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The report lists the main personal and contractual data (including basic pay and costing information) for each current employee (and research student paid through the monthly payroll).

The following columns are shown:

  1. School
  2. Institution
  3. Location
  4. Person Ref (Personal reference number)
  5. Title
  6. Initials
  7. Known As (Preferred forename)
  8. Surname
  9. CRSID
  10. Email
  11. NI Number (indicates if required)
  12. Home Address (indicates if required)
  13. Gender
  14. DOB (Date of birth)
  15. Age
  16. Date Joined Uni (Organisation start date)
  17. Continuous Service Date (Reckonable service date)
  18. Retirement Date
  19. Right to Work Status
  20. Position
  21. Position Ref (Position reference number)
  22. Post Ref (Post reference number)
  23. Role Code Number
  24. Occ Ref (Occupancy reference number)
  25. Occ Start Date
  26. Occ End Date
  27. Expected Occ End Date
  28. Expected Occ End Reason
  29. Expected Position End Date
  30. Expected Position End Reason
  31. Category
  32. Basis
  33. Type
  34. Excluded from HESA Return?
  35. HESA Academic Employment Function
  36. HESA Research Assistant Status
  37. REF Unit of Assessment 2021
  38. Contractual Hours
  39. FTE
  40. Next Increment Date
  41. Rate of Pay (if on a spot salary)
  42. Frequency (if on a spot salary)
  43. Grade
  44. Scale Point
  45. Scale Point Value (annual full-time amount)
  46. Cost 1
  47. Cost 1 %
  48. Cost 2
  49. Cost 2 %
  50. Cost 3
  51. Cost 3 %
  52. Cost 4
  53. Cost 4 %
  54. Cost 5
  55. Cost 5 %
  56. Cost 6
  57. Cost 6 %
  58. Pension Scheme

There is one row for every occupied position. If an employee holds two positions concurrently then there will be one row for each position.

Within each institution the data is sorted by Person Ref and then by Position Ref.




1st of Each Month


  • To provide institutions with a full staff listing including key personal and contractual data items.
  • To check someone's source of funding and if they are split funded.
  • To be able to group staff into employment types e.g. Assistant Staff (filter on Type) or employment basis e.g. established staff (filter on Basis).
  • To find the Role Code Number of an occupied position.
  • To act as a source for the generation of an email list for current staff.
  • To check what a specific person's current scale point and next increment date is.
  • To check someone's HESA data for REF status purposes
  • To facilitate the calculation of employer pension costs (see Notes below).

Who to contact


Pension Schemes incurring employer pension costs (at salary exchange rates):

  • CPS
  • USS

Pension Schemes incurring employer pension costs (at non-exchange rates):

  • CPS Non Exch
  • USS Non Exch
  • NHS

Pension Schemes incurring no employer pension costs:

  • 40 Years Service (USS members with 40 years service)
  • 40 Years Service Ees only (USS members with 40 years service who opt to continue paying employee contributions)
  • NHS 45yrs Service (NHS scheme members with 45 years service)
  • Non Pensionable (Employees in positions that are not eligible for pension)
  • Opted out of pension (Employees who have elected to opt out of the pension scheme)

Relevant HR Policy or Procedure

No specific HR Policy or Procedure applies.