Reports
Udyamo HRMS provides a comprehensive reporting suite that covers attendance, leave, payroll, compliance, and employee data. Reports help administrators, HR managers, and finance teams make informed decisions, identify trends, and meet statutory filing requirements.
This chapter explains how to navigate to reports, describes each available report type, and covers filtering, exporting, and using reports for compliance.
What You Will Learn
- How to navigate to the Reports section
- The 11 report types available in Udyamo HRMS
- How to filter reports by department, office, date range, and employee
- How to export reports in CSV and Excel format
- How to use reports for statutory compliance filing
- Tips for effective report usage
Prerequisites
Required: You must have an Administrator or HR Manager role to access most reports. Some reports (e.g., Salary Report, CTC Report) may be restricted to administrators and finance roles based on your organization's permission settings.
Navigating to Reports
- Click Reports in the left sidebar.
- The Reports page displays the available report types as cards or a list.
- Click on a report type to open it.
Available Report Types
Udyamo HRMS offers 11 report types, each addressing a specific area of HR operations.
Report Types Summary
| # | Report | Purpose | Key Data Points |
|---|---|---|---|
| 1 | Attendance Report | Track employee attendance patterns | Check-in/out times, late arrivals, early departures, absent days |
| 2 | Leave Report | Analyze leave usage across the organization | Leave requests by category, approval/denial rates, leave balance consumption |
| 3 | Loan Report | Monitor employee loan status and repayment | Active loans, EMI schedules, outstanding balances, repayment progress |
| 4 | Reimbursement Report | Track expense claims and disbursement | Claims submitted, approved amounts, pending claims, category breakdown |
| 5 | Salary Report | View monthly salary details for all employees | Gross pay, net pay, deductions, earnings breakdown by employee |
| 6 | CTC Report | Analyze cost-to-company across the organization | Annual CTC, monthly CTC, component-wise breakdown, department-level aggregation |
| 7 | EPF Report | Generate EPF compliance data | Employee PF contribution, employer PF contribution, EPS, EDLI, admin charges |
| 8 | ESIC Report | Generate ESIC compliance data | Employee ESI contribution, employer ESI contribution, eligible employees |
| 9 | Professional Tax Report | Track professional tax liability | PT deductions by state, employee-wise PT amounts, monthly totals |
| 10 | TDS Report | Monitor tax deduction at source | Monthly TDS deductions, employee-wise tax projections, Form 16 data |
| 11 | Active Users Report | Audit license usage | Active employees, licensed users, unused licenses, last login dates |
Report Details
1. Attendance Report
The Attendance Report provides detailed or summarized views of employee attendance for a selected date range.
Available Views:
| View | Description |
|---|---|
| Daily Detail | Shows each employee's check-in time, check-out time, total hours worked, and status (Present, Absent, Half Day, On Leave, Holiday, Weekly Off) for each day. |
| Summary | Aggregates attendance data for the period: total present days, absent days, late arrivals, early departures, overtime hours, and leave days. |
Filters:
- Date range (required)
- Department
- Office
- Individual employee
- Status (Present, Absent, Late, etc.)
Use Cases:
- Identify employees with chronic late arrivals
- Calculate overtime hours for overtime-eligible employees
- Verify attendance data before running payroll
- Audit attendance for compliance with shift schedules
Tip: Run the Attendance Report at the end of each pay period before initiating the payrun. This ensures all attendance corrections have been applied and LOP days are accurate.
2. Leave Report
The Leave Report shows leave usage, approvals, and rejections across the organization.
Available Views:
| View | Description |
|---|---|
| Leave Usage | Total leave days consumed by category (Casual Leave, Sick Leave, Privilege Leave, etc.) for each employee. |
| Approval Summary | Count of approved, rejected, and pending leave requests by department and category. |
| Balance Report | Current leave balances for all employees, showing available, consumed, and carried-over days per category. |
Filters:
- Date range
- Leave category
- Department
- Office
- Approval status (Approved, Rejected, Pending)
Use Cases:
- Understand leave patterns across departments
- Identify departments with high leave consumption
- Plan for year-end leave encashment or carry-over processing
- Audit leave policy compliance
3. Loan Report
The Loan Report tracks all employee loans, their repayment status, and outstanding balances.
Columns:
| Column | Description |
|---|---|
| Employee Name | The loan recipient |
| Loan Type | Category of the loan |
| Loan Amount | Total sanctioned amount |
| EMIs Paid | Number of installments paid |
| EMIs Remaining | Number of installments left |
| Amount Paid | Total amount repaid |
| Outstanding Balance | Remaining amount to be repaid |
| Status | Active, Completed, or Defaulted |
Filters:
- Loan status (Active, Completed)
- Department
- Loan type
- Date range (loan sanction date)
Use Cases:
- Track outstanding loan liability
- Identify loans nearing completion
- Prepare data for F&F settlements (outstanding loan recovery)
- Audit loan disbursement and repayment compliance
4. Reimbursement Report
The Reimbursement Report provides a comprehensive view of expense claims submitted, approved, and paid.
Columns:
| Column | Description |
|---|---|
| Employee Name | The claimant |
| Claim Date | When the claim was submitted |
| Category | Expense category (travel, medical, etc.) |
| Claimed Amount | The amount requested |
| Approved Amount | The amount approved (may differ from claimed) |
| Status | Pending, Approved, Rejected, Paid |
| Payment Date | When the reimbursement was disbursed |
Filters:
- Date range
- Department
- Status (Pending, Approved, Rejected, Paid)
- Category
Use Cases:
- Monitor reimbursement spending by department
- Identify pending claims that need action
- Reconcile reimbursement payments with payroll
- Analyze expense patterns for budget planning
5. Salary Report
The Salary Report shows detailed salary information for a selected payroll period.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee receiving the salary |
| Employee ID | Unique identifier |
| Department | Department name |
| Basic Pay | Monthly basic pay component |
| HRA | House Rent Allowance |
| Other Earnings | Sum of all other earning components |
| Gross Pay | Total earnings before deductions |
| EPF Deduction | Employee PF contribution |
| ESI Deduction | Employee ESI contribution |
| Professional Tax | PT deduction |
| TDS | Income tax deduction |
| Other Deductions | Sum of other deductions (loans, advances, etc.) |
| Net Pay | Amount credited to the employee |
Filters:
- Payroll month/period (required)
- Department
- Office
- Individual employee
Use Cases:
- Verify salary calculations after a payrun
- Reconcile salary payments with bank disbursements
- Identify discrepancies in individual salary components
- Provide salary data for auditors
6. CTC Report
The CTC (Cost to Company) Report provides an organization-wide view of employee compensation costs.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| Department | Department |
| Designation | Current designation |
| Annual CTC | Annual cost-to-company |
| Monthly CTC | Annual CTC divided by 12 |
| Basic Pay | Monthly basic component |
| Employer PF | Employer's PF contribution |
| Employer ESI | Employer's ESI contribution |
| Gratuity Provision | Monthly gratuity accrual (if applicable) |
Filters:
- Department
- Office
- Designation
- CTC range (min/max)
Use Cases:
- Budget planning and workforce cost analysis
- Department-wise compensation comparison
- Benchmarking compensation against market rates
- Headcount and cost reporting for leadership
7. EPF Report
The EPF (Employees' Provident Fund) Report generates compliance-ready data for PF filing.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| UAN | Universal Account Number |
| EPF Number | PF member ID |
| PF Wages | Wages on which PF is calculated (capped at INR 15,000 for statutory rate) |
| Employee PF (12%) | Employee's contribution |
| Employer PF (3.67%) | Employer's contribution to EPF |
| EPS (8.33%) | Employer's contribution to Employee Pension Scheme |
| EDLI | Employer's contribution to Employees' Deposit Linked Insurance |
| Admin Charges | Employer's administrative charges |
Filters:
- Payroll month (required)
- Department
- Office
Use Cases:
- Prepare the Electronic Challan-cum-Return (ECR) for EPFO filing
- Verify PF calculations before submission
- Reconcile PF contributions with the PF trust
- Generate data for the annual PF return
Tip: Use the EPF Report alongside the EPFO portal to cross-check contribution amounts before submitting the ECR. See Chapter 31: EPF for compliance details.
8. ESIC Report
The ESIC (Employees' State Insurance Corporation) Report generates data for ESI compliance filing.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| ESIC Number | ESI member number |
| Gross Wages | Total wages for ESI calculation |
| Employee ESI (0.75%) | Employee's contribution |
| Employer ESI (3.25%) | Employer's contribution |
| Total Contribution | Combined employee and employer contribution |
Filters:
- Payroll month (required)
- Department
- Office
Use Cases:
- Prepare ESIC contribution data for filing on the ESIC portal
- Verify ESI-eligible employees (those with gross wages up to the ESI ceiling)
- Reconcile ESI payments with statutory requirements
9. Professional Tax Report
The Professional Tax Report tracks PT deductions by state and employee.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| State | The state whose PT slab applies |
| Gross Salary | Monthly gross salary for slab determination |
| PT Amount | Professional tax amount deducted |
Filters:
- Payroll month (required)
- State
- Department
- Office
Use Cases:
- Prepare state-wise PT returns
- Verify PT slab application is correct for each employee
- Reconcile PT collections with state government payments
- Handle employees working across multiple states
Tip: Professional tax slabs vary by state. Ensure your PT configuration is up to date for each state where you have employees. See Chapter 33: Professional Tax.
10. TDS Report
The TDS (Tax Deducted at Source) Report monitors income tax deductions for all employees.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| PAN | Permanent Account Number |
| Taxable Income (Projected) | Estimated annual taxable income |
| Tax Liability (Projected) | Estimated total tax for the financial year |
| TDS Deducted (YTD) | Year-to-date TDS already deducted |
| TDS This Month | TDS deducted in the selected month |
| Remaining TDS | Tax still to be deducted in remaining months |
Filters:
- Financial year (required)
- Payroll month
- Department
- Tax regime (Old/New)
Use Cases:
- Monitor monthly TDS deductions for accuracy
- Prepare quarterly TDS returns (Form 24Q)
- Generate Form 16 data for year-end distribution
- Identify employees with tax shortfalls requiring catch-up deductions
11. Active Users Report
The Active Users Report provides a license utilization audit, showing which employees are actively using the system.
Columns:
| Column | Description |
|---|---|
| Employee Name | Employee name |
| Employee ID | Unique identifier |
| Department | Department |
| Status | Active, Inactive, Terminated, On Notice |
| License Assigned | Yes/No |
| Last Login | Date and time of the employee's last login |
| Days Since Last Login | Number of days since the last activity |
Filters:
- Status (Active, Inactive)
- Department
- License status (Assigned, Unassigned)
- Last login range
Use Cases:
- Audit license utilization to optimize subscription costs
- Identify inactive users who may not need a license
- Review security by finding accounts that have not logged in recently
- Plan license purchases for new hires
Tip: Run the Active Users Report monthly to ensure your license count matches your active employee count. Unused licenses can be reassigned to new employees. See Chapter 47: License Management.
Filtering Reports
All reports share a consistent filtering interface.
Common Filter Options
| Filter | Available In | Description |
|---|---|---|
| Date Range | All date-based reports | Select a start and end date for the reporting period |
| Payroll Month | Salary, EPF, ESIC, PT, TDS | Select the specific payroll period |
| Department | All reports | Filter by one or more departments |
| Office | All reports | Filter by office location |
| Employee | All reports | Search for a specific employee by name or ID |
| Status | Leave, Loan, Reimbursement, Active Users | Filter by record status |
Applying Filters
- Open a report.
- Set the desired filter values in the filter panel at the top.
- Click Apply or Generate Report.
- The report refreshes with filtered data.
- To clear filters, click Reset or Clear Filters.
Tip: Save frequently used filter combinations as presets (if available) to avoid reconfiguring filters each time you run the report.
Exporting Reports
All reports can be exported for offline analysis, record-keeping, or sharing with stakeholders.
Export Formats
| Format | Description | Best For |
|---|---|---|
| CSV | Comma-separated values file. Opens in any spreadsheet application. | Data analysis, bulk processing, importing into other systems |
| Excel (.xlsx) | Microsoft Excel format with formatting preserved. | Sharing with stakeholders, formatted reports, presentations |
Step-by-Step: Export a Report
- Open the desired report and apply your filters.
- Click the Export button (typically in the top-right corner of the report).
- Select the export format: CSV or Excel.
- The file downloads to your local device.
- Open the file in your preferred spreadsheet application.
Tip: For large reports with thousands of rows, CSV export is faster and produces smaller files. Use Excel export when formatting and readability matter more than file size.
Using Reports for Compliance Filing
Several reports in Udyamo HRMS are designed to directly support statutory compliance filing.
Compliance Report Mapping
| Compliance Requirement | Udyamo HRMS Report | Filing Platform | Filing Frequency |
|---|---|---|---|
| EPF contributions (ECR) | EPF Report | EPFO Unified Portal | Monthly |
| ESI contributions | ESIC Report | ESIC Portal | Monthly (half-yearly return) |
| Professional Tax | Professional Tax Report | State government portal | Monthly or half-yearly (varies by state) |
| TDS (Form 24Q) | TDS Report | TRACES / Income Tax Portal | Quarterly |
| Form 16 | TDS Report (annual) | TRACES / Income Tax Portal | Annually (by June 15) |
Workflow: Using Reports for Monthly PF Filing
- Navigate to Reports > EPF Report.
- Select the payroll month.
- Review the report for accuracy — verify UAN numbers, PF wages, and contribution amounts.
- Export the report as Excel or CSV.
- Log in to the EPFO Unified Portal.
- Upload the ECR file or manually enter the data using the exported report as reference.
- Make the PF payment and record the transaction reference.
Warning: Always verify report data against actual payroll records before filing with statutory authorities. Errors in EPF or ESI filings can result in penalties and interest charges.
Report Scheduling
For reports that you run regularly, Udyamo HRMS may support scheduling features (availability depends on your subscription plan).
Setting Up a Scheduled Report
- Open the desired report.
- Configure the filters for the report you want to schedule.
- Click Schedule (if available).
- Set the frequency:
| Frequency | Description |
|---|---|
| Daily | Report runs every day at the specified time |
| Weekly | Report runs once per week on the selected day |
| Monthly | Report runs on the selected day of each month |
- Set the delivery method — email delivery to specified recipients or save to the Reports archive.
- Click Save Schedule.
Tip: Schedule the Attendance Report to run daily at 10:00 AM for HR managers. This provides a daily snapshot of attendance without manual effort.
Common Errors and Solutions
| Problem | Cause | Solution |
|---|---|---|
| Report shows no data | Filters are too restrictive or no data exists for the period | Broaden filter criteria; check that payroll has been run for the selected month |
| Export file is empty | Same as above | Verify the report displays data on screen before exporting |
| Numbers do not match payroll records | Report uses a different calculation basis or period | Ensure the report period matches the exact payrun period |
| EPF report missing employees | Employees do not have UAN or EPF numbers assigned | Complete statutory details in the employee profile |
| Cannot access certain reports | Insufficient role permissions | Contact your administrator to check role-based report access |
Best Practices
- Run attendance and leave reports before payroll. This catches errors before they affect salary calculations.
- Export compliance reports monthly. Even if filing is quarterly, having monthly data ready simplifies the quarterly submission.
- Use the CTC report for budget reviews. Share with department heads during quarterly budget discussions.
- Audit active users quarterly. Align license counts with actual usage to optimize costs.
- Cross-check statutory reports. Compare EPF, ESIC, and TDS reports with payslip totals before filing.
- Archive exported reports. Save copies of exported compliance reports in your document management system for audit trails.
What Comes Next
With reporting capabilities covered, the next part of the guide addresses security and integrations. Proceed to Chapter 44: Two-Factor Authentication & OTP.