Workplace Profile (WPP)

The Workplace Profile is an Excel spreadsheet designed to collect information about workforce composition, salaries, and remuneration. 

It provides a snapshot of your organisation’s workforce on any one date during the 12-month reporting period (1 January to 31 December) of the year prior to reporting to WGEA. It does not reflect a total or average headcount number, but an actual count of all employees who were employed as at the snapshot date chosen.  


Data provided by the Australian Public Service Commission

Where workforce data is already captured by the Australian Public Service Commission (APSC), the APSC will provide some of this data directly to WGEA to remove duplication and simplify reporting for agencies. 

The entirety of the Workplace Profile section will be transferred to WGEA by the APSC if the employer opted for this when registering to report with WGEA. 

Choosing a snapshot date

For Commonwealth public sector employers having all Workforce Profile data transferred from the Australian Public Service Commission, 31 December is chosen as the snapshot date. 

For Commonwealth public sector employers who are completing this file will need to select a snapshot date.  

You are free to choose any snapshot date within the reporting period for the submission of your Workplace Profile. 

  • We recommend that you try and keep the same snapshot date for your Workplace Profile year-to-year as this ensures your data and insights are taken at regular intervals.  
  • All employees reported in a single template must have their data prepared using the same snapshot date.
     

Which employees should be included?

In your Workplace Profile, include any of the following types of employees who were employed as at your snapshot date: 

  • all employees who were employed by your organisation on the snapshot date, even if they have since left the organisation 
  • employees who were stood down in the 12-months preceding the snapshot date (i.e. employees who were technically 'employed' on the snapshot even if they were not working or being paid) 
  • all employees who work for you in Australia, regardless of whether they are Australian citizens or not 
  • foreign nationals or expatriates working in Australia, including those with global responsibilities, if the Australian organisation is their employer or they are the CEO  
  • employees who have worked overseas for less than six months in a reporting period  
  • employees on parental leave (paid or unpaid) or on extended leave  
  • equity partners who receive part of their earnings as a salary  
  • casual or seasonal workers  
  • trainees  
  • apprentices and graduates. 

 

Do not include: 

  • an employee who resigned or was terminated/dismissed before the snapshot date 
  • an employee who was hired after the snapshot date 
  • independent contractors 
  • employees of a labour hire company who have been assigned to work in your business 
  • volunteers or unpaid visitors. 

 

What salary and remuneration data should be included?

For the employees populated into the Workplace Profile you must identify the salary and remuneration paid to relevant employees in the 12-months before the chosen snapshot date. 

For example, if you chose a snapshot date of 30 June, the Workplace Profile would be populated with employees who were employed as at 30 June. In this example, you would need to identify the salary and remuneration in the 12-months from 1 July to 30 June.  

In the Unit Level template, you must use the actual earnings of your organisation’s employees and calculate each to an annualised full-time equivalent amount, you then enter the final calculated amount into two columns (Base Salary and Total Remuneration). 

In the STP/payroll template, you must enter the actual earnings of your organisation’s employees into each payment column (along with the employee’s ordinary hours and start date) for the template to calculate each amount to an annualised full-time equivalent standard. 

Choosing a template

There is a choice of using two different types of file formats to submit the Workplace Profile data – the unit level template, and the STP template. 

WGEA strongly recommends using the Unit level template in the first instance, as the STP/payroll template is designed for finance or payroll experts.  

There are several columns which are the same between both files however the salary/remuneration columns are unique to each. Either file provides WGEA the exact same final dataset. 

Unit level template

This is the default template—it is suitable for all users and contains the least amount of data entry. 

In this template, you are required to convert each employee's base salary and total remuneration to the annualised and full-time equivalent amounts and enter these figures into the template. 

When preparing data using the unit level template, users: 

  • generally encounter fewer data entry and quality issues as there is overall less data entry required. 
  • have full control over the final salary/remuneration figures as they are final figures provided by the employer and not reliant on the template calculating component pay amounts with additional information such as ordinary hours or start dates. 
  • can easily account for irregular income/hours, unpaid leave and other factors which are not easily accounted for with the STP/payroll calculated file. 
  • only need to provide two salary/remuneration figures for each employee – their full year/full-time equivalent base salary and total remuneration amount. 

STP/payroll template

This template is designed for payroll or finance specialists. Preparation requires an advanced knowledge of payment information, types, and terms. 

When preparing the STP/payroll template, users need to: 

  • split payments made to employees up into their component parts, and by whether the payments were paid on a fixed/one off or pro-rata basis 
  • provide additional data relating to the employees’ ordinary hours and start date, as well as information on what are the full-time ordinary hours and snapshot date 
  • separate files for workforce cohorts with different ‘full time standard’ weeks—this is because the file calculates to a ‘full time standard’ week of 38-hours. 

The template then uses this information to convert any pro-rata payment to the full year/full-time equivalent amount.  

Completing the template

Click here for information on completing each A-K column for either spreadsheet template.  

Click here for more information on entering salary and remuneration data into the unit level template. 

Click here for more information on entering salary and remuneration into the STP/payroll template.  

Entering different types of payments

Below is an overview of different types of payments and how to categorise them in either the unit level or STP/payroll template. Please refer to this information, or the information in the first tab of the spreadsheet template, for definitions and guidance for each column. 

Note - All base salary amounts in the unit level file must be included in the total remuneration figure. 

Payment type 

Unit level template 

STP/payroll template 

Annual leave and leave loading 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Carer and sick leave 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Employer funded parental leave 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Penalty rates and shift loadings 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Salary sacrificed items 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Wages/salary (fixed) 

Base salary* 

Base salary (fixed) and OTE (fixed) 

Wages/salary (pro-rata) 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Workers’ compensation payments 

Base salary* 

Base salary (pro-rata) and OTE (pro-rata) 

Allowances (fixed amount) 

Total remuneration 

Allowances  

Allowances (pro-rata) 

Total remuneration 

If attracts super = OTE (pro-rata) 
If no super = Allowances  

Associated payments on overtime earnings (bonuses, penalty rates) 

Total remuneration 

Allowances  

Back pay or lump sums 

Total remuneration 

OTE (fixed) 

Cashed out annual leave or long service leave 

Total remuneration 

OTE (pro-rata) 

Car payments (company car) 

Total remuneration 

Allowances  

Car reimbursements (personal car) 

Total remuneration 

Fringe Benefits 

Discretionary payments (fixed) 

Total remuneration 

If attracts super = OTE (fixed) 
If no super = Allowances 

Overtime worked outside of expected hours 

Total remuneration 

Allowances 

Sales commission (pro-rata) 

Total remuneration 

OTE (pro-rata) 

Sales commission (fixed) 

Total remuneration 

OTE (fixed)  

Share allocations 

Total remuneration 

ESS 

Superannuation 

Total remuneration 

Superannuation  

Superannuation on fixed remuneration 

Total remuneration 

Superannuation  

Temporary performance loading or higher duties allowance 

Total remuneration 

OTE (pro-rata)