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All Employees paid last financial year

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Report on all employees paid last financial year, including terminated employees

For your end-of-financial-year reporting, you can generate an export of employees who were paid in the last financial year based on the date of the last pay cycle processed.

To produce this report, you'll need to run two exports: one for Approved People and another for Archived People. After that, combine the data in Excel to sort it further as needed.

In this article, we will cover:

  • Running the 2 exports in Approved & Archived people with the correct field selections
  • Combining the data into one report in Excel

 Please note: As an alternative method, you can use the STP report, which provides a detailed view of pay allocations submitted through STP for each employee. This report also includes year-to-date information, allowing you to easily track pay allocations over time.

  Looking for more information on exporting information from your People Menus? Please refer to our guide on Using People and Operation filters and exports.

Export the data in Approved people & Archived people 

Using the People menus to filter and export data is a powerful tool to extract data from your platform. You can filter to a group of your desired employees, and then export this information along with other chosen data to a CSV file.

To obtain the data for all employees paid during the last financial year, you'll run two exports with key export options selected. These include:

  • An Approved People export 
  • An Archived People export 

Let's examine these two exports now.
 

Approved People Export

To begin, you'll want to export a list of all of your current employees (Approved People) who were paid through your platform in the last financial year.

To produce your Approved people export:

  1. Navigate to People > Approved people (to produce a list of your existing employees). 
  2. To select all employees, you can select the tickbox in the headings section. For the export to be accurate, you'll need to select all employees on all pages.

  3. Next, select Bulk Actions and select Export Selected. As only a few fields are required for this export, start by choosing the Deselect all button.

  4. Select your desired fields in the export options. For this export, we recommend the following fields:
    • Basic Info
      • Employee ID
      • Full name
    • Additional Info
      • Last Declined/Archived time
      • Days worked FY ending 2024 or 2025 (depending on your year preference)
    • Work
      • Last worked
      • Termination date
    • Other
      • Archive Date
      • Last pay week ending
  5. Once you're done, select Export CSV.

  Please note: In our example below, we have exported data for the financial year ending 2024. Please select the most recent financial year to run your report.

Your Approved people export will look like the example below.

We will now produce the exact same export from our Archived people so that we can merge the data.
 

Archived People Export

Next, you'll want to export a list of all of your past employees (Archived People) who were paid through your platform in the last financial year.

To produce your Archived people export:

  1. Navigate to People > Archived people (this is where your past employees' details are held). 

  2. Repeat the same export in the archived people using the exact same method and selections as above.

  3. Once you're done, you can select Export CSV.

   Please note: In our example below, we have exported data for the financial year ending 2024. Please select the most recent financial year to run your report.

Your Archived people export will look like the example below.

Combine the exports in Excel and sort

In order to produce the final report, you'll need to merge the data from the 2 exports.

To produce the final report:

  1. Open your Approved People report and add an extra column for employee status.
  2. In the new column of Employee status, add the status of 'current' for all your approved people. Save the CSV and name your report, e.g. 'Employees paid this year report'.
  3. Next, copy the relevant data from your Archived people report and paste it at the bottom of the 'Employees Paid this year' report that you created.
  4. In the Employee status column, update the status of the archived employees to 'past' and then save the changes.

Your final report should look like the one below, with your current employees at the top and past employees at the bottom.

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