Manage Expenses With QuickBooks Employee and Payroll Reports
QuickBooks offers a collection of employee and payroll reports that provide a wealth of information about your company’s employees and payroll expenses. These reports can provide information about individual employees, or you can compile data covering all employees. All reports also can be exported to a spreadsheet easily, allowing you almost limitless options for how to use the data.
Specific reports can provide lists of current employees, employee earnings, paid-time-off balances, and much more.
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Reports With Data on Employees
These reports can help you better manage your company’s headcount and give you an overview of total labor hours, total wages paid, and other useful statistics.
Payroll Summary reports can be generated for individual employees or for all employees from a specific range of dates. It can include gross pay, net pay, taxes, and other deductions.
Payroll Details reports can drill down to information on individual paychecks, including pay, deductions, and more.
Time Activities by Employee Detail reports provide details for time activities, including hourly rates and duration for employees.
Payroll Deductions and Contributions reports provide details about employee deductions and company contributions for single pay periods or for a range of dates for individual employees or for all employees.
Employee Details reports list employees by name along with addresses, birth dates, hire dates, termination dates, pay rates, and tax information. Pay rate information can include salaries or hourly rates along with deductions or contributions, and tax information includes social security numbers along with federal, state, and local taxes paid.
Employee Directory reports can report data on contact information for each employee, including work location, phone numbers, and email address.
Total Pay reports provide information on each employee’s total pay by type, whether it be salary or hourly.
Reports for Employer Administrative Use
You can use some of these reports to complete your company’s payroll tax filings. Others can help you cross-check financial data, such as retirement plan reports and vacation and sick leave.
Payroll Tax Liability reports show all payroll taxes withheld, paid, and owed for your employees. This can be broken down by what already has been paid, what needs to be paid, or everything combined. This can provide all data for the company or data only for payroll taxes owed for individual employees.
Payroll Tax Payments reports show all the payroll tax payments made by your business for the time period entered.
Payroll Tax and Wage Summary reports show taxable wages that are subject to federal, state, and local withholding. By clicking on a particular tax, you can see the amount of taxes paid per employee or for the company as a whole.
Workers Compensation reports show wages paid for each eligible employee. This is valuable information to help prepare forms for state agencies or insurance companies. Data also can be searched for specific ranges of dates.
Vacation and Sick Leave reports show hours available and used year-to-date per employee. Searching for available hours that have not been used is a good way to identify whether or not there is a lot of upcoming time off that will be used.
Total Payroll Cost reports show all year-to-date costs associated with payroll costs for employees and contractors. This includes gross pay, net pay, deductions, company contributions, and taxes.
Retirement Plan reports shows all contributions—from employees and the company—to all available retirement plans, including 401(k), 401(k) Catch-up, SIMPLE 401(k), SIMPLE 401(k) Catch-up, 403(b), 403(b) Catch-up, SARSEP, SARSEP Catch-up, SIMPLE IRA, SIMPLE IRA Catch-up, After-tax Roth 401(k), and After-tax Roth 403(b).
Payroll Billing Summary reports show all charges for your QuickBooks Online Payroll Full Service account if you subscribe to that feature.
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Making Use of the Information
One of QuickBooks’ reporting benefits is that you can export the data relatively easily into spreadsheets. This allows you to customize the data however you see fit and use it countless ways.
Reports are especially helpful for human resources and payroll employees. With a few quick and easy clicks, they can generate detailed information about individual employees or groups of employees broken down by type of pay (hourly or salary), department, location, etc. This information is vital when cutting paychecks and for verifying and tracking payroll expenses.
Data can also be customized to show only the information staff needs to see. For example, managers may need to be able to track things like overtime hours, vacation and sick days used, and contact information, but they should not have access to more sensitive information such as social security numbers.
You can customize reports to exclude certain data items through the software itself, depending on your needs, or by exporting the data and creating your own customizations in a spreadsheet.
Employees can access information relevant to themselves. For example, if an employee wants to look up how much vacation time he has available or track state or federal tax deductions, he can have access to reports that are limited to only his data.
New Feature for QuickBooks Desktop: Employee Pay Adjustment History Report
I am excited to announce that on Oct. 24, Intuit® released the maintenance update R3 for 2018 QuickBooks® Desktop. It’s a bit unusual to see something totally new appear in a maintenance release of a desktop product, but it seems that Intuit does intend to do this from time to time. Intuit released a new Desktop Payroll Feature – Employee Pay Adjustment History Report. We have been asking for additional payroll reports and Intuit has listened.
The Employee Pay Adjustments History report tracks employee pay rate changes over a customizable time period. It highlights the changes of the Earnings items in the paychecks and when those changes came into effect. These changes can mean adjustments to the following:
Rate of an hourly payroll item
Annual rate of a salary payroll item
Rate of a commission payroll item
Rate of a bonus payroll item
The report does not track the overall sum paid to the employee, but instead, strictly the rate of Earnings payroll items paid to an employee. Now, you can see all changes in earnings in one report.
To access the report:
In your QuickBooks Desktop menu, select Report > Employees & Payroll > Employees Pay Adjustments History.
Click OK on the pop-up message that shows in your screen.
Payroll Items
This report features changes to the rate of the Earnings items in the paycheck, such as Salary, Hourly, Bonus and Commission. By default, if there’s a change in at least one of the Earnings items in the paycheck, all the Earnings items in that paycheck will be featured in the report to avoid misleading the customer into thinking that they have missing payroll items in the paycheck that they created.
Fields in the report
Pay Period: The pay period of the paychecks when the change came into effect.
Paycheck Date: The date of the paychecks when the change came into effect.
Previous Rate: The pay rate of the paycheck of the employee prior to the change.
Current Rate: The pay rate of the paycheck of the employee after the change.
% Change: The percentage rate of the change. This can be a positive/negative figure, depending on the change if it is a raise or a fall.
Payroll Item: The name of the Earnings payroll item that is affected by the change.
Amount Paid: The exact amount of each Earnings item in the paycheck.
This report will allow us to verify changes in Earnings, review employee Earnings history for Human Resource purposes and allow us to budget potential raises in the future based upon historical data. Thanks Intuit for helping us be more efficient for our clients!
How To Add Employees In QuickBooks Pro
Most businesses aren’t one-man shows. Odds are, you have a team of people who make running your business possible. But there’s more to having employees than meets the eye.
Employees mean tax obligations, payroll schedules, and much more. That’s why we’re going to walk you through how to properly add employees into QuickBooks Pro, how to save important employee tax information, and how to set payroll defaults for your employees. Depending on the number of employees you have, this process can take quite a bit of time, but we’ll walk you through step by step to make everything as easy as possible.
To begin, go to Employees>Employee Center>Add Employee
Employee information is divided into four sections: Personal, Address & Contact, Payroll Information, and Employment Information.
Payroll Information
If desired, create a payroll schedule for your employee. According to QuickBooks, “Payroll schedules allow you to group employees who have the same pay frequency in whichever way that helps make your payroll runs convenient and hassle-free.”
To create a payroll schedule, go to Payroll Schedule>Add New. You’ll be taken to the screen below, where you’ll be prompted to tell the software what you want to name the payroll schedule, how often your employees get paid, the pay period end date, and the date that should appear on paychecks for the pay period.
Advance Payments
Using Zoho Expense, Admins can record the advance payment given to their employees. They can keep track of the advance amount spent and the amount remaining in the hands of the employee. Employees can apply this advance amount on their expense amount, at the same time, record advance payment on their own.
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Let’s go deeper into how this works:
Recording advance payment for your employees
Applying advance payments on reports
Recording advance payment in reports
Editing/Removing an Advance payment
Deleting an advance payment
Using excess advance payment on future expense reports
Editing/Removing an Advance payment
To edit an advance payment:
Click on the report for which you have recorded an advance payment.
Move to the Advance Payments section in the report details.
Click on the More icon present next to the Advance amount.
Select Edit option from the drop-down.
An Edit Advance Payment window will open on the screen.
Make the necessary changes and click Record Advance for the changes to take effect.
Using excess advance payment on future expense reports
For example, your employee applies an advance payment of $100 to an expense report of $80. As an admin, you can carry forward the excess amount of $20 as a new advance payment which your employee can use on future expense reports.
Admins can perform the following steps
Go to the Reports Approval.
Select the particular report under all approvals.
Click Record Reimbursement option.