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Stats NZ have redesigned the way information is collected for their Quarterly Employment Survey (QES). As such, the previous QES report accessed via Pay Run > Standard Reports is no longer fit for purpose. To help you complete the new Stats NZ QES, we’ve made a Report Builder template - however due to the changes request by Stats NZ you will need to customise the report.
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More information about the Stats NZ QES can be found here.
What has changed?
The redesigned QES includes new questions and changes to how the data is measured. The key changes to be aware of are:Items to note
- Employment
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- information is collected at payroll or business level, rather than at location
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- level (except for employee counts).
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Previously, the QES collected all employment information for each physical location a business operates in. The redesigned QES will now collect employment information for each payroll the business has and the number of employees at each location a business operates in.
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- A ‘Payroll’ for a business may be defined as payrolls of different frequencies (
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- or pay groups)
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- within a business. For example, you might have a weekly pay group for waged employees, a fortnightly pay group for office-based salaried employees, and a monthly pay group for salaried management staff.
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- This would be considered
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- as three separate “payrolls”
- The good news is that there is flexibility for surveyed businesses to respond
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- in a way that makes the most sense
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- according to how you pay your employees.
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- What is important is that all employees are covered within the overall response.
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- Information for
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- ordinary earnings should not include, bonuses, commissions or any other
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- payments for the pay
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- period e.g. backpay, redundancy, severance pay,
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- retirement. Instead,
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- there will be separate
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- questions within the QES to record this information for these payments.
- Employment information collected for “another gender” .
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- - Stats NZ expect this category to be used for persons who do not identify as either male or female and
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- has identified themselves
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- as “Gender Diverse” on DataPay.
What do these changes mean for me?
To To help you generate the data required to complete the Stats NZ QES accurately, we’ve created a new template QES report using we’ve created a template QES report using Report Builder. Our QES report summarises employment
Our QES report summarises employment, hours and earnings details for a company, as at the pay date a ‘Time Period’ i.e. the pay the pay period end date of the pay run the QES report is run the QES report is run against. Depending Depending on how you wish to report this information based on your business structure and your period end dates, you may need to run the QES report for each pay group or “payroll”. The template QES report contains the core information by ‘Pay Run’ and by individual Pay Group then select the relevant ‘Pay Run’ Period based on the QES guidelines.
The template QES report contains the core information required to help you complete the questionnaire. However, as each company may treat components company may treat components differently, you will need to customise the report based on the set need to customise the report based on the set up of your company. You only need to do this once.
Setting up your customised QES report
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Step 2: Use the ‘Save As’ option under the Reporting tab to save the template QES report for each pay group atreport at company level.
Step Step 3: Identify the components that would be classified as a bonus or a commission in your company. Drag each of these (the blue Payment Amount field) as a new column in the template report. To streamline the report’s output, consider ticking the “Hide column in results” box for each individual bonus and commission. For each new column you will also need to add the TOTAL aggregate value to match the other columns in the report.
Step 4: Add a calculated column named ‘Bonuses and Commissions’ to give you a total of all bonuses and commissions paid.
Step 5: Repeat steps 3 and 4 for components classified as 'other payments' e.g. Change the ‘Search Type’ to be ‘By Pay Run’. Select a Pay Group and select the Pay Run period that is required.
Once the Template is completed – moving forward you will just need to select the ‘Pay Run’ and Pay Group that you requiring to report on)
Step 4: Determine if your company has allowances that would be classified as a bonus or a commission. If so under the ‘Entities’, click on ‘Attribute Fields’, search for ‘Group A Allowances’. Drag this field into your ‘Design view as a new column after the ‘Total Earnings column.
Step 5: : Right click on the newly added column ‘Group A Allowances’, go into Properties and Rename the ‘Display Name’ to ‘Bonus & Commissions’. Right click on this column again, select ‘Attribute properties'. Switch to ‘Specified components’ and select the allowances that need to be included in ‘Bonus and Commissions’.
Step 6: Repeat steps 3 - 6 for components classified as 'other allowances' e.g., backpay, redundancy, severance pay, and retirement pay. Remember to add a calculated column named ‘Other Payments’ to give you a total of all other payments paid.
Step 6: The Ordinary Earnings column includes all gross earnings for the pay period. You will need to exclude overtime payments, bonuses and commissions, and any non-taxable payments to get the correct Gross Total Pay value. You can do this by adding a calculated column to subtract the totals of these columns from Ordinary Earnings.
What else do I need to know? . But rename this to ‘Other Payments. It is quicker if you pull over all the allowances in bulk and then moving back the ones that have already been selected in the Bonus and Commission Column:
- Click on ‘Specified components’
- Highlighting the first allowance, scroll down to the bottom and using ‘Shift/click’ to highlight all the allowances and move them to the right.
- Move back the Components to the left-hand side that you had pulled over in Step 3.
Step 7: Add a column after the ‘Other Allowances’, call it ‘Total Gross Earnings'. In the expression: Total Earnings + Bonus and Commissions + Other Allowances. Format to 2 decimal places
Step 8: Run the report and check it off against the Company Controls Report for that Pay Run to ensure that the figures balance. (Ideally run it for a pay period that has allowances and/or bonus payments) If it does not balance – you will need to investigate to see what components are reporting incorrectly or not picked up. Once report balances – Save the report. The Template process has now been completed.
You now have your own customised version of the QES report which you can run each time you are required to complete a QES.
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