No, inactive employees may also be included in the report based on the report date range and payroll record start and end dates.  Specifically, the report looks at any employees with payroll records where the start or end date of the employee's payroll group status history overlaps with the report period at some point.  As a result, the employee could have been active for only part of the report period but still be included in the report contents.

Job title start and end dates are determined using the following rules:

• Job Title Start Date - This is the start date the corresponds to the job title being displayed for an employee, as entered in the "Job Title Start" field on the staff information record.
• Job Title End Date - This is the end date the corresponds to the job title being displayed for an employee, as entered in the "Job Title End" field on the staff information record.

Please keep in mind that these report variables are only available for agencies that have opted to display the "Job Title History" portion of staff information records, as opposed to just one current Job Title.  Please contact the Help Desk if you are interested in turning on the history aspect of this functionality at your agency.

Seniority and seniority start date are calculated using the following rules:

• Seniority Start Date - This is the payroll group start date on the first of a group of previous consecutive and continuous payroll records for which the payroll type is "Full Time," "Part Time," or "On Leave."
• Seniority - This is the number of years between the seniority start date and the end date of the report being run, or between the seniority start date and termination date if applicable.  Seniority is only accrued by staff who have been specified as "Full Time," "Part Time," or "On Leave."

Salary amounts are determined using the following rules:

• Salary - Annual - This is the annual salary of an employee as entered in his or her staff information record in the "Annual Basis" field; otherwise, the annual salary is determined using the "Hourly" rate entered under staff information.
• Salary - Hourly - This is the hourly salary of an employee as entered in his or her staff information record in the "Hourly" field; otherwise, the hourly salary is determined using the "Annual Basis" amount entered under staff information.

Keep in mind that if an employee has multiple payroll group records during the report's data range, the report displays information for each of the payroll group records in a separate row of the report.  Each row reports on the most recent salary on record that corresponds to the dates of the payroll group.

The hours/week displayed on a salary record is the number of hours/week entered in the payroll group record that applies to the salary effective date.  Salary records can span payroll group records.  If the annual salary is calculated off the hourly salary for non-OTexempt employees, it is calculated using that number of hours/week.  In the Employees ReportBuilder, hours/week are taken from the payroll group record in the report so the calculation will be correctly done with the more up to date information.  If the payroll group is set with a type of "On Leave," the salary shown will be that of the previous payroll group.  (The annual salary will not be calculated using zero hours/week.)

Also note that only users with the "Human Resources Data Full Access" permission or the "Human Resources Data Read Only" permission will have these report variables available to them.  Users with the "Human Resources Data Work Supervisees" permission do not have access to salary information.

If the employee is not active, his or her termination date is the payroll group end date entered for him/her on the most recent payroll record.  Payroll records are updated using the Staff Information or Payroll Status features in the Human Resources module.

In order to be included in the report contents, a termination date need not be within the report date range.  Terminated employees will be included even if their termination dates are past the report end date as long as they had an active payroll record at some point during the report date range.

Current weekly hours are calculated using any work schedule data entered for the employees in the Human Resources or Attendance/Work Schedule modules.  In addition to being available as a variable in the ReportBuilder, they also display at the top of individual employee work schedules.

In a single-agency AWARDS database, members of the "System Administrator" and "Executive Officer" user groups have the ability to save report formats to be used by other agency users.  In a multi-agency/HMIS AWARDS database, the option to save reports for other users is available to the "System Administrator," "CoC Executive Officer," "CoC Executive Support Staff," and "Agency Executive Officer" user groups.  People who are not members of the specified user groups can only save report formats for themselves.

Several characteristic data fields are not available for selection as part of a summary table, regardless of whether they were selected on the report settings page where employee characteristics are specified.  For example, name, date of birth, social security number, client ID, street address, phone number, and so on.  These characteristics are excluded because they have values that are unique to each employee, and as such are unlikely to generate any meaningful summary data.

Those cells in the Excel version of the report for which functions will not work are noted as such with a green triangle in the top right corner.  If you click on a cell that has one of these green triangles in it, an exclamation point is displayed.  Click the exclamation point for an explanation of why the function is not available.  In the case of the summary portion of the demographics report the functions such as "count" do not work in many cases because the number values are stored as text rather than numbers.

The summary information included in the report is provided so that the types of manual calculations that can be completed using Excel functions are unnecessary.  In the event that a manual calculation is still required, you will need to convert the text values to numbers.  To do so, click the exclamation point mentioned above and select the corresponding option.

When filtering on a date be sure that the date is entered using mm/dd/yyyy format.  If a different format is used the report filter will not work properly.

If the add additional filters link is not displayed, it is an indication that you have reached the maximum number of filters for a given report - eight.  No additional filters can be added in such cases, and so the link is hidden.

When reports in AWARDS are not immediately displaying information updated in the same database login session, it can be indicative of a memory cache issue.  To get around this, press <CTRL+R> while viewing the report page, or click your browser's refresh icon.

Changing the sort order of an individual detail or summary table on the report page overrides any sorting for those tables specified in the report settings or in a saved report format.  However, the functionality is designed so that such changes do not impact the contents of the Excel file version of report data, nor are they saved when a report format is saved.  If it is necessary to sort the data in the Excel file, Excel has extensive sorting functionality for that purpose.