Reporting in Payroll (specifically Payroll Information Menu)

Reporting in Payroll (specifically Payroll Information Menu)

Payroll Information Reports This presentation will cover various reports found under the Payroll Information Menu. To access these reports, select Option #01 – Payroll Information

Alpha List/Labels Option #50 has another submenu that includes a variety of employee listing and label options. To see these options, select #50 – Alpha List/Labels.

Use the reports offered here to print Alpha Listings of employees or to print mailing labels. The reporting options are flexible. The following slides include some basic samples.

After selecting the printer, enter the payroll number, and place an “X” next to the status of employees you want to include. You can also specify date ranges by birth date or employment date.

The Alpha Listing will include 9 headings, including employee name, number and SSN, as well as tax information, status and employment and birth dates.

Mailing Labels To print Mailing Labels, select option #02 – Print Mailing Labels. After selecting your printer, the report generation screen will appear.

Enter the payroll number(s), and place an “X” next to the employee status’ you want to include. You can also specify date ranges. The remaining fields are used to specify label layout.

Laser Mailing Labels If you cannot line up the labels correctly using the previous option, you may need to select Option #03. This option allows more alignment for using laser printers. There are also more filter options when using this option.

After selecting the printer, enter the payroll number, and place an “X” next to the status of employees you want to include. In the “Loc Sort” field, type a “Y” if you want to print in Location Order.

Location: Enter the location number if you want to print for only one location. • Label Type: Type “S” to print hourly rate, employee number, employee name and location description. Type “L” to print employee name and location description. Leave blank to print typical Address Label (with name and address only) • Ded(s): If you want to include ONLY employees with a particular deduction, type the code here. • Birth: If you want to specify a particular birth date range, type those dates in here. • Employ: To include a specific employment date range, type those dates here.

The rest of the parameters will modify the layout of the labels. Specify the alignment as needed. This may take some testing. If you want to print the employee number on the label, type “Y” in the “Print Employee # on label” field.

Employee Detail The final report option in this Sub-Menu allows you to print the details from the Employee Master File. Once you have selected your printer, the report generation screen will appear.

Employ: To print only for a specific employment date range, type those dates here. • Status: Type the status of employees to print. • Enter X beside…: Place an “X” next to the “screen details” you want to include in your report. • Year: Type the year you want to include for YTD details.

Payroll Information Reporting The remainder of this presentation will briefly describe the rest of the reports you will find under the Payroll Information Menu.

#51 – Salary Listing The salary listing report will print basic employee information, such as name and number, along with the three salary amounts found on the employee master file (base, hourly, and annual)

#52 – Employee Distribution The Employee Distribution report will print basic employee information along with the Pay Types and GL distribution for each type, found on the Employee Master file.

#53 – Leave Report The Leave Report prints the leave total details, from Screen 06 of the Employee Master File, for the Leave Codes you specify. This report also prints the current rate for each employee, and allows you to specify the reporting order.

#54 – Employee Earnings (By Date) Employee Earnings prints a summary of earnings, for the date and employee range you specify, as well as a deduction summary for same ranges. Some highlights include, FICA Gross, FITW and FICA, and deduction type summaries (before/after tax).

#55 – Pay Type Earnings (By Date) Pay Type Earnings prints hours and gross pay, for a specified date and Pay Type range, as well as a breakdown by Pay Type, for same range. This report also gives a two-tier sort option, as well as Grand Totals.

#56 – Pay Distribution (By Date) Pay Distribution prints the GL distribution, from History, for a specified employee and date range. Summary will summarize by GL number, Detailed will print employee distribution detail. You also have the option to filter for a particular GL Account Number Range. Grand Totals will also print.

#57 – Deduction Report (By Date) The Deduction Report prints deduction detail, for the employee and date specified, for the deductions you choose to include. This report page breaks by deduction, and includes location and deduction totals within each page. A Grand Total is also included.

#58 – Hours by Pay Type (By Date) The Hours by Pay Type report prints basic employee information and gross pay, by Pay Type, for the types you specify. You can also print ONLY hours, with no pay amounts by typing “Y” in the Print Hrs Only field. This report gives a two-tier sort option. Grand Totals, by Pay Type are also included in this report.

#59 – Leave Liability Report The Leave Liability Report will produce a report, indicating the dollar value of the leave still owed to your employees. This dollar amount will be determined by how you define the parameters in this option. Basic employee information as well as status, leave description, total due, due in hours, hourly rate, and liability are included in this report

#60 – Work Order Distribution Use the Work Order Distribution option to create a distribution report that contains ONLY those checks or amounts on a check that were charged to a work order.

#61 – Employee Earnings Report This report will generate details, based on your employee and date range that includes basic employee information, gross earnings, taxes and voluntary deductions, distributions and total net pay. Also included are Grand Totals, for all of the above mentioned.

#62 – Deductions by Employee Using this option, you will get Deduction Detail, by Employee, not by deduction, for the employee and date range you specify, and for the deductions you choose to include. Employee and Grand Totals are also included in this report.

#63 – Budget Distribution Use the Budget Distribution option to print a distribution report that is geared towards your budget development. Instead of being geared towards employees, this report is geared towards skill level, step, and so on.

#64 – Workers Comp Report Use the Worker's Comp Report option to generate the report that you will send in with your workman's compensation.

#65 – Pension Valuation Worksheet If your site uses a state retirement system, then you will not need to run this report. If your site does not participate in a state retirement program, then you could use this option to perform two functions. First, you would be able to tell how much of your employees' pay was affected by your retirement plan's deduction code. Second, the option will show the total amount that each of your employees have contributed to this retirement plan.

The END Note: You can close this window to return to LGDPC’s How-To Presentations Page.

Reporting in Payroll (specifically Payroll Information Menu)