The Employee Audit Report is a comprehensive grid-based reporting tool that provides detailed audit trails for employee-related changes within your payroll system. This report offers an employee-centric view of all data modifications, making it easier to track and analyse changes across your workforce.
Key Features:
Employee-focused audit tracking
Grid-based interface for enhanced data manipulation
Effective Date filtering
Intelligent record linking for comprehensive audit trails
Extensive coverage of employee data categories
Report Purpose
The Employee Audit Report addresses the need for detailed employee-centric audit reporting by providing:
Clear visibility into all employee-related changes
Grid-based format for better data analysis and export capabilities
Comprehensive tracking across all major employee data areas
Enhanced filtering and search capabilities
How to Access the Report
The Employee Audit Report can be found in the new Audit Reporting section of your system navigation, located above the Company Reporting section.
Required Permissions
To access the Employee Audit Report, your user role must have one of the following security permissions:
View All Audit Reporting - Provides access to all audit reporting functionality
Employee Audit Report - Provides specific access to the Employee Audit Report
Note: These permissions are automatically granted to user roles that previously had "View All Company" and/or "Audit Report" permissions. If you cannot see the Audit Reporting section or the Employee Audit Report option, contact your system administrator to verify your role has the appropriate permissions.
Report Functionality
Filtering Options
Date Range Selection:
Use the From Date and To Date fields to specify your reporting period
The report uses Effective Date mode to filter records based on when changes took effect
For records that are not effective date based, the date of change is used
Report is limited to a maximum 31 days period
Employee Selection:
Filter by specific employees using the employee dropdown
Search and select multiple employees as needed
Includes both active and terminated employees in the selection list
Area Filters:
Choose specific areas of employee data to include in your report
Select from various categories like employment details, pay information, tax data, and more
Data Categories Covered
The Employee Audit Report tracks changes across these major areas:
Employment Information
Employee records (hiring and termination events)
Contact information (email addresses, phone numbers, addresses)
Emergency contact details
System user access and role changes
Organisational Assignments
Role assignments
Department assignments
Location assignments
Project assignments
Payroll & Policy Management
Pay policy assignments and custom pay policies
Pay calendar assignments
Work schedule assignments
Leave policy assignments
Tax & Financial Information
Tax declarations and tax variations
Superannuation accounts and contribution settings
Bank account details and payment methods
Additional allowances and deductions
Compliance & Documentation
Employee qualifications and certifications
Regulatory compliance information
Understanding Record Linking
The Employee Audit Report uses intelligent linking to show related changes:
Linked Records:
When an employee moves from one assignment to another (e.g., changing departments), the report can display this as a single linked record showing both the old and new values with their respective dates. Linking is based on the commencement date being +1 day after the cease date of the prior record.
For records that have multiple results the data is linked by the Is Primary flag. Non Primary records are not linked.
Individual Records:
Some changes appear as separate records to provide complete audit visibility, particularly for non-primary assignments or when changes don't occur consecutively.
Report Output & Columns
Key Report Columns
Employee Print Name: Employee's name in "Surname, First Name" format
Employee Number: Unique employee identifier
Organisation Trading Name: Company/organisation name
Table: Database table where the change occurred
Identifier: Hierarchical identifier showing the specific record context
Field: Name of the field that was modified
Old Value: Previous value before the change
Cease Date: When the old value ceased to be effective
New Value: New value after the change
Commencement Date: When the new value became effective
User: System user who made the change
Date Change (UTC): Timestamp when the change was recorded
Record Display Logic
New Records:
Show as:
[No Value] | [blank] | New Value | Commencement Date
Ended Records:
Show as:
Old Value | Cease Date | [No Value] | [blank]
Transitions (Linked Records):
Show as:
Old Value | Cease Date | New Value | Commencement Date
Best Practices
Effective Date Range Selection
Choose date ranges that align with your audit requirements
Consider payroll cycles when selecting reporting periods
Use broader date ranges for comprehensive reviews
Employee Filtering
Filter by specific employees when investigating individual cases
Use "Select All" carefully on large employee populations to avoid performance issues
Remember that terminated employees are included and marked as "(Terminated)"
Area Filtering
Select specific areas to focus your audit on particular types of changes
Use multiple area selections for comprehensive reviews
Consider your audit objectives when choosing areas to include
Data Export & Analysis
The grid-based format allows you to:
Sort data by any column
Filter results using built-in grid filtering
Export data to Excel or CSV formats
Copy specific records or ranges for further analysis
Understanding Timestamps
All timestamps are displayed in UTC
The system captures the most recent timestamp when multiple changes occur close together
Changes made within short time windows may be grouped for clarity
Troubleshooting
No Records Returned:
Verify your date range includes the period when changes occurred
Check that appropriate employees and areas are selected
Ensure you have the necessary permissions to view audit data
Large Result Sets:
Consider narrowing your date range
Use employee filters to focus on specific individuals
Select fewer areas if the report is running slowly
Missing Expected Changes:
Verify the change occurred within your selected date range
Check if the change affects an area that's currently filtered out
Some changes may appear in related tables or with different identifiers
Support
For technical assistance with the Employee Audit Report, contact your system administrator or support team. When reporting issues, please include:
The date range and filters you were using
Specific error messages or unexpected behaviour
Screenshots if helpful for context
This report provides comprehensive audit trails to support compliance requirements, internal auditing processes, and general workforce data oversight.
Feature Availability
The Employee Audit Report is available in:
Definitiv 3.21 and later versions
Supported regions ANZ only