FORTNIGHTLY REPORTS
The following are reports which are required to be actioned every fortnight. Most of these reports are found in Q:\Reports*.
These reports may need to be actioned and kept for auditing purposes. Once these reports have been actioned, sign off on the
checklist that you have completed them. The checklist must be retained for auditing purposes. Click here to go to the Checklist.
PW MON (avail PW TUE)
PW FRI (avail NPW MON)
NPW TUE (avail NPW WED)
NPW WED (avail NPW THU)
PW MON (MISC)
* If you are unable to see the required Reports folder, please contact the ITS Helpdesk on 56000 for assistance.
FOLDER and Name of Report
Purpose
Action
rptHR003c
ReturnNext3MonthsExpiryList
Provides a list of return based
employees whose appointments are
expiring in the next 3 months and have
no future placement or have not been
scheduled for termination in futures.
Print and send report to relevant Admin
Officers or confirm with relevant
managers who need to establish
whether the appointment is being
renewed or expiring.
rptHR003e
UnpaidNext3MonthsExpiry List
Provides a list of unpaid staff (eg
Honorary, Adjunct, Visiting) whose
appointments are expiring in the next 3
months and have no future placements
or have not been scheduled for
termination in futures.
Print and send report to relevant Admin
Officers or confirm with relevant
managers who need to establish
whether the appointment is being
renewed or expiring.
rptHR070b
ReturnNotTerminatedLast8Weeks
This report lists return based
employees whose placement expired
greater than 8 weeks ago and the
appointments are still active.
Confirm with relevant Admin Officer or
Manager and terminate in Aurion.
Print, action and file report in HR.
rptHR098
Probation report
Provides a list of employees (fixed-term
or continuing professional or fixed-term
academic) who are mid-way through
probation. In conjunction with the
report, letters are available in the
Letters folder.
Print the report. Refer to the
instructions for Probation Letters in the
Letters folder. In Aurion, go to
Placement > Probation History and
enter the date the probation letter was
sent.
rptHR101
StaffReturningFromLWOP
This report lists employees who are due
to return from Leave Without Pay in the
current pay period.
Check with the relevant Admin Officer
or Manager that they have returned.
No action is required if they return. If
not returning, ensure unpaid leave is
extended in Aurion to avoid
overpayment.
rptHR146
LicenceExpiry3mon
Provides a list of employees whose
licence is due to expire within the next 3
months.
Follow up with relevant Admin Officers
or Manager if employee has renewed
their licence or if the licence is still
required.
In Aurion go to Personal > Licences
and record new licence details (Add
new record) if the licence has been
renewed. Update old licence to reflect
that follow-up has been completed or if
the licence is no longer required, by
ticking the Follow-up completed tick
box.
rptHR166a
FTC Forms report
Provides a list of fixed-term employees
whose appointments are due to expire
in the specified fortnightly period in the
next 3 months. In conjunction with the
report, forms are available in the Letters
folder.
Print the report. Refer to the
instructions for the FTC Forms in the
Letters folder.
rptHR166b
FixedTermNext3MonthsExpiryList
Provides a list of fixed term employees
whose appointments are expiring in the
next 3 months and have no future
placements or have not been
scheduled for termination in futures.
Print and send report to relevant Admin
Officers or confirm with relevant
managers who need to establish
whether the appointment is being
renewed or expiring.
PW MON (Reports avail. PW Tuesday)
Sign and file report
Actions for Fortnightly Reports
v6.0
Published: 1410/2014
FOLDER and Name of Report
Purpose
Action
rptHR166d
ScholarNext3MonthsExpiryList
Provides a list of scholarship holders
whose scholarships are expiring in the
next 3 months and have no future
placements or have not been
scheduled for termination in futures.
Print and send report to relevant Admin
Officers or confirm with relevant
managers who need to establish
whether the scholarship is being
renewed or expiring.
rptHR168a
PositionCosting
This report lists positions that have no
costing or have an end date in the
costing chart-string with no open-ended
costing.
All positions should have costing and
must have an open-ended chart-string.
Confirm with Finance staff what the
costing should be if there is no costing
and add it in Aurion against the
position. The end-date should be
removed, unless an additional openended future costing is added.
rptHR171UnpaidLeaveLoading
This report lists academics (ACAD01)
and senior professional staff (HEGS10)
who have unpaid Leave Loadings in
Aurion.
An unpaid Leave Loading will result
from either:
1) the employee was terminated and
the option “Pay Unpaid Leave Loading”
was not selected to pay out their leave
loading at termination; or
2) the employee was rehired and the
Annual Loading accrual dates have not
been updated.
.
Unpaid leave loadings are to be
actioned by either paying or deleting
the loading
Probation Letters
These letters are to remind the Head of
Organisation Unit and the Employee
that the end of the probationary period
is approaching and that they must go
through the probation review and
confirmation process.
Send the Probation Letters to HOD or
Manager with Probation Checklist and
send a copy to the employee.
FTC Forms
Fixed term renewal/non-renewal forms
for fixed-term employees whose
appointments are due to expire in a
specified fortnightly period in the next 3
months.
Send the Fixed Term Contract Forms to
the relevant Admin Officer or Manager
to establish whether the fixed-term
appointment is being renewed or
expiring.
Run this report to produce a list of
future hires, changes and terminations
scheduled for the current or a past pay
period.
In Aurion go to Employee Data > Sched
Hires & Changes Report. From the
Report Parameters ID picklist, select
your Faculty/Institute and click Accept
to run report as is or update the report
parameters and then click Accept to run
the report.
Refer to the “Unpaid Leave Loadings –
Academic and Snr Admin” reference
guide, available on the HR Training
SharePoint site.
Employees with a Status of Active
should have their Annual Loading
Accrual dates updated as per the
“Employee Rehire” reference guide.
Employees with a Status of Terminated
need to have their pay records
reviewed to see if the loading was paid
manually. If the loading was not paid,
refer to the “Terminated Employees”
section of the “Unpaid Leave Loading”
reference guide.
LETTERS
AURION
Scheduled Hires & Changes Report
Print report and action in Aurion – go to
Employee Data > Schedule of Hires &
Changes and locate the scheduled
records. Click Commit to Payroll for
each scheduled new hire or rehire
when the induction checklist is
received. Click Process Termination for
each scheduled termination to process
the employee separation. Click Commit
to Payroll for each scheduled status
change to update the employee’s work
pattern or other status details.
Change the effective date if necessary
for scheduled records or delete if no
longer required.
Actions for Fortnightly Reports
v6.0
Published: 1410/2014
FOLDER and Name of Report
Purpose
Action
Pending Increments
Run this report to produce a list of
employees who are due an increment
in the current pay period.
In Aurion go to Placement > Pending
Increments Rpt. From the Report
Parameter ID picklist, select your
Faculty/Institute and click Accept to run
report as is or update the report
parameters and then click Accept to run
the report.
Print report and action in Aurion - go to
Placement > Update Placement, locate
the Placement, and check the
increment history in Process > Pay
Scale History. If the increments are
correct, change the status of the
pending increment to Approved in the
Pay Scale History.
This report should be actioned by NPW
Tuesday to allow Aurion to
automatically generate the appropriate
payroll transactions overnight. Check
the pay records the next day and have
the HR Advisor/Consultant approve the
resulting pending pay record.
UQ REPORTAL
Additional duties allowance while on
Rec or LSL
This report identifies staff with an
Additional Duties allowance who are on
Recreation or Long Service Leave
during the dates selected from the user
prompts.
Refer to the Performance of Higher
Level Duties policy for more
information.
Go to the HR Administrators folder in
UQ Reportal and run the report for your
Faculty/Institute and the required date
range.
Staff Allowances Ceasing Mid Pay
Period
Run this report to produce a list of
employees whose allowances end
during the current pay period.
Go to the HR Administrators folder in
UQ Reportal and run the report for your
Faculty/Institute and the current pay
period.
Print the report and confirm with
relevant Admin Officers or Managers if
allowance should end or be extended.
To extend the allowance in Aurion, go
to Payroll > Standing Allowances,
locate the allowance and create the
new allowance by selecting Process >
Copy. If the allowance is not to be
extended, the allowance will
automatically cease. To adjust the
allowance for the current pay if it
ceases part-way through the period, go
to Payroll > Pay Records > Process >
Processed Transactions for the current
pay, locate the allowance in the
transactions list and detail form then
update the amount.
PW FRI (Reports avail. NPW Monday)
rptHR183b
Position Costing Validation
rptHR183c
Placement Costing Validation
Provides a list of positions that have
been incorrectly costed. This can be
due to an inactive costing, a costing
combination error or the code does not
exist.
Provides a list of placements that have
been incorrectly costed. This can be
due to an inactive costing, a costing
combination error or the code does not
exist.
Confirm the costing details with Finance
staff. In Aurion go to Organisation >
Positions, locate the Position and
modify the costings as required.
Confirm the costing details with Finance
staff. In Aurion go to Placement >
Update Placement, locate the
Placement, Process > Costing and
modify the costings as required.
HR PORTAL
Actions for Fortnightly Reports
v6.0
Published: 1410/2014
FOLDER and Name of Report
Purpose
Action
Different Employment Types On Same
Employee Number
This report identifies when a current or
future-dated placement or scheduled
rehire will result in mixed employment
on an employee number. E.g Fixedterm on previous casual, casual on
previous scholar, unpaid on previous
fixed-term, etc.
Go to HR Portal > Data Integrity and
run the Different Employment Types On
Same Employee Number report.
This report identifies when a nonterminated (active or inactive)
employee’s with an inactive pay entity,
or a record has been entered into
Schedule of Hires & Changes against
an inactive pay entity.
Go to HR Portal > Data Integrity and
run the Employee Records Associated
with Inactive Pay Entities report.
Employee Records Associated with
Inactive Pay Entities
Follow the instructions in the
“Terminating an Incorrectly Entered
Placement “ reference guide, available
on the HR Training SharePoint site,
and delete the new placement from
futures or terminate the newly entered
placement and re-enter on a different
employee number.
For a current employee record (Active
or Inactive), change the pay entity via
non-impacting status change.
For a Schedule of Hires & Changes
record, search for the record in the
schedule using the employee number
and update the pay entity before
committing from the schedule
NPW TUES (Reports avail. NPW Wednesday)
rptHR062a
PrepaidLeave
Lists prepaid leave takings
commencing in the current pay period.
HR Officers are to ensure all pre
payments (standing allowances and
deductions) for future pay periods are
generated in the current pay period.
Print report and action in Aurion. Go to
Pay Records > Process >
Prepayments. Count the number of
pay periods listed and enter the number
in the field 'Prepay # Pay Records".
Check prepayments (standing
allowances and deductions) appear in
the Pay Records. Note, not all
employees will have prepayments.
rptHR093a
LveManualPay
Lists employees that have leave which
Aurion has not auto-generated and has
resulted in the affected pay period(s)
being manual and impacted. If the
leave occurrence is not manually
generated, the employee’s leave will
not be processed in their pay record.
Print report and action in Aurion. Go to
Pay Records and build from skyline for
all of the manual and impacted pay
periods for the leave taking. Check the
current pay period to ensure that the
leave occurrence has been generated.
rptHR106a
MemberNoNotAurionNo
Provides a list of employees whose
Membership Number in their super
record is not their Aurion number.
In Aurion, go to Payroll >
Superannuation and update the
Membership Number in the employee’s
super record to the Aurion number
provided on the report.
rptHR139a
LSLVPAREStart
Provides a list of employees who are
commencing long service leave or
parental leave in the current pay period.
The costing for the period of this leave
is to come from the Central Fund for
long service leave/ parental leave. The
report indicates if the costing is to be
added to the employee’s substantive or
acting placement and whether the
affected placement is current or future.
In Aurion, go to Placement > Update
Placement, locate the placement,
Process > Costing and add the costing
as specified on the report to the
affected placement. Note, the report will
indicate if the leave period is over a
current and future placement or affects
an acting placement.
rptHR139b
LSLVPARESReturn
Provides a list of employees who are
returning from long service leave or
parental leave in the current pay period.
The costing is to revert to the costing at
Position level. The report indicates if
the costing is to be removed from the
employee’s substantive or acting
placement and whether the affected
placement is current or future.
In Aurion, go to Placement > Update
Placement, locate the placement,
Process > Costing and delete the
costing from the affected placement.
Note, the report will indicate if the
costing is to be removed from the
current and and/or future placement or
is to be removed from an acting
placement.
Actions for Fortnightly Reports
v6.0
Published: 1410/2014
FOLDER and Name of Report
Purpose
Action
rptHR148
Incorrect Super Fund
Provides a list of employees whose
superannuation record has an incorrect
UniSuper superannuation fund code.
In Aurion, go to Payroll >
Superannuation and change the
incorrect superannuation fund code in
the employee’s super record. Refer to
the Superannuation Guidelines for HR
Officers.
rptHR183b
Position Costing Validation
Provides a list of positions that have
been incorrectly costed. This can be
due to an inactive costing, a costing
combination error or the code does not
exist.
Confirm the costing details with Finance
staff. In Aurion go to Organisation >
Positions, locate the Position and
modify the costings as required.
rptHR183c
Placement Costing Validation
Provides a list of placements that have
been incorrectly costed. This can be
due to an inactive costing, a costing
combination error or the code does not
exist.
Confirm the costing details with Finance
staff. In Aurion go to Placement >
Update Placement, locate the
Placement, Process > Costing and
modify the costings as required
This report lists casual appointments
which have errors. The report only
reports employees with casual
Classifications. The report indicates if
the error is caused by a mismatch
between the classification, DEEWR
function, job type, award, enterprise
agreement, payment type, or payment
branch. The appointment will also be
listed on the error report if the DEEWR
function, award, enterprise agreement,
or AWE field in Tax & Net Pay is blank
or the employee’s leave accruals have
not been confirmed. Multiple errors
could be reported for one appointment.
Go to Faculties > Casual Appointment
Reports > Casual Appointment Reports
for HR Staff and run the Casual
Appointments Error Report for your
Faculty/Institute.
This report lists all return-based
employees whose current pay record is
Manual. It details the transaction (work,
allowance, total hours, total amount)
manually processed in the pay record
and the HR staff who
processed/approved the manual
transaction (created by, modified by,
approved by).
Go to Faculties > Casual Appointment
Reports > Casual Appointment Reports
for HR Staff and run the Manual
Transactions Report for your
Faculty/Institute.
FACULTIES
Casual Appointments Error Report
Manual Transactions Report
Print the report and correct the errors.
In Aurion, go to Placement > Update
Placement, locate the placement and
modify the appropriate fields, and/or go
to Placement > Change Employee
Status and modify the appropriate
fields.
If the AWE field is blank, go to Payroll >
Tax and Net Pay and enter ‘2’ in the
AWE field. If the leave accruals have
not been confirmed, go to Leave >
Accruals, Process > Confirm Accruall
Status.
Print the report and check the manual
transactions in the pay records are
accurate and have been approved
appropriately.
Sign and file report
HR PORTAL
Different Employment Types On Same
Employee Number
Actions for Fortnightly Reports
This report identifies when a current or
future-dated placement or scheduled
rehire will result in mixed employment
on an employee number. E.g Fixedterm on previous casual, casual on
previous scholar, unpaid on previous
fixed-term, etc.
v6.0
Go to HR Portal > Data Integrity and
run the Different Employment Types On
Same Employee Number report.
Follow the instructions in the
“Terminating an Incorrectly Entered
Placement “ reference guide, available
on the HR Training SharePoint site,
and delete the new placement from
futures or terminate the newly entered
placement and re-enter on a different
employee number.
Published: 1410/2014
FOLDER and Name of Report
Purpose
Action
Employee Records Associated with
Inactive Pay Entities
This report identifies when a nonterminated (active or inactive)
employee’s with an inactive pay entity,
or a record has been entered into
Schedule of Hires & Changes against
an inactive pay entity.
Go to HR Portal > Data Integrity and
run the Employee Records Associated
with Inactive Pay Entities report.
Current Employees – Acting
Placements
This report identifies staff who have a
current acting placement in the date
range selected.
The report identifies the acting and
substantive placements for the
employees.
Go to the HR Administrators folder in
UQ Reportal and run the report for your
Faculty/Institute and the required date
range.
Determine if the employee’s acting
placement is to be extended or will
cease on the placement end date.
Pending Leave Applications
This report identifies employees with
leave requests still pending. This report
is to be used to identify outstanding
leave applications that still require
approval. This report will show all
pending leave for the date range
selected.
Go to the HR Administrators folder in
UQ Reportal and run the report for the
required date range.
Use the Pending Applications by
Supervisor and No Supervisors tabs to
follow up with supervisors to approve
pending leave requests.
For a current employee record (Active
or Inactive), change the pay entity via
non-impacting status change.
For a Schedule of Hires & Changes
record, search for the record in the
schedule using the employee number
and update the pay entity before
committing from the schedule
UQ REPORTAL
NPW WED (Reports avail. NPW Thursday)
This report lists exception-based
employees whose fortnightly salary in
the current Pay Period is >= 1.5 times
their normal gross salary. The report
also indicates if there has been a
change in placement or ongoing
allowances or if there are allowances
without any appointment.
Print the report and investigate the
anomalies by checking the pay record.
Provides a list of employees who have
pending leave requests in the current
pay period. Outstanding applications
must be followed up with supervisors
for approval.
Use the UQ Reportal Business Objects
“Pending Leave Applications” report to
identify old leave applications for a
specific date range.
Go to Faculties > Unactioned Leave
Emails and run the report for your
Faculty/Institute. The report can be
further filtered to report on prepaid
leave and for backdated or future leave
applications.
rptHR003b
ExceptionNext6MonthsExpiryList
Provides a list of exception based
employees (fixed term contracts,
scholarships, etc) whose appointments
are expiring in the next 6 months and
have no future placement or have not
been scheduled for termination in
futures.
Print on request and send to Admin
Officer or Manager.
rptHR003d
ReturnNext6MonthsExpiryList
Provides a list of return based
employees whose appointments are
expiring in the next 6 months and have
no future placement or have not been
scheduled for termination in futures.
Print on request and send to Admin
Officer or Manager.
rptHR055a
QAOPayVariation
Sign and file report.
FACULTIES
Pending Leave Records
Print the report and use the “Click to
send emails” to generate reminder
emails to the supervisors. The report
filters can be applied to send the email
reminders for only prepaid and/or
backdated leave applications.
PW MON (MISC)
Actions for Fortnightly Reports
v6.0
Published: 1410/2014