Employee Listings Employee Listings
Employee Listings may be generated whenever needed by selecting Employee Listing from the Payroll Report Menu. Lists may be in alphabetical or numerical order. Inactive employees may be included or excluded. Lists may be limited by employee number to a single employee or a specific group of employees. When Employee Listing is chosen, the following screen comes into view.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change an Employee Listing Report
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
To print a report, press the Print button. For more information, see Printing Reports.
Report Description: Employee Listings
Report Sample: Employee Listings
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Add or Change an Employee Listing Report
To Add or Change an Employee Listing Report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of all employees is desired. Several limits may be set to narrow the list down to a very small list of employees.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
Use this section to limit the report by employee. Use the Range setting to set a range of employee numbers. Use the List setting to specify a list of employees to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Employee reporting limits. Select Range to enter a range of Employees in the From and To fields. Select List to report on a list of selected Employees.
From
Selects the first employee in a range of employees or a single employee. To select a limited number of employees, enter the first employee's ID number or name in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
To
Selects the last employee in a range of employees or a single employee. To select a limited number of employees, enter the last employee's ID number or name in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
Edit Employee List (button)
Click the Edit Employee List button to add or remove Employees from the list of Employees to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Employees that are not included in the list are displayed in these columns.
Included Records
All Included Employees are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Print Inactive Employees (check box)
If this box is not checked, all inactive employees will be excluded from the report. Employees that have been laid off or terminated may be marked as inactive in their employee records. For information on changing the status of an employee, see the Personal Tab in Employees. The main purpose of this flag is so that these employees may be excluded and thus avoid cluttering reports with information about employees who are not currently working.
Print Terminated Employees (check box)
Select this box to include Terminated Employees on the Employee Listings.
Print Executive Employees (check box)
Select this box to include Executive Employees on the Employee Listings.
Only "Mailing List" Employees (check box)
Check this box to include only Employees who were selected for inclusion in the "Mailing List". For more information, Adding or Changing an Employee > Personal tab > Miscellaneous.
Only Employees with Expired Documents (check box)
Check this box to include only Employees have documents that are currently expired. For more information, Adding or Changing an Employee > Documents Tab.
Employee lists may be ordered either alphabetically by last name, or in numerical order according to employee numbers.
By Employee Name (radio button)
This option lists all the employees in alphabetical order by the employee's last name and affects the Employee entry fields.
By Employee ID (radio button)
This option lists all the employees in numerical order by Employee ID number and affects the Employee entry fields.
Use Legal Name Instead of Preferred Name (check box)
Check this box to print Employees' legal names rather than any Preferred Names that may have been specified in the Employee files.
These settings allow the report to be printed for only employees who have earnings within a specified earnings year.
This field allows specific categories of employee data to be printed. Check the desired categories. Any single category or list of categories may be included.
Phone Number (check box)
This option includes the home phone number of the employee.
Employee Address (check box)
This option includes the address of the employee.
Personal data (check box)
Personal data includes items such as the phone number, hire date, birth date, social security number, marital status, state of residence, pay rates, pay cycle, default union rate table, default craft code, etc.
Earnings and Tax Summary (check box)
This information includes month, quarter-to-date, and year-to-date totals for regular and overtime hours, gross earnings, non-taxable earnings, and federal, state, local and FICA withholding taxes.
This information includes month, quarter-to-date, and year-to-date totals for each of the twelve standard deduction fields maintained by the system for each employee.
Earnings History by Year (check box)
This will cause the report to include a summary of the employee's earnings by year for as long as the employee information has been tracked.
This information includes quarter-to-date, and year-to-date totals for the employee’s gross earnings and state withholding tax for each state other than the current state of residence in which the employee had reportable earnings.
Summary of Localities (check box)
This information includes quarter-to-date, and year-to-date totals for the employee’s gross earnings.
Employment History (check box)
This information includes all changes made to an employee, date of change, and type of change.
Notes (check box)
Check this box to include each employee's notes on the report.
Photograph (check box)
Check this box to include each employee's photograph on the report.
Direct Deposit Settings (check box)
Check this box to include each employee's Direct Deposit settings on the report.
User Defined Fields (check box)
Check this box to include information entered into the User Defined Fields in the Employee file.
Vacation / Sick Pay / Pension (check box)
Check this box to include a summary of employee Vacation, Sick Pay, and Pension setup and accrued amounts.
Tenure (check box)
Check this box to include a summary of employee tenure, including their original hire date, the amount of time elapsed since their original hire date, the total number of Pay Periods they have had, and the total number of months during which they have been paid for work done.
Documents (check box)
Check this box to include a list of any entered documents for the employee. These are entered in Employee Entry on the Expirations/User tab.
Dependents (check box)
Check this box to include a list of the employee's dependents. These can be entered in Employee Entry on the Dependents tab.
Quarter and Year to Date Fields
This allows for specific quarters for any earnings year to be included in the report. Choose the year and either all earnings or earnings from one of the following four quarters.
Quarter 1 (Jan-Mar) (radio button)
Quarter 2 (Apr-Jun) (radio button)
Quarter 3 (Jul-Sep) (radio button)
Quarter 4 (Oct-Dec) (radio button)
Labels
Print Labels (check box)
This option allows labels to be printed. If this box is checked, click the button below to select the desired label format.
Click this button to select which label format will be used for printing the employee labels. The following window will appear:
Highlight any label format to see a representive sample of the labels in the pane on the right. Once the desired label format is highlighted, click the Select button.
Design ID Cards (button)
If ID Cards is selected as the label format, the Design ID Cards button will appear. Press the Design ID Cards button to bring the following screen into view.
Select the desired options for ID Cards and press the OK button
Include Photo on Rotary Cards (checkbox)
If Rotary Cards is selected as the label format, the Include Photo on Rotary Cards checkbox will appear. Check this box and employee pictures will print on the Rotary Cards.
Social Security Number Printing
Indicate how the Social Security Number should be printed on the listing.
Include Full SSN (radio button)
The full social security number will be printed on the listing.
Do Not Print SSN (radio button)
No social security number will be printed on the listing.
Last 4 Digits of SSN (radio button)
The last 4 digits of the social security number will be printed on the listing.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description: Employee Listings
The Information on this report depends on the limits or options selected. Below is a sample report with all the options selected. If none of the data categories are included in the report format, only the employee's number and name are listed.
The Employee Name, Number and Address
The employee's number and name are listed. The address of the employee is listed to the right of the employee name and number.
Personal data
Personal data includes items such as phone number, hire date, birth date, social security number, marital status, state of residence, pay rates, pay cycle, default union rate table, default craft code, etc.
Earnings and Tax Summary
This information includes month, quarter-to-date, and year-to-date totals for regular and overtime hours, gross earnings, non-taxable earnings, and federal, state, local and FICA withholding taxes.
Deduction Summary
This information includes month, quarter-to-date, and year-to-date totals for each of the standard deduction fields maintained by the system for each employee.
Summary of States
This information includes month, quarter-to-date, and year-to-date totals for the employee’s gross earnings and state withholding tax for each state other than the current state of residence in which the employee had reportable earnings.
Summary of Localities
This information includes quarter-to-date, and year-to-date totals for the employee’s gross earnings.
Report Description- Employee Labels
The employee's name and address will be printed on the chosen label format.
Report Sample - Employee Listings (Short Format)
Report Sample -Employee List (All Data Included)
Report Sample - Employee Labels
