HR Reports Schedule

Monthly Reports

Take These Actions

Services Ending Within 60 Days
Found in: Offboarding Reports
Shows all employees who will lose services (e.g., access to email, servers, Canvas, etc.) due to future separation, appointment end or Keeps Services Active (KSA) end.

• Do PAFs to extend appointment, add KSA or separate employee.

• For people whose services will be ending, run Toolbox report “Objects on Loan Turnround for Specific Pers #” and end any Objects on Loan (see Offboarding Menu to run OOL turnaround) and notify IT staff.

Upcoming Reminder Dates
Found in: Monitoring Reports
Pulls upcoming (within 45 days) reminder dates from Monitoring of Tasks screen in SAP (IT0019), including KSA, probation expires, next review date, and more.

• Take appropriate action based on type of date 

Active Funding on Locked Cost Objects
Found in: Monitoring Reports
Shows funding for an employee’s pay on a locked cost object.

• Do PAFs to change funding source. If you don't, the payroll will post to the department's state aided cost center, which can lead to budget problems. 

Vacation & Holiday Commitments on Grant Funded Employees
Found in: Monitoring Reports
Shows total vacation/floating holiday hours that will need to be paid out when separating employees at the end of the grant.

• Make sure departments are planning for payouts at grant end.

Work Permit Expiring
Found in: Monitoring Reports
This prints any work permit expiring within the next year. 

• Because of long processing time, work permit applications for continuing employees should be done far in advance.

Before Semester Ends

Take These Actions

Services Ending Within 60 Days
Found in: Offboarding Reports

• If temp faculty do not have a future appointment, make sure they have a KSA to keep their services active so that they have time to enter grades. KSA's MUST be entered before appointment expires to avoid service interruption. KSAs will not restore services if appointment has already expired, so if their appointment has already expired, a PAF for a future appointment would need to be entered.

Student/Grad Appointment Turnaround Report
Found in: Data Maintenance

• Return report to Payroll to separate students/grads who graduated.

Semi-Annually

Take These Actions

Active Employees with No Active Jobs
Found in: Offboarding Reports

• Use this report to identify people who need to be separated and submit a separation PAF to Payroll.

Active Employees without Recent Pay
Found in: Offboarding Reports

• Use this report to identify people who need to be separated and submit a separation PAF to Payroll.

Affiliate/Volunteer Turnaround Report
Found in: Data Maintenance

• Return report to Payroll with separation dates for those without an active job or those who are no longer affiliated with or volunteering in your department.

Annually in Early March

Take These Actions

Departmental Objects on Loan Turnaround Report
Found in:
Data Maintenance > Objects on Loan

• Run and distribute OOL turnaround to each employee and make updates in SAP as needed. Do NOT delete objects but rather enter an end date.

Objects on Loan to Evaluate for Deprovisioning
Found in: 
Data Maintenance > Objects on Loan

• Key end dates for active OOLs on separated people. Run in March to clean up before annual OOL audit. 

As Employee Leaves Your Dept.

Take These Actions

Objects on Loan Turnaround for Specific Personnel #
Found in: Offboarding Reports

• Gather any objects and key end date for all departmental objects on loan. Do NOT delete the object(s).