Personnel reports - tracking reports

Summary description

This group of reports 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?

Run regularly to ensure that probationary procedures are followed in a timely manner.

Hints & tips

• Results: Data must have been entered into the relevant section in PeopleXD 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 filters

 Details of paginated reports in this folder

Summary description

This group of reports 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 PeopleXD.

There are three reports in this folder (see also below): Visa expiry dates provides details of all visas that are due to expire between the dates selected; Early leavers 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; Current staff details provides details of all current employees (including 'non-employees'), along with their right to work screen data.

The reports are designed to be exported to Excel for further manipulation and analysis.

Why run reports in this folder?

There are three main reasons for running these reports:

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 permission to stay (ie 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 the People Management module.

When should you run these reports?

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 Skilled Worker/Tier 2 and Tier 5 visas, the Early leavers report 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 five working days to enable them to notify the Home Office within the required timeframe.

These reports should be run regularly to ensure that work permits are managed appropriately.

Hints & tips

• Results: Visa expiry dates and Early leavers are entirely reliant on accurate data being held in PeopleXD. 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 PeopleXD they will be included in the report.
• Non-employees: To ensure that non-employees requiring Tier 5 visas are not overlooked, the reports default to include non-employees (as well as employees and workers). These can be removed by changing the default filters (see below).

Available filters

Details of paginated reports in this folder

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 PeopleXD.

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 permission to stay (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 the People Management module.

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 Skilled Worker/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 People Management.  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 PeopleXD they will be included in the report.

Available parameters

Details of tabs

Summary description

This report allows you to identify which checks have been completed for individuals and marked so in PeopleXD.

Why run this report?

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

When should you run this report?

Run regularly to ensure that checks for new starters are completed in a timely manner.

 Hints & tips

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

 Available filters

Details of paginated reports in this folder

Summary description

This report allows you to identify which checks have been completed for individuals and when they were flagged in PeopleXD 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 PeopleXD before someone will be returned by this report.
• See also RECDEP48_Appointee Pre-Employment Event Checks to see which checks have been initiated in the Recruitment module.

 Available parameters

Details of tab

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

• Results: Where the increment due date is found to be incorrect, it should be updated following the Increment due date guidance

Available parameters

 Details of tabs

Summary description

Tracking report which lists current staff absence, based on the appointment reason codes held in PeopleXD. 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

 Details of tabs

The Annual Review Scenario Factsheet 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

Details of tab

Summary description

This report returns staff working overseas, including any details recorded in the Overseas Worker UDF. It is designed to be used by Finance, Payroll and departmental HR teams. 

The report will return records where any of the following criteria is true:

• Overseas Worker UDF is active
• NI letter = ‘X’
• Tax Code = ‘NT’
• Home Address Country is not UK
• Appointment Location indicates working overseas
• The Right To Work UDF indicates working overseas 

It will also provide the length of time someone has been working overseas, and includes the pension scheme of which they are a member, where applicable.

Why run this report?

To identify and/or monitor current overseas staff, to ensure compliance with the Overseas Working policy.

When should you run this report?

Run monthly and/or as required.

Hints & tips

• Incorrect or missing data: Where details are missing or incorrect please refer to Add and manage UDFs how-to guide for guidance on entering and updating details.

Summary and purpose

This report allows you to identify:

• the payroll period in which a payment was last made against an open casual appointment for casual staff; and
• the earliest and latest timesheet claim dates held in Payroll, per casual appointment.

It contains details such as, the:

• number of weeks that the contract has been open for;
• details of the last payroll period in which each casual appointment was paid; and
• Earliest and Latest Timesheet Claim Date held in payroll, and the Target End Date held against the casual appointment.

This information can be used to:

• determine the correct end dates to record when ending a casual appointment (particularly when doing so retrospectively); and
• monitor the length of casual engagements, to assist with good record-keeping.

Read also the Casual workers, teachers and examiners PeopleXD guide.

When to run this report

Every three months as a minimum, for departments with large volumes of casual staff.

The regularity should be considered and decided locally, depending on the number of casual staff working in that department.

Additional useful information

• The Earliest Claim Date and Latest Claim Date are based on the ‘transaction date’ of the payment held in the system. This will normally be either the week ending Sunday in which the work was carried out, where the payment was processed via casual payroll spreadsheet, or the date the timesheet was claimed, where processed via Timesheets in Employee Self-Service. Alternative methods of payment may have different rules for the transaction date.
• Combine report filter parameters to return more tailored data sets. For example, use the 'Return appointments not paid since period' parameter together with the 'Casual Post Number' parameter to return results for the different types of casual worker. For example, use these two parameters to review data specifically for casual teacher appointments that have not had payments made in a set period, eg dating back three months.
• Where a payment has never been made against a casual appointment, the payroll detail columns will be blank, but the record will still appear in the report.

Available filters