This centrally-produced report supports the following processes:
- Payroll data checking: To ensure correct pay items, amounts, account codes, percentage splits, and cost allocations.
- Headcount review: Number of employees, employee FTEs, departmental totals.
- Cost forecasting: Uses actual to produce forecasts and monitor against expected costs.
The report is distributed monthly to dedicated recipients in departments and divisions. Recipients must check the data and update records in PeopleXD if needed. The report should be downloaded and stored securely. These reports should be retained for historical analysis before requesting additional reports (see section 4 below).
Access requirements: For new or updated access, submit the 'HR Systems People Data Dashboards' Service Request via IT Self-Service.
Key details of the Payroll Costing report
1. NI summarised by costing string
- NI & Pension Employers’ (ERs) values are combined across various pay elements/pay codes with the same coding string.
- For other departmental uses, NI and pension costs can be calculated proportionally (see below). Contact your local finance team for queries.
- Note: NI and Pension values are reported on separate lines.
Re-calculating mis-posted pay costs:
If costs are incorrectly charged to a costing string, calculate NI and ER’s amounts proportionally. Contact your local finance officer to initiate necessary journals and update PeopleXD record before the next Payroll run.
2. FTE definitions
The report shows two different types of FTE:
| Type of FTE |
Description |
Example |
Contractual
FTE |
- The contract FTE against the appointment, also known as 'Appointment FTE'.
- Based on PeopleXD data as at the last day of the month.
|
Full-time = 1
Part-time (50%) = 0.5 |
| Derived FTE |
- Calculated using the contractual FTE and the cost allocation percentage split.
- (Contractual FTE X costing %age split) divided by 100.
- If there have been changes to the FTE/hours worked during the month, the calculation is based on actual % split for the month.
|
Contractual FTE = 0.5
20% split ABC
80% split XYZ
Derived FTE
ABC = 0.1
XYZ = 0.4
|
Note: Employees starting and leaving within the same payroll period will have an FTE of 0.
3. Statutory payment details
Includes details on payments like SMP, SPP, SAP etc.
Note: A sample extract is available at the top right of this webpage.
4. Reporting on pay history
Historical pay costing data, dating back to May 2013 can be obtained via the PAYDEP02_Historical Pay Costing Report.
For broader historical information requests, consult previously provided payroll costing reports. If this does not meet your requirements, contact HR Systems Support, with specific details.
