Employment Utilization Reporting

Many government funded contracts require submission of an employment utilization report. This report documents the number of hours worked by female and minority employees by craft code. When Employment Utilization is selected from the Payroll Report menu, the following screen will come into view.

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

Add or Change (button)

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Utilization Report

Delete (button)

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.

Print (button)

To print a report, press the Print button. For more information, see Printing Reports.
Report Description: Monthly Employment Utilization Report
Report Sample: Monthly Employment Utilization Report

Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

Close (button)

This button closes the program and returns to the main screen.

Adding or Changing a Utilization Report

To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every employee in the Timesheet File is desired. Several limits may be set to narrow the list down to a very small range of employees.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button to save the settings. Press the Cancel button to return to the browse screen without saving the settings.

Report Title

The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.

User

Enter the User ID of the report creator.

Lock (check box)

If this option is selected, only the User listed in the User field can change or delete this report.

Report Type

The Report Type limit allows a choice between separating out regular and overtime hours or combining them into one figure.

Combined Report (Regular & Overtime)(radio button)

This option will report all combined hours in the report.

Separate Overtime from Regular Hours (radio button)

This option will Separate Overtime from Regular Hours in the report.

Employee Detail (radio button)

This option will print a Monthly Utilization by Employee report.

Timesheet Dates

Warning: If dates are selected, the report generation may be time consuming.

Select Dates (check box)

Activates the ranges defined on the next lines. This option may be used to limit timesheet to a particular date or range of dates. To limit Timesheets to a particular range of dates, enter the first and last dates of the desired range. To limit Timesheets to a single date, enter that date in both the From and To fields.

From

Selects the first date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Selects the last date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Orientation

Portrait (radio button)

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Landscape (radio button)

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

Alternate Column Headings

The user can dictate what column headings will be used for different ethnicities. For each ethnic category, if the user-defined category is left blank, the column will be titled according to the default ethnic label. For example, if the Caucasian field is left blank, the column heading will be "Caucasian." Otherwise, the column heading will print whatever the operator types in the entry field.

Fiscal Periods

If the Select Fiscal Periods box is not checked, all fiscal periods will be printed.

Select Fiscal Periods (check box)

Activates the ranges defined on the next lines. This option may be used to limit fiscal periods to a particular period or range of periods. To limit fiscal periods to a particular range of periods, enter the first and last period number of the desired range. To limit transactions to a single fiscal period, enter that period number in both the From and To fields.

From

Selects the first period in a range of fiscal periods or a single fiscal period. Enter the fiscal period number.

Selects the last period in a range of fiscal periods or a single fiscal period. Enter the fiscal period number.

Social Security Numbers

Employee Social Security numbers will be printed on the report. The user can specify here whether the full number is printed or whether it is masked in some way. Below is a representation of how the number will look based on the the selection made here.

Include Full SSN (radio button)

Social Security Number will print as 555-123-4567.

Mask SSN (radio button)

Social Security Number will print as XXX-XX-XXXX.

Last 4 Digits (radio button)

Social Security Number will print as XXX-XX-4567.

Worker's Comp Codes

If the Worker's Comp Codes radio button was checked, these fields will be activated. If the Select Codes box is left unchecked, then information for all Worker's Comp Codes associated with the timesheet archive file will be printed.

Select Codes (check box)

Activates the ranges defined on the next lines. This option may be used to limit certified codes to a particular code or range of codes. To limit to specific codes, enter the first and last code of the desired range. To limit to a single code, enter that code in both the From and To fields.

From

Selects the first code in a range of codes or a single code. Enter the code or press the lookup button and the Worker's Comp Code Setup screen will come into view. Highlight the correct code and press the Select button.

Selects the last code in a range of codes or a single code. Enter the code or press the lookup button and the Worker's Comp Code Setup screen will come into view. Highlight the correct code and press the Select button.

Certified Codes

If the Certified Codes radio button was checked, these fields will be activated. If the Select Codes box is left unchecked, information for all certified codes associated with the timesheet archive file will be printed.

Select Codes (check box)

From

Selects the first code in a range of codes or a single code. Enter the code or press the lookup button and the Certified Codes screen will come into view. Highlight the correct code and press the Select button.

Selects the last code in a range of codes or a single code. Enter the code or press the lookup button and the Certified Codes screen will come into view. Highlight the correct code and press the Select button.

Base Report On

Choose on of the following two options.

Certified Codes (radio button)

Select this option to group the information on the report by a Certified Payroll Craft Code.

Worker's Comp Codes (radio button)

Select this option to group the information on the report by a Worker's Compensation Craft Code.

Jobs

Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.

Select Jobs (check box)

Activates the ranges which are defined on the next lines. To select only one job, enter that number in both the From and To fields.

From

Selects the first job in a range or a single job. Enter the number or press the lookup button and the Job Setup screen comes into view. Highlight the desired record and press the Select button.

Selects the last job in a range or a single job. Enter the number or press the lookup button and the Job Setup screen will come into view. Highlight the desired record and press the Select button.

Special Settings for EEO-1 Form Printing

If the selected report format is EEO-1, the window will be modified and the following group of settings will appear:

In order to fully complete the EEO-1 form, these entry fields must be filled appropriately. Also, In order for the report to accurately count the employees in each category, each employee must have an “EEO Job Category” selected in the Employee Entry window. When the EEO-1 form is printed, the system will check each employee included on the form to see if they have a job category selected. If any employees are not yet classified, the following warning will be displayed:

Save and Print (button)

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

Report Sample - Monthly Employment Utilization Report (Regular and Overtime hours combined)

This report has been designed to give all the information required on the preprinted government Employment Utilization Report form. It is divided into columns for each minority group with one row for each selected craft code.

Report Sample - Monthly Employment Utilization Report (Regular and Overtime hours separated.)

This is the same report as above, but with the Regular and Overtime hours separated into two different sections with subtotals for each.