Earnings Detail Report

As timesheets and checks for each payroll are posted, the totals for each employee are recorded in the Employee Earnings Detail file. This data may be reported at any time through the Earnings Detail option from the Payroll Report menu. Information in this report can be very useful when responding to inquiries from state and local agencies regarding an employee’s earnings between a specific range of dates. Earnings and deductions, non-fringe accrual data (accrued FICA, FUTA, SUTA, etc.), or fringe (union) accrual information may be included.

When Earnings Detail is selected from the Payroll Report Menu, the following screen will come into view.

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change an Earnings Report

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.

To print a report, press the Print button. For more information, see Printing Reports.

Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

1.	Report Description (Detail Format)
	Report Sample (Detail Format)
2.	Report Description (Summary Format)
	Report Sample (Summary Format)
3.	Report Description (Grand Totals Only)
	Report Sample (Grand Totals Only)

To Add or Change an Earnings Report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of all the employees' earnings is desired. Several limits may be set to narrow the list down to a very small range of employees.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button to save the settings. Press the Cancel button to return to the browse screen without saving the settings.

The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.

If this option is selected, only the User listed in the User field can change or delete this report.

Use this section to limit the report by employee. Use the Range setting to set a range of employee numbers. Use the List setting to specify a list of employees to be included.

Select the All radio button to ignore Employee reporting limits. Select Range to enter a range of Employees in the From and To fields. Select List to report on a list of selected Employees.

Selects the first employee in a range of employees or a single employee. To select a limited number of employees, enter the first employee's ID number or name in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.

Selects the last employee in a range of employees or a single employee. To select a limited number of employees, enter the last employee's ID number or name in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.

Click the Edit Employee List button to add or remove Employees from the list of Employees to be included in the report. The following screen will come into view.

Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.

All Available Employees that are not included in the list are displayed in these columns.

All Included Employees are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.

If this box is not checked, all inactive employees will be excluded from the report. Employees that have been laid off or terminated may be marked as inactive in their employee records. For information on changing the status of an employee, see the Personal Tab in Employees. The main purpose of this flag is so that these employees may be excluded and thus avoid cluttering reports with information about employees who are not currently working.

Information in the Employee Earnings Detail file is used to generate paychecks. When the check is written, transactions from this file that were included in the check totals are marked as ‘paid’ and the check number and date are recorded. This limit may be useful for obtaining a ‘trial check run.’ It would be particularly useful if there are multiple payroll postings between each check writing session.

Employees that have earnings will be omitted from the report unless this option is chosen.

Employees that do not have any earnings will be omitted from the report unless this option is chosen.

Check this box and each employee on the report will be printed on a separate page.

The transactions on the report can be ordered with either the newest first or the oldest first.

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

The detail format lists each transaction that falls within the specified limits for each employee separately on the report. Grand Totals for all employees are printed at the end of the transaction series unless there is only one transaction in which case totals are skipped

This Summary format is a very simple list of employees with earnings for the selected date range and totals for each employee. The columns included on the report will help the user tie back the Earnings Detail to the printed W-2s.

This listing is more detailed, and shows the distribution of all the individual timesheet detail line items.

Select this option to limit the report to transactions posted to specific Fiscal Periods. Transactions from one fiscal period or a range of periods may be printed. If transactions from only one fiscal period are desired, enter the period number as the beginning period and as the last period. Enter the period in the From and To fields or press the lookup button and the Fiscal Period Maintenance screen will come into view. Choose the desired period and press the Select button.

Select this option to limit the report to transactions paid to specific Fiscal Periods. Transactions from one fiscal period or a range of periods may be printed. If transactions from only one fiscal period are desired, enter the period number as the beginning period and as the last period. Enter the period in the From and To fields or press the lookup button and the Fiscal Period Maintenance screen will come into view. Choose the desired period and press the Select button.

As each earnings detail transaction is added to the file, the Period Ending Date of the payroll is recorded. Transactions may be included or excluded based on this date. The most common reason for setting this limit is to determine an employee’s earnings within a certain time frame. This is often necessary when a terminated employee applies for unemployment compensation, since the state will want verification of earnings for a specified time period.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular date or range of dates. To limit transactions to a single date, enter that date in both the From and To fields.

Selects the first date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Selects the last date in a range or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Activates the ranges defined on the next lines. This option may be used to limit checks to a particular date or range of dates. To limit checks to a single date, enter that date in both the From and To fields.

Selects the first date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

Selects the last date in a range of dates or a single date. Enter the date or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.

In addition to earnings and deduction data required for paycheck generation, each transaction in the Employee Earnings Detail file also includes accrual information. Employee address information is available and may be printed for each employee.

Select which types of data should be included on the report by checking the appropriate box(es). If none of the extra information is desired, leave the boxes unchecked and only the earnings and deduction information will be printed.

Employee address information is available from the Employee Master File and may be printed for each employee by checking the Include Address Information box.

Check this box to Include Other Accruals. Other Accruals includes all non-fringe accruals such as FICA, federal and state unemployment, worker’s compensation and distributed burden (misc.)

Check this box to include a summary at the end of the report of the number of full-time and part-time employees for each pay period ending date included on the report.

Check this box to print the transaction detail for the selected check. The regular and overtime hours entered for each day will be listed, along with the gross and net pay.

Check this and accruals of Vacation, Sick Pay and Pension Pay will be included on the report.

Check this and the report will print a summary for each employee showing the totals for Regular Timesheets, Salary Timesheets, Other Pay Timesheets, etc.

The report may be limited to transactions to employees residing in a specified state, to specific tax states, to unemployment states, or to Worker's Comp states.

If employees from all states should be included on the report, leave the box unchecked. All fifty states may be set up through Payroll Setup State & Local Tax Tables. Enter the two-letter abbreviation of the state for which employees should be included or press the lookup button and the State Setup screen will come into view. Highlight the desired state and press the Select button. The name of the state will be displayed next to the lookup button.

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

This report breaks down the payroll by individual employee. The Amount column is totaled for each employee, indicating the total accruals and standard deduction withheld. At the end of the report, grand totals are listed for all employees for the different categories.

The check number and date of the check are listed. The name, address, phone number, ID number and social security number of the Employee are also listed.

The taxable income is listed. This does not include accruals.
1. For salaried employees, this is the base pay of the employee.
2. For hourly employees, this is the Rate times the Regular and Overtime hours.

The report shows the Federal, State & Local Taxes, Social Security, Medicare, Worker's Compensation, Liability Insurance and State Disability Insurance withheld for each employee.

The Gross Pay is all income for this employee. This includes non-taxable income.

The Net Pay for the check is listed. This is the Gross Pay minus all deductions and accruals.

Under the Transaction Detail heading, the report itemizes each employee’s Gross Pay, Deductions, Net Pay, accruals and Timesheet Detail.

Under the Accruals heading, the report shows the total dollar amount and percentage of accrual withheld for each timesheet for the employee. The accruals listed are Social Security, Medicare, Workers Compensation, Liability Insurance and Federal & State.

This report breaks down the payroll by individual employee. The total accruals, standard deduction withheld, hours worked, gross and net pay are totaled for each employee. At the end of the report grand totals are listed for all employees for the different categories.