Once you have confirmed your reporting arrangements and obtained an AUSkey, you will need to login to the online portal, via the login link on the top right-hand corner of the Agency’s website, to complete and submit your report. Associating your WGEA local user account to your AUSkey is a one-off procedure. Once this is done, you can access the online portal by clicking straight on ‘Login with AUSkey’. You will no longer need your username and password.
You can save data and exit the portal at any time and come back at a later date to complete the report.
For a catalogue of resources for reporting please visit the reporting resources section of the website.
There are six steps for completing the compliance report online in the Reporting tab. It is recommended to complete the steps as per the set order although sections can be worked on simultaneously by saving additional input before exiting a section.
- Confirm organisation reporting details
- Complete workplace profile
- Complete reporting questionnaire
- Complete notification and access requirements
- CEO sign-off confirmation
- Submit your report
Confirm the pre-populated details or update your organisation reporting details via the 'Organisation' tab of the online portal.
Select unit level or aggregated data.
The workplace profile may be provided to the Agency as either unit level data or aggregated level data.
|Option 1: Unit level data||Option 2: Aggregated data|
|Simplest option, one table to complete
One employee per line (de-identified employee data).
Two tables to complete: one for managers, one for non-managers*.
*This is because the reporting level to the CEO is only required for managers. Graduate and apprentice categories only apply to non-managers.
|Once uploaded, the online system generates the aggregated tables from your unit level data and automatically calculates the relevant remuneration totals.||
Employers need to calculate:
Choose a date
The workplace profile includes the actual headcount (actual number of employees, no full-time equivalents) of all employees at a point in time (any day) within the applicable reporting period (1 April - 31 March). All employees includes full-time, part-time, those on a fixed-term contract (excluding independent contractors) and casuals.
The remuneration data associated with the employees included in the workplace profile is for the 12 months prior to the date chosen for the workplace profile. Many organisations select 30 June as the date for your workplace profile as this will allow you to use end of financial year data such as group certificates or payment summaries. This means that part of the 12 months the remuneration data applies to may fall outside the reporting period.
All employees (managers and non-managers) must be categorised as per the standardised occupational categories. Industry specific examples of roles to be included under each of the non-manager occupational categories are also available to assist you.
Allocate reporting levels to the CEO for all managers
Reporting levels to CEO are only required for managers, they are not required for non-managers.
Make sure the remuneration data is annualised AND full-time equivalent
Remuneration data is required for all employees, excluding the CEO (or equivalent), managers with a reporting level to the CEO of +1 (i.e. those who are more senior than the CEO and report to someone overseas) and managers employed on a casual basis.
Remuneration needs to be annualised (as if the employee had worked the full 12 months) and converted to full-time equivalent (as if the employee had worked full-time hours) for both base and total remuneration.
Important notes for the calculation of components of total remuneration:
- Components of total remuneration paid on a pro-rata basis (e.g. bonuses that are paid on a pro-rata basis for employees who have worked less than full-time and/or not been employed for 12 months) MUST BE converted to full-time equivalent amounts and/or annualised.
- Components of total remuneration paid as fixed amounts or on a non-pro-rata basis, must be reported as actuall amounts paid to the employees (that is, DO NOT convert to a full-time equivalent amount or annualise). For example, fixed rate bonuses, overtime and allowances where employees are paid the same amount regardless of whether they have been employed for less than 12 months or whether tehy are employed on a full-time or part-time basis.
This enables comparison of standardised data for the provision of educational benchmarks.
The key steps to completing your workplace profile:
- Download and save the workplace profile worksheets from the website to your computer
- Populate the workplace profile worksheets with your data
- Download the system-generated template (unit level OR aggregated template)
- SAVE the system-generated template to your computer
- Populate the system-generated template by copying/pasting data from your workplace profile worksheets
- Upload the system-generated template back into the system (the system-generated template includes a unique identifier, which will be recognised by the system).
The reporting questionnaire comprises 17 questions. Response options are typically yes/no or table format. Where 'no' is selected, employers have the option to provide a reason for this either using pre-set options or a free-text box. The responses must apply to all organisations included in the report and during the applicable reporting period (1 April to 31 March).
By ticking the relevant box in this section, relevant employers approve the notification and access requirements page be included in the public report. There is also a free text box to list relevant employee organisations if applicable.
Public reports are available on the Agency’s website towards the end of the calendar year for the previous reporting year. It is the responsibility of the employer to provide access to the report to employees and members or shareholders via their own channels.
Relevant employers acknowledge that the report has been signed by the relevant CEO by adding her/his name and ticking the relevant box.
We recommend employers download and keep a hardcopy of the public report and confidential reports signed by the CEO for record-keeping purposes. An acting CEO of the relevant employer will also be able to sign the public report. The signed report is what the employer is required to make available to employees and shareholders or members.
Finally, click on the 'submit' button in step 6 to officially lodge your compliance report.
Once you have submitted your report, you can access both the public and confidential versions from the bottom of the 'Reporting summary' page of the portal.