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Irregular employment report

Updated

Available for the following Payroll plans: Standard, Premium

We have centralised irregular employment data into a report that is now accessible from the Employee Report menu. Data points such as hours worked, leave taken during the review period, the irregular value of a week, and the value of a day are now included. You can also download the data as a CSV, PDF, or Excel file. As a general rule, all data points in the irregular employment report follow the rules of irregular employment calculations as outlined in Irregular employment best practices. Terminated employees can be excluded from the report by unticking the Include terminated employees in the filtering section

Getting started

Running an irregular employment report
  1. Click the Reports menu.
  2. Click the Irregular Employment Report button.
    Ir 1.jpg
  3. Select from the following fields:
    • As at date.
    • Employees.
    • Include terminated employees.
  4. Click the Run Report button.

    Helpful Hint

    You will now see your Irregular Employment Report on your screen.

    Ir 3.jpg

Downloading data

Download the report: Excel
  1. Click the Reports menu.
  2. Click the Irregular Employment Report button.
    Ir 1.jpg
  3. Select from the following fields:
    • As at date.
    • Employees.
    • Include terminated employees.
  4. Click the Run Report button.
  5. Click the Download button.
  6. Click the Excel button.
    Excel.jpg
Download the report: CSV
  1. Click the Reports menu.
  2. Click the Irregular Employment Report button.
    Ir 1.jpg
  3. Select from the following fields:
    • As at date.
    • Employees.
    • Include terminated employees.
  4. Click the Run Report button.
  5. Click the Download button.
  6. Click the CSV button.
    CSV.jpg
Download the report: PDF
  1. Click the Reports menu.
  2. Click the Irregular Employment Report button.
    Ir 1.jpg
  3. Select from the following fields:
    • As at date.
    • Employees.
    • Include terminated employees.
  4. Click the Run Report button.
  5. Click the Download button.
  6. Click the PDF button.
    PDF.jpg

Further information

Are all employees included in the report?

Yes. All employees are displayed in the irregular employment report, regardless of whether the employee is ticked as irregular employment or not. However, only employees processed as per irregular employment best practices will be displayed with a full set of data points. Time worked must be processed via timesheets, and leave must be processed via leave requests for the platform to calculate irregular employment data points.

For example, an employee on default earnings whose leave is processed via the Leave Managment feature will not display any hours worked because no timesheets are submitted. However, the employee will display hours of leave paid and unpaid, as the leave requests were processed.

Under the irregular employment column, payrollers can identify whether an employee is set up as irregular based on the date entered in the filtering section. If the employee has no payroll history processed in Employment Hero Payroll yet, the values displayed in the irregular employment report will be zero. If the irregular employment report is run as at a date before an employee’s start date, the employee will not be displayed. 

How does the As at Date work?

The review period starts on the day before the as-at date and extends into the past as per the employee’s review period setting of between 2–13 weeks. For example, if you are processing a pay run starting on 1/12/2024 and want to view all irregular employment data points for this pay run, you would enter an As-at date of 1/12/2024. So that the review period starts on 30/11/2024 for all employees and ends according to their review period setting (2–13 weeks).

Can I restrict access to the report?

Yes, the report follows the existing rules of restricted access.

Definition of terms

The table below defines each term used in the irregular employment report and explains how each figure is calculated.

Hours worked remunerated. Sum of total hours worked processed in timesheets where timesheets dates fall within ‌the review period.
Hours leave paid and unpaid. Sum of total hours of paid and unpaid leave processed in leave requests where the leave request dates fall within ‌the review period.
Hours history gross earnings. Sum of hours are per data extract, Historical gross earnings – AWE for the employee for the historical pay periods that fall within the review period. Note if only part of an HGE pay period falls within the review period, the pro-rata’ed outcome should be checked.
Total hours in review period. Sum of hours worked remunerated and hours leave paid and unpaid.
Days worked remunerated. Sum of total days worked processed in timesheets where timesheet dates fall within the review period.
Days leave paid and unpaid. Sum of total days of paid and unpaid leave processed in leave requests where the leave request dates fall within ‌the review period.
Days history gross earnings. Sum of days ‌per the data extract Historical gross earnings – AWE for the employee for the historical pay periods that fall within the review period. Note, if only part of an HGE pay period falls within the review period, the pro rata’ed outcome should be checked.
Total days in review period. Sum of days worked remunerated and days leave paid and unpaid.
Irregular value of a week in hours. Total hours in review period / week in the review period as per employee settings as at the date specified.
Irregular value of a day in hours. Total hours in review period / total days in the review period.
Average days per week. Total days in the review period / week in the review period as per employee settings as at date specified.

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