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How to prepare data for Gender Pay Gap reporting

This article explains how to calculate headcount on the reporting snapshot date and export employee and compensation information using the People Summary Report.

⚠️ Keep in mind

In the UK, companies with 250+ employees are legally required to publish details about their Gender Pay Gap every year. For more information about the regulations and what needs to be reported on, have a look at the ACAS - Gender Pay Gap Reporting requirements.

Headcount on Snapshot Date

The Average Headcount report can be used to identify the number of employees who were active on the reporting snapshot date.

  1. Navigate to Reports & Analytics then Workforce Analytics
  2. Select Average Headcount
  3. Enter the reporting snapshot date as the Reference Date (typically 5 April)
  4. Click Apply to run the report

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The report will return all employees with an active employment record on the selected date.

📝 Note

This report includes employees who are on leave, such as maternity leave, adoption leave, or long-term sickness absence, provided they have an active employment record on the reference date. 

How to export employee and compensation data 

The People Summary Report can be used to export key employee and compensation information required to support Gender Pay Gap reporting calculations.

By creating and saving a report template, you can quickly generate a snapshot of the required data each reporting year using the relevant reference date. The report can be used to export information such as:

  • Person Code
  • Gender
  • Compensation Items
  • Pay Periods
  • Actual Amount for Period

The steps below will walk you through creating the reporting template, configuring the report and exporting the data.

 Step 1: Create a Gender Pay Gap reporting template

  1. Navigate to Reports & Analytics then People Reports
  2. Select People Summary Report
  3. Select Add New1 (3)
  4. Enter a Template Name
  5. Set the Reference Date to the relevant snapshot date (for example, 5 April)
  6. Select the compensation items required for your reporting
  7. Click Save then Generate1 (4)
  8. Scroll up and click on Open Report1 (5)

Your report is ready to be configured and you can move on to the next step.

💡Tip

Saving the template allows the same report structure to be reused each year by simply updating the reference date. 

Step 2: Configure the report

Configure the report criteria as required by your organisation.

For the report columns, include:

Person Details
  • Person Code
  • Gender
Compensation Details

For each compensation item selected, include:

  • Compensation Item
  • Actual Amount for Period
  • Pay Period

💡Tip

If multiple compensation items are selected, ensure the relevant compensation fields are included for each item.

 Step 3: Export the data

  1. Review the report criteria and selected columns
  2. Click Save & Export to download the report data

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💡Tip

For more information on Gender Pay Gap data, have a look at the following article: