An Employee Status report can be generated through the personal profile of an employee. This will highlight the main details for an employee on CorePay and CorePersonnel, including certain audit aspects of the software.
Generating the status report
Click CorePersonnel, Maintenance, Personal Profile.
Query the employee.
In the Select Detail list, select View Employee History.
Click Status Report.
Use the Report Destination drop-down and select required screen. A PDF report will be produced.
📌Note: Ensure that pop up blockers are switched off and if the status report does not pop up, check the task bar or other browser windows for tabs containing the Status Report.
Save this file and attach it to any case relating to Employee's Appointments or Payroll Status. If an example employee is given for a larger issue then the Status Report for that Employee should be attached.
Things to check on a status report
Once an employee has been created in CorePersonnel and then added to CorePay, they should appear as Fully Active (unless setup with a future End Date).
Once an employee has been ended and Payroll has processed them as a leaver then they will appear as Fully Dormant.
From these main Status', an employee can be marked as leaving or rejoining, and from there, an employee can be marked as leaving to rejoining or rejoining to leaving.
Payroll cannot account for more than two changes of Status (i.e. Leaving to Rejoining to Leaving is not possible to be processed in one Payroll Period even if the Effective Dates fall into different periods).
Summary of statuses
Payroll Status must match the Appointment History.
Status relates primarily to the Primary Appointments shown in the Appointment History section.
Fully Active Employee
Secondary Status = 'S'.
New Secondary Status = NULL.
Date Leaving = Orig Leaving = Rejoin Date = NULL.
Appointment History contains one Primary (Substantive) 'CO' Post which has the newest Actual Start Date populated.
Fully Dormant Employee
Secondary Status = 'Z'.
New Secondary Status = NULL.
Date Leaving = DD-Mon-YYYY.
Orig Leaving = Rejoin Date = NULL.
Appointment History contains all EN Appointments. Most recent Actual End Date is the same as the Date Leaving in CorePay.
A Fully Active employee can be leaving in previous, current or future periods.
When someone is marked as a Leaver, their Payroll Status becomes the following. These Employees are Leaving but not yet processed as Left.
Secondary Status = ' S'.
New Secondary Status = 'Z'.
Date Leaving = DD-Mon-YYYY.
Orig Leaving = Rejoin Date = NULL.
Appointment History contains all EN appointments. Most recent Actual End Date is the same as the Date Leaving in CorePay.
If the Date Leaving is in the current or any previous period and Generate Salaries and Allowances has run then their Secondary Status will become 'L'.
A fully dormant employee can be Rejoined in Current or Previous periods.
When the employee has been marked as a rejoiner in CorePersonnel, then their payroll status becomes the following:
Secondary Status = 'S'.
New Secondary Status = 'X'.
Date Leaving = NULL.
Orig Leaving = DD-Mon-YYYY.
Rejoin Date = DD-Mon-YYYY (different to above Orig Leaving).
Appointment History contains one CO post which has an Actual Start that matches the Rejoin Date and the previous post which should have an EN post with the Orig Leaving as the Actual End.
If someone is rejoined for a date which is less than or equal to today but is in considered to be in a Future Payroll period then their Secondary status will be Z and the Date Leaving will also be populated.
If someone is rejoined to a date in the future then their payroll status will only update once that Date arrives and the Confirmed Future job runs.
Someone who is marked as Leaving (but not yet processed as Fully Dormant)
They can be rejoined in the same period if the Rejoin Date is within the Continuous Employment number of days OR in any subsequent period. These are known as Leaver - Rejoiners.
Secondary Status = 'S'.
New Secondary Status = 'Y'.
Date Leaving = 'DD-Mon-YYYY'.
Orig Leaving = NULL.
Rejoin Date = DD-Mon-YYYY (different to above Orig Leaving).
Date Leaving is the Actual End Date of second newest post and rejoin date is the Actual Start Date of newest post (should be 'CO' status).
Outside of Continuous Employment but within the confines of the Payroll Period an employee cannot leave and rejoin as they must be processed Fully Dormant before being Rejoined in the next payroll run.
Someone marked as rejoining can be ended, they are known as Rejoiner - Leavers.
Their payroll status will be as follows:
Secondary Status = 'Z'.
New Secondary Status = 'T'.
Date Leaving = DD-Mon-YYYY.
Orig Leaving = NULL.
Rejoin Date = DD-Mon-YYYY (different to above Orig Leaving).
Most recent post is EN and the Date Leaving is the Actual End Date with the Rejoin Date being the Actual Start Date, previous appointment is also EN
Employee must be a Rejoiner only for this status to take place.
Once Generate Salaries and Allowances has run the Secondary Status can be S, L or Z depending on the effective periods of the rejoin and the leaving.