Purpose: This help guide will show you which reports are available in PDF format.
Pay Cycle PDF Reports
The Pay Cycle tab allows you to run reports for the selected pay cycle. PDF reports can be sorted alphabetically, by branch, class, department, and division.
It is important to understand that the uncollected items are not taken from your bank account. You will need to distribute those deductions and/or taxes separately.
The following PDF reports are available on this tab.
The Cash Requirement report provides helpful insight into your payroll debits and liabilities. You can view the total debits, check payments, fees, and outstanding liabilities from your payroll summarized or broken down by employee.
The 'Total to be Electronically Transmitted' is the amount that will be coming out of your bank account to fund the payroll.
The Payroll Summary report sums wages, taxes, deductions, and payroll fees for a pay period. This report is a great option in helping you to reconcile and verify the data, i.e. custom reports. This report can be run for a specific payroll or by a date range.
- Payroll Summary report by specific payroll: For example, let's say I wanted to see the summary of the data for a specific payroll. I would simply select the payroll (this will highlight it in gray) and then click on the Payroll Summary report. When running the report this way, the data within the report will be for the selected payroll only.
Payroll Summary report by date range: If running the report by a date range, i.e. paycheck date, the data within the report will total all payrolls within the date range criteria. For example, let's say I wanted to see the summary of the data for a specific paycheck date. I would follow the same steps as can be found in the "Date Range PDF Reports" help guide.
- It is important to note the "Date From" and the "Date To" should be actual paycheck dates. For example, if my company's paycheck dates are August 2, 16, and 30, of 2019, and I wanted to see the payroll summary for both the 2nd and 16th, I would set the "Date From" as 8/2/2019 and the "Date To" as 8/16/2019. This will ensure the respective payroll data for these actual pay dates is the only data that is included.
- On the other hand, what happens if you put 8/1/2019 to 8/30/2019 as the date range? This would result in any payroll data with a pay date within the range appearing in the report. For example, maybe there is a pending payroll for a pay date of 8/23/2019 or maybe there is a manual payroll which is for one person on 8/1/2019. Consequently, this would result in the report providing data that may not be what is wanted or accurate for the specific one-time purpose of pulling the specific date range.
- Header & Wages: The report will contain all the pertinent client and payroll specific data at the top of the page. The report will show a break down of the gross wages and then the total for the gross wages. It is important to note the taxes and deductions are included in the gross wages.
- Net Check & Direct Deposits: The report will show a breakdown between the Direct Deposits and Net Checks. This section will show the total amount of direct deposits which will be collected from TRAX, and the total amount of checks to be printed from your company's printer. In other words, if the Net Check in this section has a dollar value, these checks will need to be printed from your company's check stock and will not be collected by TRAX to fund the payroll.
- Deductions: The report will show a list of the Employee (EE) Deductions and if they are being "Collected" by TRAX. If the deduction is collected by TRAX, it will be included in the total amount withdrawn from your company's bank account to fund the payroll. However, if the deductions are "Uncollected," your company will be responsible for the physical movement of the money, i.e. paying the liability.
- Employee Taxes: The report will show a list of the Employee (EE) Taxes and if they are being "Collected" by TRAX. If the tax is collected by TRAX, it will be included in the total amount withdrawn from your company's bank account to fund the payroll. Generally, EE taxes are collected by TRAX. However, if the taxes are "Uncollected," your company will be responsible for the physical movement of the money, i.e. paying the liability. For example, NY-FLI-EE, and NY-SDI are not collected in the screenshot above. These taxes would be paid by your company and are not included in the amount of money withdrawn by TRAX to fund the payroll.
- Employer Taxes: The report will show a list of the Employer (ER) Taxes and if they are being "Collected" by TRAX. If the tax is collected by TRAX, it will be included in the total amount withdrawn from your company's bank account to fund the payroll. Generally, ER taxes are collected by TRAX.
- Report Summary: At the bottom of the report will be the report summary. This section will list out each of the section totals and sum them together to add up to the total TRAX withdrawn amount from your company's bank account under the "Collected" header. If there is any amount of monies which are not collected, they will be listed under the "Uncollected" header and will be the responsibility of your company.
The Payroll Register report will summarize each individual employees hours and wages, taxes by employee and employer, as well as employee and employer deductions.
Payroll Register with Hours
The Payroll Register With Hours report will show regular hours details for the current pay period as well as an hours total. Additionally, this report will summarize each individual employees wages, taxes by employee and employer, as well as employee and employer deductions.
The Payroll Additional Pay/Expense report will show you a list of all additional payments and expenses for the selected pay cycle. This report will also show extra recurring pay, and extra pay entered or uploaded in payroll. This will include the pay type and amount for each payment as well as the grand total.
The Benefit Balance report will include year-to-date and overall balances for each hour benefit for each employee. This will include used, earned, and available balances.
This report shows you a list of employees who were excluded from the specified payroll run. The employee's name, hire date, and termination date will show in this list.
The Company Fee Details report will list out all of the fees associated with the payroll run included in the selected pay cycle. This can include the base month fee, payroll fee per employee, timesheet fee per employee, garnishment fees, etc. The report will also show you what the grand totals are for each fee type in the selected pay cycle.
The Paper Checks report will list all employees who will be receiving paper checks. This report includes the employee's name, Employee Number, SSN, Pay Cycle Ledger ID, Check Number, and check amount. Additionally, you will see a grand total amount at the bottom for all checks during the selected pay cycle.
It is important to remember that the client is responsible for cutting the checks.
The Deductions reports allow you to run a report for each individual deduction type. Additionally, you can run the “All Deductions” report to see all deductions for all employees for that pay cycle.
Each report will include the following for each employee: employee's name, hours worked during the pay cycle, deduction amount, year-to-date total (for employee), employer amount, and employer year-to-date total. Additionally, the report will include totals for each benefit and grand totals for all benefits if you are running the "All Deductions" report.
The available reports will vary based on what deductions are currently being used for each specified pay cycle.
Date Range PDF Reports
The Date Range tab will allow you to run reports for a specific date range instead of by pay cycle. There are a few additional PDF reports that are available when using a date range. All employee data reports will include active and terminated employees for the specified date range. Date Range reports with asterisks next to them (both PDF and Excel) are run by the Date From field.
The Benefit Detail report lists out all of the credits and debits for each benefit type for each employee during the specified date range. This report includes the hour benefit type, annual benefit for that type, maximum hour benefit for that type, pay cycle dates along with all credits and debits within those dates, and the ending balance.
The Termination List report will show you all employees who were terminated during the specified date range. The report will include the employee's name, SSN, employee number, hire date, and termination date.
The New Hire List will show you all employees who were hired during the specified date range. The report will include the employee's name, SSN, employee's number, birth date, hire date, annual base salary, and termination date.
The EEO-1 report will show the total number of employees in each job category based on race/ethnicity and gender. The last row shows the total number of employees in each race/ethnicity based on gender. The last column shows the total number of employees in each job category. The final cell in the last column and last row should be the grand total of all employees* in your company.
*This total will only include employees who have the "EEOC" and "Race/Ethnicity" fields filled out on their employee record.
This report will take the employee's salary and multiplies it by the worker’s comp rate to give you an estimated premium amount for the specified time period. This helps you be able to refer back to audits with your worker comp carrier to true up anything (terminations and additions).
This report can only be used if you have set up your worker comp classification codes and rates under the Company tab. Employees can only be under one worker's comp code.