WFM UK: List of Payroll Reports – Fourth & HotSchedules Customer Success Portal

Overview

The reports available within the Payroll module are split into two sections:

Reports that can be run before the payroll is closed
Reports that can be run once the payroll has been closed

This article is therefore divided into these two sections.

Most reports will be easier to use if the output format is changed from ‘Normal On Screen’ to ‘Text File csv’.

Reports to Run Before Payroll has been Closed

Fourth recommends that before both processing payroll and running the Payroll Preview Report, the following reports are run and that this becomes part of a routine.

Absence Analysis (HR module)
Holiday Status (HR module)
Staff Turnover Report (HR module)
Rota Summary (Rotas module)

These reports can all be found by going to HR/Rotas module > Reports >View Reports

Payroll Preview

The key payroll report is the Payroll Preview. This report details each employee by Location and Division and breaks down their gross to net pay. Employees can be picked out who might have an incorrect hourly rate, too many or too few hours or any tips/gratuities –essentially checking that any Rota information is feeding through correctly into payroll.

Go to the Payroll module and select a current payrun
Select Preview from the options along the top of the page
Select a Location and Division from the drop-downs in the pop-up window
Select a Type
- Basic Details - Shows Gross to Net pay. By exporting to Excel, it is possible to see the distinction between employer's and employees' NI. Excel Functions can also be used to check for high/low tax deductions, tax refunds, high net pay, high gross pay, pension contributions, negative nets etc
- With Pay Elements - Includes salary/hours and anything added on top
- With Pay Elements and Deductions - Includes salary/hours and anything added and deducted, for example SSP and SMP. Again, by exporting to Excel, pay elements can be filtered to cross-match against any uploads
- Payroll Differences - Shows payments on the left and deductions on the right
When all selections are made, use the Run Preview button

Fig.1 - Running a Payroll Preview

In addition and as supporting reports to the Payroll Preview, the following reports / exports can be run:

Pay Element Preview

Go to Payroll > Reports > View Reports > Pay Element Preview

This report:

Highlights all pay elements against an employee, including any salaries, within a pay period.

Salary Changes Report

Go to Payroll > Reports > View Reports > View Salary Changes

This report:

Appears on-screen
Can be run by Location, Division, Company and Pay Basis, and it is also possible to enter a start/end date to search between
Will return all salary changes for the specified criteria
Will display employees' salaries which have changed, employees who have moved from hourly to salaried and vice versa
States who has changed the pay rate, the date it was changed and the effective date of the change
Can be used to cross-check that employee’s salaries are being pro-rated correctly by the system

Deviation Report

Go to Payroll > Pay Runs > Current Pay Run List > select Pay Run > Deviation > enter the deviation % required > Search

This report:

Appears on-screen
Will return all employees (broken down by location and division) who have a deviation % over the stated figure
Details the employee's net pay last period, this period, and the difference between in £ and %
Is beneficial for checking for tax refunds and high tax deductions as it is based on net pay rather than gross

Payment Exceptions

Go to Payroll > Reports > Exports > Payment Exceptions > Select Company and Pay Basis > Run Report

This report:

Runs in Excel format
Returns any employees who are receiving a gross payment of over £1000 which is a non-calculated payment type e.g. a payment type which is not linked to annual salary
Is beneficial for cross-checking anything which has been uploaded or manually keyed to check the values, e.g. a bonus payment type

Reports to Run After Payroll has been Closed

Pay Run Report

Go to Payroll > Pay Runs > Past Pay Run List > search for and select a Pay Run > Pay Run Report

This report:

Can be run by Location/Division
Can be configured to show basic details, with pay elements or with pay elements and deductions
Can be exported to Excel if required
Is the same as the Payroll Preview except that it shows employers' NIC, tax refunds display in red, and arrows show next to an employee’s name to indicate a variance of more than 10% in gross pay since the previous period
Is a supporting report to all the other reports/exports available within the system

Payroll Summary – Individual Pay Period

Go to Payroll > Reports > View Reports > Payroll Summary – Individual Pay Period > select the Company, Pay Basis and Pay Run information

This report:

Can either be run on-screen or exported as a csv file for using in Excel
Breaks down by location, division, and employees' individual’s gross to net pay including employer's NI
Also breaks down by all statutory payments, deductions, tax, NIC, pensions, attachments and student loans
Can be used to assist with balancing PAYE figures for payment over to HMRC each month

Payroll P30 Summary

Go to Payroll > Reports > View Reports > Payroll P30 Summary > select Company and Tax Year

This report:

Can either be run on-screen or exported as a csv file for using in Excel
Breaks down by tax month the gross to net liability for tax and NIC and also displays the payments which have been entered onto the system TD via the HMRC payments screens

Pension Contributions

Go to Payroll > Reports > View Reports > Pension Contributions > select the required Company, Pay Run, and Dates

This report:

Can either be run on-screen or exported as a csv file for using in Excel
Breaks down by employee and pension details - employee and employer contributions
Shows the % figures if the employee(s) have % pension deductions rather than fixed deductions
Is used to assist with making payments over to pension providers on a monthly basis

Payroll Deduction and Attachment Report

Go to Payroll > Reports > View Reports > Payroll Deduction and Attachment Report > tick the Include Deductions on report and/or Include Attachments on report boxes
Specify to include particular Deductions/Attachments or include All
Enter a Date range

This report:

Can either be run on-screen or exported as a csv file for using in Excel
Displays all deductions and attachments which have gone through the period specified and in addition include employees' locations, divisions, pay basis and date deductions were made
Displays the reference details and bank details of the attachment of earnings orders if they have been set up within individuals' deductions
Can assist with making payments over to third parties and courts e.g. childcare voucher providers

Payroll BACS Transfer

Go to Payroll > Reports > View Reports > Payroll BACS Transfer > select a Company, Pay Basis, Location, Division, Pay Run, and Pay Method

This report:

Can either be run on-screen or exported as a csv file for using in Excel
Displays each employee's bank details and NET pay for the period
Can be useful from an auditing perspective as it displays at any pay period selected the employees' bank details at the time when the BACS was sent

Nominal Ledger Export

Go to Payroll > Reports > Exports > Nominal Ledger Export > select Company, Pay Basis and Pay Run and select the format Standard

This report (if Standard format is chosen):

Runs in Excel format
Is used by finance teams and each of the available formats is specific to an individual company’s accounts package
Will just group payments by location and payment code

This report (if Version AG format is chosen):

Runs in Excel format
Will produce a more detailed export
Breaks each employee down individually, allowing pivoting of the information for uploading into an accounts package.
Is useful to payroll teams as it lists all pay elements and deductions which have gone through a pay period
Can be useful if needing to total any payments which have gone through the system for a pay run

P32 Details

Go to Payroll > Administration > Company Setup > select a Company
Select View P32 Details

This report:

Breaks down the information by tax period so includes all payments from the 6th of one month to the 5th of the following month
Gives the gross amounts and net amounts for PAYE and NIC

HMRC Payments

Go to Payroll > Administration > Company Setup > select a Company
Select View HMRC Payments
Select a Tax Period
Enter amounts that have been paid and then tick the Complete box
Save

The information will then feed through to the P35 for year end.

Employees on a BR tax code

Go to Payroll > Reports > Exports > Employees on a BR Tax Code
In the Data (All or Tax Code) field enter the required tax code or the word All
In the Data (All, Current, Former) field, enter one of those three choices

This report:

Runs in Excel format
Can be used to see what tax codes employees are on and what forms employees have been added to payroll with

Payroll Payments by Pay Basis

Go to Payroll > Reports > Exports > Payroll Payments by PayBasis
Select a Company, Location, Division, Pay Basis and Pay Run

This report:

Runs in Excel format
Shows all payments which have been processed for the selected pay run

Payroll Deductions by Pay Basis

Go to Payroll > Reports > Exports > Payroll Deductions by PayBasis
Select a Company, Location, Division, Pay Basis and Pay Run

This report:

Runs in Excel format
Is the same as Payroll Payments by PayBasis but returns deductions for the selected pay run

Employee Hours

Go to Rotas > Reports > Exports > Employee Hours Worked
Select a Location, Division and a Date Range

This report:

Runs in Excel format
Will return the hours worked by the employees for each of the days within the range specified
Breaks down if employees are hourly or salaried. If hourly, it shows their hourly rates

Holiday Accrual Journal

Go to Payroll > Reports > Exports > Holiday Accrual Journal
Select a Location, Division, Job Title and a Date Range

This report:

Is broken down by employee and shows information regarding holidays taken, booked, allowed, accrued etc
Gives a breakdown of rota-paid holiday taken not accrued, rota-paid holiday accrued not taken, salaried holiday taken not accrued and salaried holiday accrued not taken

Custom Reports

In addition to all the reports/exports listed above, the system has the ability for custom reports to be written.

Go to Payroll > Reports > Custom Reports - all existing custom reports will be displayed here
To create a new custom report, select Create Template
Enter a Template Name and chose a Report Type from the drop-down
Enter a Template Description if desired, and select Save

A list of fields will then appear.

Tick the box(es) in the Return column against the fields that are to be included in the report
Enter numbers in the Sequence column to return the information in a specific order (1 being first)
Select Condition and Order against each field for greater detail in what the return will run
Further information on using this page is displayed on the right side under 'Help'

For example...

To return all employees who have been paid a bonus amount for a specified pay period where there is more than one payment type of bonus e.g. Quarterly Bonus, Supervisor Bonus, select the condition of LIKE
This will return all payment types with ‘Bonus’ in the description

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