Payroll register, deduction register, and earnings statement

Use the Statement of Earnings to view all the relevant information of an employee's payroll run in a single place so that you can view and verify the run results easily. For example, as a payroll manager of an employee who's transferred to another state or province, you can view the employee's Statement of Earnings to verify their withholding is paid to the correct state or province.

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Details of the Statement of Earnings
Control the Details to View in the Statement of Earnings
Before you Begin
Report Parameters
Report Results
What is the relationship between the payroll register and the employees earnings records?
What is a statement of earning and deduction?
What is included in a payroll register?
What is the difference between a payroll journal and a payroll register?

You can open an employee's Statement of Earnings using either of these tasks:

Use the Person Results task to directly search for an employee and view their Statement of Earnings.
Use the Process Results Summary task to search and select the flow you've submitted and view individual records processed by the flow. Use the Actions menu on an individual record to open the Statement of Earnings of the employee.

You can find the Person Results and the Process Results Summary tasks in the Payroll section under My Client Groups on the Home page.

Details of the Statement of Earnings

The Statement of Earnings shows you the processing details and the breakdown of the payroll calculations by balance groups.

When you open the Statement of Earnings page for an employee, the page first loads the Net Pay amount of the employee. You can view at a glance the Net Pay amount for the employee. The page displays an icon to indicate that the page is loading more information such as the total amounts of other balance groups. Data for other balance groups are displayed subsequently on the page.

After all the information gets loaded onto the page, you can navigate to the other regions of the Statement of Earnings. For example, you can expand the Gross Pay or Employee Tax Deductions to view more details of the calculations.

The tabs and sections available to view depends on your country's implementation. The tabs at the top of the Statement of Earnings display the following:

Net Payment
Earnings
Employee Tax Deductions
Employer Contributions

The tabs show the overview of amounts calculated, click on the amount to view the year-to-date balance totals.

Use the Actions menu at the page-level to select other results to review on the View Person Process Results page. This table lists the sections you can view in place of the Statement of Earnings.

Sections

Details

Costing Results

Costing details for elements processed in the payroll run that have costing information defined for them.

Balance Results

Balance results that confirm the payroll run has completed successfully.

Verify that an employee has the correct pay and amount of tax deducted
Review a balance before and after adjusting it

Messages

Messages generated by payroll processes when they raise warnings or errors.

Run Results

Run results for each element processed in the payroll run. Use the filter options to narrow your search. For example, filter on state or province to view if the employee's balance calculation reflects values for the new state or province.

Calculation Card

For example, open the transferred employee's calculation card to verify if the work address reflects the new state or province.

Control the Details to View in the Statement of Earnings

The Person Process Results page shows the results for all the run types processed for the payroll run at the payroll relationship level. Use one of these options to control which details display in the detailed and summary sections of the Statement of Earnings.

The Payroll Register reports the earnings, taxes, deductions, and employer liabilities archived in the periodic archive process.

It has both a summary and detail mode.

Verify total payment amounts per balance category and compare payment values to previous periods.

To generate the report:

From My Client Groups, click Payroll.
Click Submit a Flow.
Select your legislative data group (LDG).
Search for and select Payroll Register.

Before you Begin

Run this report after you run the payroll archive process.

You must have successfully completed archival of your periodic payroll data. This usually occurs during your payroll flow. For further info, see Archive Periodic Payroll Results in the Help Center.

Report Parameters

The parameter values determine which records to include in the report. Most parameters are self-explanatory, while the following have special meaning in the context of this report.

Scope

Select the scope of this report. Select Detail to generate a report that includes details of deductions listed for each employee. Otherwise, select Summary.

Process Start and End Date

Select the range of dates that capture the desired reporting period.

Payroll

To run this report for a single payroll, select the required payroll name. If you leave the field blank, the report runs for all payrolls.

Consolidation Group

Use this field to run the report against a consolidation group. A consolidation group defines a grouping of different payrolls for reporting purposes. For example, you can use this field to run this report for a subset of payrolls. You can select a value only if you have a predefined consolidation group. If you leave the field blank, the report runs for all the consolidation groups.

Payroll Statutory Unit

Select a value to report on the balances of employees in a specific payroll statutory unit (PSU). If you leave the field blank, the report runs for all PSUs.

Tax Reporting Unit

Select a value to report on the balances of employees in a specific tax reporting unit (TRU). If you leave the field blank, the report runs for all the TRUs.

Person

Use this field to limit the report results to a single person. If you leave the field blank, the report runs for all people included in the selected payroll run.

Payroll Relationship Group

Use this field to verify deduction balances for persons belonging to a specific payroll relationship group. You can specify a value only if you have a predefined payroll relationship group. If you leave the field blank, the report runs for all the defined payroll relationship groups.

Person Page Break

Select Yes to display the report output in a separate page for each person. This field isn't available for the Summary report.

Process Configuration Group

Use this field to run the report for a specific process configuration group, instead of the default one. A process configuration group is used to set rules for payroll processes, such as enabling logging or setting the number of threads. You can select a value only if you have a predefined process configuration group.

Note: Use the Payroll Process Configuration task under to define a Process Configuration Group, before you can use it here.

Latest Process YTD Total Only

If you select No, the report lists current (run) balances based on the value selected for the Balances Reported parameter against every process that's included by the report parameters. For example, if there are three payroll calculations run between the start and end dates of the report, the report lists the statutory deduction balances in three sets, one for each process.

If you select Yes, the report includes year-to-date totals from only the last process run prior to the specified end date, such as the last process run for each TRU or PSU. However, it's recommended to run the Statutory Deduction Register for the Latest Process instead.

Balances Reported

Use this field to run this report for payment balances, nonpayment balances, or both, as given here.

Payment Only: Includes balances included in the payments process.
Nonpayment Only: Includes balances that aren't included in the payments process.

If you leave the field blank, the report includes all balances.

Report Category

A report category is a group of delivery options. Select a value to determine the set of delivery options for this report submission. You can define your own delivery option and include it in the report category. For example, you can define a report category to use a combination of both PDF and Excel delivery options for a single submission of the report.

For further info, see Delivery Options for Extract-Based Payroll Reports in the Help Center.

Run Mode

Use this parameter to decide if the report must retain or discard the transient data it creates during the report execution. The default value is Normal, the temporary transient data produced during report execution is discarded.

Select Debug only to investigate an issue with the report output or when instructed by Oracle Support.

The Normal option discards the temporary data.

Report Results

This process generates either a Summary or Detail output report, depending on the Scope you select.

Summary

Use the summary report to verify total payment amounts per balance category for a payroll period for a payroll statutory unit or a tax reporting unit. The summary report provides a list of balances by:

Balance Category
PSU and TRU
Balance Name
References
Current Amount

The PDF output has these summary sections with sub-totals in each section as given here:

Balance Categories Summary
Balances Summary with sub-totals for each balance category
Balances by PSU and TRU Summary with sub-totals for each balance category within each PSU

Detail Report

In addition to the summary balances shown by the Summary report, the detail report also includes the following employee level deductions information:

Balance Category
Balance Name
Total Deduction Amount

The PDF output has these summary sections with sub-totals in each section as given here:

Balances and Balance Categories Summary with sub-totals for each balance category.
Balances Summary for each balance category.
Balances by PSU and TRU Summary with sub-totals for each balance category within each PSU.
Balance Details for a Person with sub-totals for each balance and balance category. This section also includes Payroll relationship number, run type, payroll period, calculation breakdown ID, and year-to-date deduction amount.

The detail report is sorted in the order of payroll statutory unit, tax reporting unit, person name, payroll, pay period, balance category and balance.

What is the relationship between the payroll register and the employees earnings records?

The payroll register shows gross earnings, deductions, net pay, and taxable earnings for a payroll period. The employee earnings record shows the gross earnings, deductions, and net pay for an employee for an entire calendar year.

What is a statement of earning and deduction?

The Earnings section identifies earnings for the pay period. The Deductions section identifies deductions from the earnings; employer contributions for health and pension programs; applicable gross; and year-to-date amounts. Additional comments are located at the bottom of the statement.

What is included in a payroll register?

A payroll register is tool that records wage payment information about each employee – gross pay, deductions, tax withholding, net pay and other payroll-related information – for each pay period and pay date.

What is the difference between a payroll journal and a payroll register?

Differences. Differences between a payroll journal and a payroll register include the level of detail recorded and the confidential nature of each. The payroll journal records the total dollars each time the company processes payroll. The payroll register lists individual dollar amounts and includes employee data.