includes a Page Items button to allow you to further filter results.

Available parameters

Parameter

Mandatory?

Notes

Department Code

N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Absence Reason

Y

Default will return all reasons, or use the torch to select specific reasons if required.

Administered by

N

Enter DEP (department) or DIV (division) if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

 Details of tabs

Tab 1

Current employees absent

Shows all employees whose appointment currently has the selected absence reason(s).

Tab 2

Current absence summary

Count only by absence type.

Tab 3

Employee future ended absences

Shows employees whose appointment reason code indicates that a period of absence is due to end (e.g. ‘adoption leave return’), where the effective date for this change is still in the future.

Tab 4

Employee absence history

Shows absence history for all employees, including comments where relevant. Includes Page Items to allow filter by current or ex-employee.

Tab 5

Employee future absences

Shows employees whose appointment reason code indicates that a period of absence is due to start (e.g. ‘adoption leave start’), where the effective date for this change is still in the future.

 

QRG IP10: Manage Annual Review Data includes guidance on recording annual review/PDR details via a UDF. Using this report you can access the current information for employees that has been recorded in this area.

Why run this report?

  • To monitor process of annual reviews.

When should you run this report?

Run as and when required.

Hints & tips

  • Results: This report will bring back details of all your staff plus their most recent annual review record (if one exists).

Available parameters

Parameter

Mandatory?

Notes

Department Code

N

If you have access to more than one department in the back office and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department Description

N

As above, enter/select the department name if required.

Employee Status

N

The default is 'PERMANENT', 'OPEN ENDED EXTERNALLY FUNDED', 'FIXED TERM', 'WORKER' and 'SELF FINANCING. Use the torch to select specific status(es) or remove the default list to bring back all records  (this will include non-employees).

Personnel Number

N

Enter specific personnel number or leave blank for 'all' records.

Surname

N

Enter specific surname or leave blank for 'all' records.

Details of tab

Tab 1

Employee List

Shows basic appointment details, plus review details including dates, training needs, etc (where entered).

 

Summary description

This report enables you to monitor the staff in your department that have been placed on furlough.

Why run this report?

  • To check the dates of furlough periods for staff in your department, and whether the Furlough period is still open.
  • To check the length of the furlough period, and whether it has reached 21 days.
  • To highlight any potential data issues relating to furlough periods (see Hints & tips below).
  • To check details of any Part-time (partially) furloughed staff in your department.

When should you run this report?

You should run this report regularly to check and, where required, correct the data, which will be used for the University’s reclaim under the Coronavirus Job Retention Scheme, and for reporting to University committees.

Hints & tips

  • The report includes Grade and Point (for the time the report is run) and FTE. Please note that using this information can only provide an approximate estimate of financial impact in relation to furlough. Actual claim amounts are calculated and administered by the Finance Department.
  • By default, the report shows all furlough changes and therefore individuals may appear more than once. The report can be filtered by Furlough Period (‘ended’, ‘ongoing’, ‘cancelled’ or 'all'), or by Appointment ID (‘current’, ‘ended’ or ‘all’); this is done by using the ‘Page Items’ buttons at the top of the report. If you want to filter the report further you should first export to excel; if you want to report on furlough periods, you can then filter on the “Furlough Period Start” column for non-blank rows.
  • The ‘Potential Errors Identified’ column highlights potential data issues relating to the period of Furlough. The following potential errors will be highlighted:
    • Where a Reason Code of “Cancel” has been used after 21 days of furlough
    • Where a Reason Code other than “Cancel” has been used within 21 days of furlough
    • Where a different Reason code has been used for the start and return
    • Where overlapping or inconsistent Furlough periods have been recorded across different appointments
    • Where a Reason Code of “Change reason” has been used without a new “Furlough Start” Reason Code used the following day
    • Where an Action Code has not been used for furlough changes
  • The final three columns of the report (shaded dark grey) should be ignored.

Details of tab

Tab 1

Employee Furlough History

Provides details of the employee, some appointment details (appointment ID, division, department, pay admin by, employee status, sub status, category and sub category), some pay details (grade, point, FTE) and details of the furlough action and reason codes entered.

Tab 2 Part-Time Furlough History Provides details of the employee, some appointment details (appointment ID, division, department, pay admin by, employee status, sub status, category and sub category), some pay details (grade, point, FTE) and details of the Part-time furlough UDF entered.

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IP4 Running Reports (PDF)