# Employee Document Expiry Report

<p class="doc-lead">Lists employees whose identity documents have expired or will expire within 45 days. Helps HR teams track passport, visa, civil ID, and other document renewals proactively.</p>

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<p class="doc-toc-title">On this page</p>
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<a href="#/hr/reports/employee-document-expiry-report?id=overview">Overview</a>
<a href="#/hr/reports/employee-document-expiry-report?id=use-cases">Use Cases</a>
<a href="#/hr/reports/employee-document-expiry-report?id=filters">Filters</a>
<a href="#/hr/reports/employee-document-expiry-report?id=columns">Columns</a>
<a href="#/hr/reports/employee-document-expiry-report?id=actions">Actions</a>
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<h2 id="overview">Overview</h2>

Go to <b>HRMS → Reports → Employee Document Expiry</b>, or click the expiry widget on the <a href="#/hr/hrms-dashboard">HRMS Dashboard</a>.

<p><b>What it shows.</b> Employees with documents expiring within 45 days from today, or already expired. Status is color-coded: <b>Expired</b> (red) and <b>Near Expiry</b> (orange).</p>

<p><b>When to use it.</b> Proactive document renewal tracking, compliance with labor and immigration regulations, and avoiding work permit lapses.</p>

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<h2 id="use-cases">Use Cases</h2>

<ul>
<li><b>HR administrator</b> — Which employees need passport or visa renewal this month?</li>
<li><b>Compliance officer</b> — Ensure no employee is working with expired identity documents.</li>
<li><b>PRO / immigration team</b> — Track labor card and visa expiry dates for renewal processing.</li>
</ul>

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<h2 id="filters">Filters</h2>

| **Filter** | **Description** |
|------------|-----------------|
| Group By | None (flat list) or Document (grouped by document type). |

Document expiry dates are entered on the employee record under the Identity section. See <a href="#/hr/employees?id=identity">Employee — Identity</a>.

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<h2 id="columns">Columns</h2>

| **Column** | **Description** |
|------------|-----------------|
| Employee | Employee name. Click to open employee quick view. |
| Code | Employee code. |
| Employee Type | Employment type. |
| Document | Document type (Passport, Civil ID, Visa, Labor Card, etc.). |
| Document Expiry | Expiry date. |
| Days Left | Days until expiry (negative if already expired). |
| Status | Expired or Near Expiry. |

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<h2 id="actions">Actions</h2>

<ul>
<li><b>Generate</b> — run the report.</li>
<li><b>Export Excel</b> — export to Excel.</li>
<li><b>Print</b> — print the report.</li>
</ul>

<b>Drill-down:</b> Click employee name or code to open the employee quick view.

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<h2 id="faq">FAQ</h2>

<b>Where do I enter document expiry dates?</b><br>
On the employee Identity section in <a href="#/hr/employees">Employee</a> — one row per document type.

<b>What is Near Expiry vs Expired?</b><br>
Expired — date before today. Near Expiry — within the report lookahead window (dashboard widget uses 45 days).

<b>Can I filter to one document type?</b><br>
Use Advanced Filters on the report for document type and status before Generate.

<b>Does the report email employees automatically?</b><br>
No. Export or use dashboard widget for HR follow-up — notifications require separate setup if configured.

<b>Why is an employee on the dashboard but not the report?</b><br>
Report filters may differ — align date/status filters or regenerate after updating employee identity records.

<b>Which identity fields support expiry?</b><br>
Passport, Civil ID, Visa, Labor Card, and other document rows on the employee Identity tab when expiry date is entered.

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