Reports

When your staff are frequently submitting Overtime into WhosOffice, it is important to be able to extract this information so that it can correctly be passed onto the relevant person(s) to ensure that staff are reimbursed correctly. Within WhosOffice there is a report that is great for finding out the most relevant information at the right time.

Firstly go to Reports and click General Staff Reports. Then use the options on the resulting page as per the example below;

• Report For - Group
• Group(s) - Select the required Group(s), using CTRL and click for multiple selections
• Report Type - Breakdown Overtime Report
• Grouping/Ordering - Group By Staff, Order by Date (this will make it easier to locate requests for specific individuals)
• Show Notes - This is an optional setting, but can help to spot any specific reasons for overtime submissions
• Overtime Type(s) - Select the required Overtime Type(s), using CTRL and click for multiple
• Dates - Custom Dates (or you can choose a fixed yearly date range
• From - Select the From Date
• To - Select the To Date
• Status - Approved - but you might also want to look at what's currently pending as well, therefore select Pending & Approved.
• Based on - If you've select the status as Approved, you'll have 3 options to choose from, these can be seen below.
  • Overtime Date - This means that the overtime requests captured will be overtime requests that occur within the chosen date range.
  • Requested Date - This means that the overtime requests captured will be any overtime that has been requested within the chosen date range.
  • Approved Date - This means that the overtime requests captured will be any overtime that has been approved within the chosen date range.

Then click Run Report. You will then see a breakdown of each overtime request for each employee within the dates specified. Don't forget you can also Print This Report or Export to .CSV or .XLSX.

You will then be able to review overtime that has occurred, been approved or been requested within this particular date range (depending on what you've chosen the overtime to be based on).

There are 3 headings on this report that detail how much overtime has been worked and therefore how much could (or has to) be paid out.

1. Duration (Hours) - This indicates the total duration of the worked Overtime
2. Paid / Lieu Time (Requested) - This value will be based on the rate that has been specified on the Overtime Type
3. Paid / Lieu Time (Granted) - This value will only be visible once the overtime request is approved, typically this is the same as the amount of time requested, but could be different if it has been overridden by whomever approved the request.

Below is an example of what an approved Overtime request with a rate of x1.5 would look like on the report;

• From - 16th July 2022 09:00
• To - 16:00
• Staff Code - 001
• Name - Callum Ellis
• Duration (Hours) - 7 Hours
• Paid / Lieu Time (Requested) - 10hrs 30 minutes
• Paid / Lieu Time (Granted) - 10hrs 30 minutes
• Reimbursement - Paid
• O/T Type - "Time and a Half Overtime"

Status - Approved

Further information as to how Overtime types work and how requests for overtime can be submitted / approved can be found throughout our Help and Support section.

If you need to extract a report on the number of hours a user has worked, you can find this information by collating up to 3 separate reports.

SUMMARY WORK REPORT

• From the Reports menu go to General Staff Reports
• Select the Group(s) or staff member that you want to report on.
• Choose the Summary Work Report, followed by Selecting the relevant dates
• Then click Run Report.

You will then see the total number of hours your staff have worked for each different shift, this is indicated in the column heading by the Pattern Codes you've created. You'll also see important information regarding the overall totals of their work records;

• Entries - Total number of shifts worked
• Total Hours - The total number of hours worked within the selected time frame
• Paid Hours - Perhaps the most important, the total number of paid hours worked (this takes into account any unpaid breaks during each shift)

You can then click Export Data at the top right, to download this information into a .CSV or .XLSX spreadsheet, or print the report.

SUMMARY OVERTIME REPORT

The Summary Overtime Report will show you any additional hours worked that has been put through as Overtime, as well as what the staff member is due to be reimbursed with;

• From the Reports menu go to General Staff Reports
• Select the Group(s) or staff member you want to report on
• Choose the summary overtime report, and select the type(s) of overtime you want to include and the relevant dates
• Select the status of overtime, if you choose to only view approved overtime you can choose to capture overtime requests that were approved within the date range (i.e. Based on Approved Date)
• Then click Run Report.

You will then see the total amount of overtime hours worked, for each type of Overtime, as well as the total number of Lieu / Paid Hours (or Lieu Days) the users have requested, as well as what they've actually been granted (when the request is approved).

You can then click Export Data at the top right, to download this information into a .CSV or .XLSX spreadsheet, or print the report.

SUMMARY LEAVE REPORT

The Summary Leave Report will allow you to take into account any leave the user has taken*;

• From the Reports menu go to General Staff Reports
• Select the Group(s) or staff member you want to report on
• Choose the summary leave report, and select the type(s) or leave you want to include and the relevant dates
• Choose whether to include pending and approved leave, or only approved leave requests
• Then click Run Report.

You will then see the total amount of leave that each user has taken/booked for that period, of each leave type. There are 3 columns of interest on this report.

• D - Indicates the total duration of leave booked, this includes any non-working days
• W - Indicates the amount of Working time affected by leave booked
• A - Indicates the amount of allowance time that has been deducted from the staff members allowance pot(s) - where applicable

You can then click Export Data at the top right, to download this information into a .CSV or .XLSX spreadsheet, or print the report.

*Don't forget that some leave types may not be applicable when working out what to send to payroll, make sure you choose your leave types correctly.

Whilst WhosOffice is able to provide the above reports (and many others), the system is only as accurate as the data that is entered, therefore you may want to double check information where necessary before taking action.

If your company uses the Bradford Factor, to monitor Sickness absence, then there is a report which will calculate the score for you. Do note, this calculation is for guidance only and should still be manually checked before any action is taken. To run the report;

• From the Reports menu click General Staff Reports
• Select the Group(s) or Staff member you want to report on
• Choose the Bradford Factor report type
• Select whether only whole shifts that have been affected by sickness will count towards the Bradford Factor, or if leave that covers part of a shift should also count
• Where leave is booked across non-working days, choose whether those days should be counted towards the Bradford score or not
• Select the type(s) of leave you want to include towards the Bradford score and pick a date range
• Choose whether to only include approved leave, or any pending leave as well
• Then click Run Report

You will then see the number of shifts and instances for each user, within the chosen parameters on the report, as well as the Bradford Score. The calculation behind the score is;

No. of Instances x No. of Instances x No. Shifts Affected

You can click Export Data at the top right to download this information into either .CSV or .XLSX and even print the report.

To track users' remaining entitlements, you can use the Allowance Usage and Allowance Summary reports. 

ALLOWANCE USAGE

The Allowance Usage report will show you the amount of allowance the staff have taken up to a certain point during the year, this is useful for tracking when staff are under, or over, utilising their leave.

• From the Reports menu click General Staff Reports
• Select the Group(s) or staff member you want to report on
• Choose the Allowance Usage report type
• Choose whether to consider the carryover staff have used, or just their standard entitlement
• Select the relevant date range, for example you may run the report from the start of the year, up to today's date*
• Then click Run Report.

You can then see the start date of each user's holiday year, as well as the Opening (what they started the year with), the Allowance taken (the total amount of leave used within the chosen date range) and the allowance taken as a percentage. This may help you to calculate the amount of leave a user owes, if they leave part way through the year, or simply keep track of staff who have not used enough leave.

*Please note that the allowance usage report cannot show a result if the date range selected crosses over a users' holiday year i.e. if John Smith's holiday year starts on 1st April, you cannot view their usage report if you select Jan 1st - July 31st as your date range.

ALLOWANCE SUMMARY

The Allowance Summary report offers you a snapshot overview of what each user's Opening, Remaining, Carryover and Carryover Left balances are. This takes into account all leave booked prior to "today's" date, as well as leave booked in advance.

• To run the Allowance Summary report;
• Follow the same initial steps as before, but select the Allowance Summary report under the Report Type option
• Select relevant pot(s) - you can choose multiple, and the report will display any users who have one of the selected pots
• Choose a year, the report will display any allowance pots for this year
• Then click Run Report

You will then see the start date of each user's holiday year, as well as the Opening balance, the Remaining balance (which takes into account all leave they have booked for the year, past and upcoming) and any Carryover / Carryover Left. 

Carryover will usually be deducted before standard leave entitlement, unless the carryover has an expiry date or the user has started to book leave before their carryover was applied.