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Insights Glossary

Written by Nicky Blackwood
Updated over a week ago
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This article provides a glossary of the tables and fields available for creating custom reports in PayHero. To learn more about creating reports, check out the video below, or our support article here: Insights Reports

When building reports in the Insights area of PayHero, you'll be asked to select a Table.

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The table specifies which area of PayHero the data in your report will be coming from, and determines which columns you can add to your report, so selecting the right table is essential.

The tables available to build reports from are detailed below - click the table name to expand a section and learn more about what that table can be used for, plus a full glossary of which columns are available to use in each table.

Archived Pay & Archived Pay Detail

The Archived Pay and Archived Pay Detail tables allow you to report on historical FlexiTime Payroll data. These tables will only contain information for companies who migrated to PayHero from our old payroll system, FlexiTime Payroll.

Learn more about reporting from these tables here: FlexiTime Payroll archive information

Audit Log

The Audit Log table allows you to report on changes made throughout PayHero. When reporting on audit logs, we highly recommend including a filter on the Record Type and/or Updated By fields, as well as any other filters to help restrict the amount of information returned.

Learn more about creating audit reports here: Audit Reports

Note: Audit logs are only available for changes made since 12th June 2021.

The columns available in the Audit Log table include:

Categories:

  • Audit Date - The date the change occurred

  • Audit Day - The day of the week the change occurred

  • Audit Month - The month the change occurred in

  • Audit Time - The time the change occurred

  • Audit Week - The week of the year the change occurred in. For example, will return '1' for the first week of January

  • Audit Year - The year the change occurred in

  • Field Name - The name of the field that was changed

  • New Value - The value the field was changed to

  • Old Value - The value the field was changed from

  • Record Name - The name of the record that was updated (e.g. John Smith)

  • Record Type - The type of record that was updated (e.g. Employee)

  • Updated By - The name of the user who made the change

Employee

The Employee table allows you to report on the current details for each of your employees (as found in their employee records under People > Employees).

The columns available in the Employee table include:

Categories:

  • Address - The address specified on the Personal tab

  • Bank Account - The employee's primary bank account, specified on their Employment tab

  • City - The city specified on the Personal tab

  • Contractor - True/False - whether the employee is a contractor (as opposed to a regular employee)

  • Date of Birth - The DOB specified on the Personal tab

  • Email - The email address specified on the Personal tab

  • Emergency Name - The Emergency Contact Name specified on the Personal tab

  • Emergency Phone - The Emergency Contact Phone entered on the Personal tab

  • ESCT Rate - The employee's ESCT Rate from their Employment tab

  • Finish Date - The specified Finish Date (if the employee has been finished)

  • Finished - True/False - whether the employee is a finished employee (this is useful as a filter for excluding finished employees)

  • Gender - The gender selected on the Personal tab

  • GST Registered - True/False - depending on whether a contractor has the GST Registered setting selected on their Employment tab

  • IRD Number - The IRD number specified in the Tax settings on their Employment tab

  • Job Title - The employee's job title, if specified on the Personal tab

  • KiwiSaver Employee Rate - The percentage the employee is contributing to KiwiSaver, as specified in their Employment tab

  • KiwiSaver Employer Rate - The percentage the employer is contributing to KiwiSaver

  • KiwiSaver Enrolment Date - The employee's enrolment date, if they joined KiwiSaver whilst in your employment

  • KiwiSaver Opt Out Date - The date the employee opted out of KiwiSaver, if they did that whilst in your employment

  • KiwiSaver Pre-Existing Member - Indicates if the employee was already a KiwiSaver member when their employment started

  • KiwiSaver Rate Exemption - A Y/N setting to indicate if the employee has a temporary rate reduction certificate allowing them to contribute 3%

  • KiwiSaver Savings Suspension - The employee's current Saving Suspension status

  • Name - The Display Name of the employee

  • Next Anniversary Date - The employee's next upcoming Holiday Anniversary date

  • Next Sick Leave Anniversary - The employee's next upcoming sick leave anniversary date

  • Pay Cycle - The pay cycle the employee is included in, set on the Employment tab

  • Phone - The phone number specified on the Personal tab

  • Post Code - The post code specified on the Personal tab

  • Special Tax Rate - The Tax Rate set for contractors under the Employment tab

  • Start Date - The date the employee started working for you, as specified on the Employment tab

  • Suburb - The suburb specified on the Personal tab

  • Tax Code - The tax code selected on the Employment tab

  • Team - The Primary Team for the employee

  • Trading Name - The trading name for contractors set in their Employment tab

  • Work Pattern Days Per Week - How many days per week the employee works, if known. This will be based on the Employee Work Pattern

  • Work Pattern Hours Per Day - How many hours per day the employee works, if known. This will be based on the Employee Work Pattern

Measures:

  • Alternative Leave Due - The employee's Alternative Leave balance in days, from the Leave tab

  • Annual Salary - The employee's Annual Salary, specified on their Employment tab

  • Estimated Leave Days Available - The employee's Current Leave Due plus Estimated Leave in Advance balance in days, from the Leave tab

  • Estimated Leave Hours Available - The employee's Current Leave Due plus Estimated Leave in Advance balance in hours, from the Leave tab

  • Estimated Leave Weeks in Advance - The employee's Estimated Leave in Advance balance in weeks, from the Leave tab

  • Holiday Earnings - The employee's gross earnings since their last employment anniversary, from the Leave tab

  • Holiday Leave Weeks Due - The employee's Annual Leave balance that is currently due (Current Leave Due), from the Leave tab

  • Holiday Pay Due - The total Holiday Pay currently due to the employee, from the Leave tab. This is generally 8% of their Holiday Earnings unless they're on Holiday Pay As You Go or earn more than 4 weeks of leave per year

  • Normal Rate - The normal hourly rate for the employee, from the Employment tab

  • Review Period Days Per Week - The recent average of how many days per week the employee works, based on the company Review Period. If an Employee Work Pattern exists, it will be used instead

  • Review Period Hours Per Day - The recent average of how many hours per day the employee works, based on the company Review Period. If an Employee Work Pattern exists it will be used instead

  • Second Rate - The second pay rate for the employee, from the Employment tab (if applicable)

  • Sick Leave Annual Entitlement - The number of days the employee will receive when crossing their sick anniversary, from the Leave tab

  • Sick Leave Available - The employee's available Sick Leave balance in days, from the Leave tab

  • Third Rate - The third pay rate for the employee, if applicable

  • Time Bank Due - The employee's available Time Bank balance, seen in their Leave tab

Employee Workflow Answers

The Employee Workflow Answers table allows you to report on your employees' responses to the Workflows that have been assigned to them.

Learn more about Workflows here: Workflows

The columns available in the Employee Workflow Answers table include:

Categories:

  • Answered Date - The date the step was completed

  • Employee Name - The Display Name of the employee

  • Form Answer - The answer provided for the question

  • Form Question - The title of the question

  • Signed - Yes/No - indicates whether or not a signature has been provided. Only applicable for Files > Download File steps

  • Signed Date - The date the employee provided their signature for steps requiring one

  • Step Description - The description for the step

  • Task Complete - True/False - for Task steps, indicates whether or not the Task has been completed

  • Uploaded Document Name - The name of the document that has been uploaded

  • Workflow Template Name - The name of the Workflow Template

Employee Workflows

The Employee Workflows table allows you to report on the status of Workflows that have been assigned to your employees.

The columns available in the Employee Workflows table include:

Categories:

  • Approved Date - The date the Workflow was approved

  • Assigned Date - The date the Workflow was assigned to the employee

  • Employee Name - The Display Name of the employee the Workflow was assigned to

  • Submission Date - The date the employee submitted the Workflow

  • Workflow Template Name - The name of the Workflow Template

Expense

The Expense table allows you to report on the details of any expense requests in PayHero.

Columns available in the Expense table include:

Categories:

  • Approver Name - The person who approved or rejected the expense

  • Date - The date of the expense record

  • Description - The description entered on the expense request

  • Employee Name - The name of the employee the expense request is for

  • Paid - True/False - Indicates whether the expense has been included in a sent pay

  • Pay Date - The pay date for the pay in which the expense was paid

  • Response Date - The date when the expense was approved or rejected

  • Status - Whether the expense request is pending, approved, or declined

  • Team - The Primary Team for the employee

  • Work - The Work the expense is recorded against

Measures:

  • Quantity - The number of expense requests of this type

  • Rate - The value of the expense request(s)

Leave History

The Leave History table can be used to report on any changes made to employee leave balances and the associated details in PayHero. Any time a change is made to employee leave (either manually, automatic accrual or undoing a pay) a record will be made of the balances and details at that time.

You can also report on this information in PDF form for each employee, so reporting from this table is only necessary if you wish to export the history in bulk. You can learn more about these PDF reports here:

It's important to always include the Record Date Category when reporting on this table to return clearer results. Each line will then display balances as they were at each change to the record.

Only changes made since 18/05/19 are available.

The columns available in the Leave History table include:

Categories:

  • Employee Name - The Display Name of the employee

  • Holiday Pay As You Go - True/False - whether the employee is on HPAYG

  • Holiday Pay Rate - The rate at which Holiday Pay accrues for the employee such as 8%, 10%, etc.

  • Leave Change Flag - True/False - Indicates whether a balance has changed (increased or decreased)

  • Leave From Date - The date of the previous employee anniversary or employment start date, at the time the record was made

  • Next Holiday Anniversary - The date of the employee's next employment anniversary, at the time the record was made

  • Next Sick Anniversary - The date of the employee's next sick leave anniversary, at the time the record was made

  • Pay Date - The pay date for any pay related actions such as sent pay - will be blank for manual updates to the employee record

  • Record Action - The action taken in PayHero such as Sent Pay, Mark as Draft, employee record updates, etc.

  • Record Date - The date on which any recorded action was made

  • Team - The Primary Team for the employee

  • Updated By - Shows the user who made any employee record updates

Measures:

  • Alternative Leave Due Days - The employee's Alternative Leave balance seen in their Leave tab, at the time the record was made

  • Alternative Leave Accrued - The number of Alternative Leave days accrued (not manually entered), at the time the record was made

  • Alternative Leave Taken - The number of days of Alternative Leave taken in the pay

  • Annual Leave Accrued - The number of Annual Leave days accrued in the pay

  • Annual Leave Parental Weeks Due - The number of weeks of Annual Leave remaining that was accrued whilst on Parental Leave, at the time the record was made

  • Annual Leave Taken - The number of Annual Leave days taken in the pay

  • Annual Leave Weeks Due - The number of weeks of Annual Leave currently due (Current Leave Due), at the time the record was made

  • Average Daily Rate - The employee's Average Daily Rate, at the time the record was made

  • Average Weekly Rate - The employee's Average Weekly Rate, at the time the record was made

  • Average Weekly Rate Per Day - The employee's Average Weekly Rate divided by Days per Week, at the time the record was made

  • Days Per Week - The number of days the employee worked per week, based on the work pattern/timesheets, at the time the record was made

  • Estimated Leave Weeks in Advance - The number of weeks of Estimated Leave in Advance for the employee, at the time the record was made

  • Holiday Earnings - The holiday (gross) earnings for the employee, at the time the record was made

  • Holiday Paid in Advance - The amount of holiday pay paid out in advance, at the time the record was made

  • Holiday Pay Accrued - The amount of holiday pay accrued in the pay

  • Holiday Pay Due - The amount of Holiday Pay accrued less any holiday paid in advance, at the time the record was made

  • Holiday Pay Paid - The amount of Holiday Pay paid out, at the time the record was made

  • Hours Per Day - The number of hours the employee worked per day, based on the work pattern/timesheets at the time the record was made

  • Ordinary Weekly Rate - The employee's ordinary weekly rate, at the time the record was made

  • Ordinary Weekly Rate Per Day - The employee's ordinary weekly rate divided by days per week, at the time the record was made

  • Parental Annual Leave Taken - The amount of Parental Annual Leave taken in the pay

  • Sick Leave Accrued - The amount of sick leave accrued in the pay

  • Sick Leave Due Days - The amount of Sick Leave due to the employee, at the time the record was made

  • Sick Leave Taken - The amount of sick leave taken in the pay

  • Time Bank Accrued - The amount of Time Bank hours accrued in the pay

Leave Pay Detail

The Leave Pay Detail table allows you to produce a report of leave payments in pay runs. Information is drawn from the pay line, as well as from the associated Leave Request (if applicable).

The columns available in the Leave Pay Detail table include:

Categories:

  • Average Daily Rate - The employee's Average Daily Rate at the time of the pay. See this article for more details on Leave Rates

  • Average Weekly Rate - The employee's average weekly rate, at the time of the pay

  • Average Weekly Rate Per Day - The employee's average weekly rate per day, at the time of the pay

  • Days Per Week - The employee's days per week at the time of the pay. This will be based on the Employee Work Pattern, or if their Work Pattern doesn't specify days per week it will be calculated from their recent pay history based on the company Review Period

  • Employee Name - The Display Name of the employee

  • Hours Per Day - The employee's hours per day at the time of the pay. This will be based on the Employee Work Pattern, or if their Work Pattern doesn't specify hours per day it will be calculated from their recent pay history based on the company Review Period

  • Leave Units - Days or Hours depending on the options selected in the pay

  • Ordinary Weekly Rate - The employee's Ordinary Weekly Rate at the time of the pay

  • Ordinary Weekly Rate Per Day - The employee's Ordinary Weekly Rate Per Day at the time of the pay. See this article for more details on Leave Rates

  • Pay Date - The pay date of the pay run

  • Pay End Date - The end date of the pay run

  • Pay Item - The Pay Item of the leave payment

  • Pay Rate - The rate the leave was paid at. This may be an hourly or daily rate depending on the options selected in the pay

  • Pay Start Date - The start date of the pay run

  • Request End Date - The end date of the leave request, if the leave payment is associated with a Leave Request

  • Request Start Date - The start date of the leave request, if the leave payment is associated with a Leave Request

Measures:

  • Earnings - The total value of the leave payment

  • Leave Days - The days of leave recorded in the pay

  • Pay Quantity - The quantity of units the leave was paid out at. This number will represent hours or days depending on the options selected in the pay

Leave Request

Report on details of leave requests in your PayHero account.

The columns available in the Leave Request table include:

Categories:

  • Approver - Name of the admin user who approved the request

  • Employee Name - The Display Name of the employee

  • End Date - The end date of the leave request

  • Leave Type - The type of leave requested

  • Paid - True/False - Whether the leave request has been included in a pay. A 'True' result can include partial payment for leave requests spanning multiple pay periods

  • Part Day - Will display 0.5 for half day leave requests

  • Requested Date - The date the leave request was requested

  • Response Date - The date the leave request was approved/declined

  • Start Date - The start date of the leave request

  • Status - Whether the Leave Request is Approved or Pending

  • Team - The Primary Team for the employee

Pay

The Pay table allows you to produce a report of high level pay information, such as totals for certain types of earnings and deductions, from draft and sent pays. This is equivalent to the information found in our PDF Pay Summary Report or Earnings Summary Report.

The columns available in the Pay table include:

Categories:

  • Created Date - The date the pay was created on

  • Employee Gender - The gender of the employee, set on the employee's profile under the Personal tab

  • Employee Name - The Display Name of the employee

  • End Date - The end date of the pay

  • Pay Date - The pay date of the pay

  • Pay Day - The day of the week of the pay date

  • Pay Month - The month the pay date falls in

  • Pay Week - The number of the week the pay date falls in

  • Pay Year - The year the pay date falls in

  • Sent - True/False - Whether the pay has been Sent or Marked as Sent

  • Start Date - The start date of the pay

  • Tax Code - The Tax Code of the employee, at the time of the pay

  • Tax Period End Date - The end date of the tax period the pay falls in. The Tax Period End Date is based on the month the pay date falls in, as per IRD specifications

  • Team - The Primary Team for the employee

Measures:

  • Child Support Amount - Child Support deducted

  • Days Worked - The number of work days for the employee

  • Earnings Not Liable - Earnings not liable for ACC

  • Employee Pay Rate - The employee pay rate

  • Fund Employer Amount - Non-KiwiSaver employer superannuation contributions

  • Fund ESCT - ESCT from non-KiwiSaver superannuation contributions

  • Gross Earnings - All gross earnings from the pay(s)

  • GST - The total of GST added to contractor's pays

  • KiwiSaver Employee Contribution - The employee's KiwiSaver deductions

  • KiwiSaver Employer Contribution - The KiwiSaver contributions made by the employer. This excludes the ESCT amount, so the KiwiSaver Employer Contribution column plus the KiwiSaver ESCT column will add up to the total employer contribution amount

  • KiwiSaver ESCT - ESCT from KiwiSaver contributions

  • Non-Taxable Allowances - All non-taxable allowances (Reimbursements) from the pay(s)

  • Pay Hours - The number of pay hours within the reported time period

  • Payments - All payments arising from the pay(s)

  • Post-Tax Deductions - All deductions from the pay(s), excluding payroll donations

  • Student Loan Amount - Student loan amounts deducted

  • Taxable Allowances - All taxable allowances from the pay(s)

  • Taxes - All tax amounts from the pay(s)

  • Total ESCT - All ESCT amounts from the pay(s), for both KiwiSaver and other funds

Pay Detail

Report on totals and line details from pay runs. Use this table instead of the Pay table if you're looking for more detailed pay info from individual pay lines. This is similar to the information you can find in our Employee Pay Details Report, but can also be used for effective cost centre reporting.

The columns available in the Pay Detail table include:

Categories:

  • Account Code - The associated Xero account code for the Pay Item specified in the Xero tab

  • Balance Type - Quantity or Total - What type of balance is being tracked, if Track Balance is selected

  • Description - Returns any available descriptions for the Pay Item

  • Employee Name - The Display Name of the employee

  • End Date - The end date of the pay

  • Final Pay - True/False - Whether the pay is a Final Pay for the employee

  • Pay Date - The pay date of the pay

  • Pay Item - The name of the pay item

  • Pay Item Sub-Type - The sub-type of the pay item, e.g. 'Bonus'

  • Pay Item Type - The type of the pay item, e.g. 'Earnings'

  • Sent - True/False - Whether the pay has been Sent or Marked as Sent

  • Start Date - The start date of the pay

  • Tax Code - The Tax Code of the employee, at the time of the pay

  • Tax Period End Date - The end date of the tax period the pay falls in. The Tax Period End Date is based on the month the pay date falls in, as per IRD specifications

  • Tax Type - The tax type of the pay item, e.g. Gross Earnings

  • Team - The Primary Team for the employee

  • Tracking Category - Will show the associated Xero tracking category if one is set up

  • Unit - The unit for the pay such as $, weeks, hours etc.

  • Work - The work the pay was recorded against

Measures:

  • Balance - The balance on the pay line, if Track Balance is selected

  • Quantity - The quantity of the pay line

  • Rate - The rate used on the pay line

  • Total - The total amount from the pay line

Pay History

Report on the details of Employee Pay History in PayHero. This includes information imported from previous systems and is the equivalent of our PDF Employee Earnings Summary Report.

Columns available in the Pay History table include:

Categories:

  • Employee Name - The name of the employee

  • Pay End Date - The Pay End Date for the pay history

Measures:

  • Days Worked - The number of days worked in the reported pay history

  • Holiday Pay Earnings - The total gross earnings, excluding discretionary payments which do not attract Holiday Pay

  • Hours Worked - The number of hours worked in the reported pay history

  • Ordinary Pay Earnings - The total gross earnings, excluding discretionary payments (which do not attract Holiday Pay) and irregular payments (which are not included in Ordinary Weekly Pay calculations)

Tax Return

Report on tax details arising from each pay and their filing status to IRD. Much of the information in this table is also included in our PDF Tax Summary Report.

The columns available in the Tax Return table include:

Categories:

  • Created Date - When the tax return was first created. This will be when the pay was Sent

  • Employee Name - The Display Name of the employee

  • Filed Date - When the tax return was sent through to IRD

  • IRD Number - The IRD Number of the employee

  • Is Amendment - True/False - whether the tax file is an amendment to a prior filing

  • Pay Date - The pay date of the pay

  • Status - The status of the filing - Submitted, Pending, Error or Withheld

  • Tax Code - The Tax Code of the employee, at the time of the pay

  • Tax Period End Date - The end date of the tax period the pay falls in. The Tax Period End Date is based on the month the pay date falls in, as per IRD specifications

Measures:

  • Amount Payable - The reported net amount payable to IRD

  • Child Support Deductions - Child support amounts reported

  • Earnings Not Liable ACC - The reported earnings not liable for ACC

  • ESCT Deducted - The reported ESCT deductions

  • Gross Earnings - The reported gross earnings

  • KiwiSaver Deductions - The reported employee KiwiSaver deductions

  • KiwiSaver Employer Contributions - The reported employer KiwiSaver contributions

  • PAYE Schedular Tax Deductions - The reported PAYE tax deductions

  • Student Loan Deductions - Student loan amounts reported

  • Tax Credit Payroll Donations - Any payroll donation tax credit amounts reported

Time

The Time table allows you to report on details of time entries from the timesheets. Many of these details can also be found in our PDF Time Summary Report, but this table is ideal for any summary reporting you need (e.g. how many hours did employees spend on particular types of Work).

The columns available in the Time table include:

Categories:

  • Date - The date the timesheet is recorded on

  • Day - The day of the week the timesheet is recorded on

  • Description - Any notes from the time entry

  • Employee Name - The Display Name of the employee the timesheet is for

  • End Time - The end time for a recorded time entry

  • Month - The name of the month the timesheet is recorded in

  • Paid - True/False - Whether the time entry has been included in a sent pay

  • Pay Rate - The rate at which the time entry was paid out at

  • Start Time - The start time for a recorded time entry

  • Team - The Primary Team for the employee

  • Unit Type - The type of unit recorded, based on the Pay Item settings e.g. Hours

  • Week - The number of the week the timesheet is recorded in

  • Work - The name of the Work the timesheet is recorded against

  • Year - The year the timesheet is recorded in

Timesheet Approvals

The Timesheet Approvals table allows you to report on approved time.

The columns available in the Timesheet Approvals table include:

Categories:

  • Approval Date - The date the timesheet was approved

  • Approver Name - The name of the approver

  • Employee Name - The Display Name of the employee the timesheet is for

  • Timesheet Date - The date of the time entry

The Archive Pay and Archive Pay Detail tables will only contain information if you migrated to PayHero from FlexiTime Payroll. See this article for more information: FlexiTime Payroll archive information

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