WFM UK: List of Payroll Reports

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 after the payroll has been closed

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

There is also a short section on Custom Reports at the end.

 

Reports to Run Before Payroll has been Closed

Fourth recommend that before processing payroll and running the Payroll Preview Report, the following reports are run and become 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 who might have an incorrect hourly rate, too many or too few hours, or any tips/gratuities can be picked out – essentially checking that any Rota information is fed through correctly into payroll. 

• Go to the Payroll module and select a current payrun
• Use the Page Links drop-down (top right corner) and select Preview
• 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

In addition to the Payroll Preview, the following reports/exports can be run to provide supporting information.

 

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 onscreen
• 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 employees' salaries are being pro-rated correctly by the system

Deviation Report

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

Fig.2 - Page Links > Deviation

This report:

• Appears onscreen
• 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 their 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 are displayed 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 onscreen or exported as a CSV file for use in Excel
• Breaks down by location, division, and employees' individual 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 onscreen or exported as a CSV file for use 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 into 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 onscreen or exported as a CSV file for use 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 onscreen or exported as a CSV file for use 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 onscreen or exported as a CSV file for use 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 > Page Links View P32 Details

Fig.3 - View P32 Details on Page Links

This report:

• Breaks down the information by tax period so it 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 > Page Links > View HMRC Payments

Fig.4 - Viewing HMRC Payments tab in Page Links

• Then select a Tax Period

Fig.5 - Selecting a Tax period

• Enter amounts that have been paid and then tick the Complete box
• Save

The information will then be fed to the P35 for the 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