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Payroll Transaction Reports

Using the Workers' Compensation Transaction Report

Information on the report

 Assessment format

  • Workers' compensation group, code, description, and rate.
  • Employee total pay, excess earnings, assessable earnings, and the assessment.
  • Workers' compensation code totals. Company totals print at the end of the report.

The detail version of the report breaks the information down by employee (number and name) and prints totals at the end. The summary version prints totals only.

Totals format

  • Workers' compensation group, code, description, and assessment.
  • The employee's hours worked (regular and overtime) and pay amounts (regular, overtime, and total).

The detail version of the report breaks the information down by paycheck and earning/deduction. The summary version prints totals only.

Entries made in Transaction History are listed on this report with a paycheck number of zero (0.)

Transaction format

  • Workers' compensation group, code, and description.
  • The employee number, name, paycheck number, earning or deduction and the amount of its assessment and GL transaction, and the applicable expense or liability accounts.
  • Assessment and GL transaction totals. Company totals print at the end of the report.

The report lists and totals the information first by expense account, then by liability account.

Entries made in Transaction History are listed on this report with a paycheck number of zero (0.)

To print the report

  1. From Payroll > Transaction Reports , select Workers' Compensation.
  2. At the Report Format field, select from the following five report options (these are each unique reports):
    • Assessment Detail and Summary. For each workers’ compensation code, the report shows amounts such as total pay, assessable earnings, and assessments.
    • Totals Detail and Totals Summary. For each workers’ compensation code, the report shows the hours worked by the employee and pay amounts (by check date, if you chose Totals Detail.)
    • G/L Transactions. For each workers' compensation code, the report shows the assessment amounts of employee earnings and the amount of the general ledger transaction, as well as the associated expense and liability accounts. The primary use of this report is to reconcile workers' compensation assessments (which are stored out to 5 decimal places) to the general ledger transactions (which are stored out to 2 decimal places) by processing manual G/L transactions using the difference between these two amounts; however it can also be used to identify check details with missing G/L account associations.
  3. The Retrieve Assessments from Payroll Register check box allows you to process reports for payrolls. If you clear the check box, only workers' compensation assessments on payrolls from that point forward display on the report. If you have preexisting workers' compensation data prior to that date, clear this check box to report on that historical assessment data. Select this check box to include:
    • Details for codes applicable to Worker's Compensation even if the codes are not assigned to Worker's Compensation Groups or Codes.
    • Only those calculations from the Payroll Register starting from the current calendar year. Employee details for payrolls processed in prior calendar years will not be assessed or reported.
  4. If you select an assessment (detail or summary) report format and clear the Retrieve Assessments from Payroll Register check box, the Rates field displays. Choose to compile the report based on current or previous workers’ compensation rates. If reporting on previous rates, the previous rate information should already be set up on the Workers’ Compensation Codes window.
  5. At the WC Group field, select the workers' compensation group for the report. 

    6. Note: If Retrieve Assessments from Payroll Register is selected, you can leave this field blank to report on all earnings that do not have a WC group assigned to them. WC Group is a required field for the G/L Transactions report.Earnings that are not “Subject to Workers’ Compensation” will display on the report in this case.

    • If your WC Group is based on a Rate per Hour Calculation Method, the Benefits and Shift Hours are not applicable and do not display on the Assessment Detail, Assessment Summary, Totals Detail, or Totals Summary reports when the Retrieve Assessment from Payroll Register check box is selected. These reports will display the Benefit and Shift Hours in the Unapplied Hours details column with a zero (0) Rate per Hour for auditing purposes.
  6. At the Workers Compensation Code From and To fields, enter the range of workers' compensation codes on which to base the report.
  7. At the Employees From and To fields, enter the range of employees on which to base the report or use the Selection List field to select a list of employees.
  8. At the Check Dates From and To fields, enter the range of check dates on which to base the report.

    If you selected an assessment (detail or summary) report format:

    • You must enter the same year for both the From and To dates if Retrieve Assessments from Payroll Register is cleared.
    • The payroll program verifies the From Check Date against the Start Date entered on the Workers’ Compensation Codes window (or against the Previous Start Date, if you have chosen to report previous rates). If you enter a From Check Date that falls before the Start Date (or Previous Start Date, if reporting previous rates), a message warns you that the date falls outside the date range. You can still print the report.  
  9. Click Print.
  10. When finished, click Close.