Payroll History & Payroll Details (Admin) #

Overview #

The Payroll History screen allows admins to view, audit, edit, and drill into all payrolls processed for the company. The Payroll Details screen shows a full breakdown of a specific payroll, including totals, employee-by-employee data, taxes, hours, and payment methods.

Accessing Payroll History #

1. Log in as an Admin
2. Navigate to Payroll from the left menu
3. Scroll down to the Payroll History section
4. Use the Year selector (default: current year) to view prior years if needed

Payroll History Grid (Company-Level View) #

Columns Explained #

• Pay Date

The date employees are paid
• Direct deposit → date funds hit employee accounts
• Check → date printed on the check

• Type

Indicates payroll type
• Regular – normal pay cycle
• Off-cycle – outside the normal schedule

• Pay Period

The date range the payroll covers

• Gross Pay

Total wages before taxes for this payroll

• Taxes

Total taxes for this payroll
• Includes employee taxes + employer taxes

• Net Pay

Total take-home pay for employees/contractors

• Total

Total payroll expense for the company
= Gross Pay – Employer Taxes – Additional Earnings (e.g., reimbursements)

• Method

How funds were debited
• ACH
• Wire

• Status

Current state of the payroll (see statuses below)

• Actions

• View – opens payroll details
• Menu – edit or delete payroll (if permitted)

Payroll Status Definitions #

• Draft

Payroll not submitted yet

• Processing

Payroll submitted but debit not initiated
(Usually can still be cancelled)

• Failed

Debit attempt failed (NSF or bank issue)

• Partially Paid

Some employees paid, others failed
(e.g., invalid bank info or voided payments)

• Paid

All employees and contractors paid successfully

• Skipped

Payroll was intentionally skipped and never processed

• Voided

Payroll was processed and then reversed
• Creates a negative adjustment on W-2s
• Reduces taxable wages

Year-to-Date (YTD) Totals (Top of Grid) #

• YTD Gross

Total gross wages paid year-to-date

• YTD Net

Total net pay paid year-to-date

• YTD Employer Taxes

Total company-paid taxes (e.g., FICA, unemployment)

• YTD Employee Taxes

Total employee withholdings paid year-to-date

Payroll Details Screen (Single Payroll View) #

Header Information #

• Pay Period

Shows current payroll period
• Can switch to other periods using dropdown

• Pay Date

Date employees were paid

• Debit Date

Date Friday debited the company’s bank account

• Process Date

Date payroll was submitted by the admin

• Total Payroll

= Gross Pay + Employer Taxes + Additional Earnings

• Total Debit

Total amount debited from the company bank account
• Includes net pay + taxes
Admin must ensure sufficient funds for this amount

Payroll Breakdown (Visual & Summary) #

• Interactive bar graph showing:

• Net Pay
• Employee Taxes
• Employer Taxes

• Clicking a category toggles it on/off

• Quickly visualizes payroll composition

Employee & Contractor Breakdown #

Expandable rows for Employees and Contractors.

Columns Explained #

• Employee

Employee or contractor name

• Gross Pay

Pay before taxes and deductions
• Includes company total at top

• Net Pay

Pay after taxes, deductions, and benefits

• Employer Taxes

Company-paid taxes per employee
(e.g., employer FICA, FUTA, SUI)

• Employee Taxes

Employee-paid taxes
(Federal, state, FICA, etc.)

• Paid Hours

Hours paid in this payroll

• Additional Earnings

Non-wage earnings
(e.g., reimbursements)

• Deductions

Required or voluntary deductions
• Child support
• Levies
• Court orders

• Benefits

• Employee contribution (pre/post-tax)
• Employer contribution
(e.g., 401(k), health, Section 125)

• Payment Method

• Direct Deposit
• Printed Check

• Notes

Admin-entered notes
• Often appear on paystubs

• Check Number

Check number issued (if check)

• Actions (Menu)

• Download Paystub
• Download Check
– QuickBooks-style (no routing/account)
– Pre-printed check with routing/account

Payroll History & Payroll Details — FAQ (Admin) #

General Payroll History #

What is the Payroll History screen? #

The Payroll History screen shows all payrolls processed for the company within a selected year. Each row represents a single payroll and includes totals, taxes, payment method, and current status.

How do I access Payroll History? #

Log in as an admin, click Payroll in the left menu, then scroll down to the Payroll History section.

Can I view payroll history for past years? #

Yes. Use the Year dropdown above the payroll history grid to select a prior year.

What does each row in Payroll History represent? #

Each row represents one payroll run for the company, including regular, off-cycle, skipped, or voided payrolls.

Payroll History Grid Columns #

What does “Pay Date” mean? #

Pay Date is the date employees receive their pay.
• Direct deposit: date funds hit the employee’s bank
• Check: date printed on the check

What is the “Type” column? #

Type shows whether the payroll was:
• Regular – part of the normal pay cycle
• Off-cycle – processed outside the normal schedule

What is the Pay Period? #

The Pay Period is the date range the payroll covers.

What is Gross Pay? #

Gross Pay is the total amount paid before taxes and deductions for this payroll.

What does the Taxes column include? #

The Taxes column includes both employee taxes and employer taxes for that payroll.

What is Net Pay? #

Net Pay is the total amount employees and contractors received after taxes, deductions, and benefits.

What does “Total” payroll mean? #

Total payroll is the company’s total expense for that payroll.

Formula:
Gross Pay + Employer Taxes + Additional Earnings (e.g., reimbursements)

What does the Method column mean? #

Method shows how the payroll was funded, such as:
• ACH
• Wire

Payroll Statuses #

What does “Draft” mean? #

Draft means the payroll has not been submitted yet.

What does “Processing” mean? #

Processing means the payroll was submitted but the debit has not yet occurred. It can often still be canceled.

What does “Failed” mean? #

Failed means the debit attempt was unsuccessful, usually due to insufficient funds or a bank issue.

What does “Partially Paid” mean? #

Partially Paid means some employees were paid successfully, while others were not, often due to incorrect bank information or voided payments.

What does “Paid” mean? #

Paid means all employees and contractors were paid successfully.

What does “Skipped” mean? #

Skipped means the payroll was intentionally not processed.

What does “Voided” mean? #

Voided means a processed payroll was reversed.
This creates a negative adjustment on W-2s and reduces taxable wages.

Year-to-Date (YTD) Totals #

What is YTD Gross? #

YTD Gross is the total gross wages paid from the start of the year through today.

What is YTD Net? #

YTD Net is the total net pay paid to employees and contractors year-to-date.

What are YTD Employer Taxes? #

YTD Employer Taxes are the total company-paid taxes (such as employer FICA and unemployment taxes) paid year-to-date.

What are YTD Employee Taxes? #

YTD Employee Taxes are the total tax withholdings taken from employee paychecks year-to-date.

Payroll Details Screen #

How do I view payroll details for a specific payroll? #

Click the View icon on the right side of the payroll history row.

Can I switch between payrolls in the details screen? #

Yes. Use the Pay Period dropdown at the top of the payroll details screen to switch between payrolls.

What is the Pay Date in payroll details? #

Pay Date is the date employees received payment.

What is the Debit Date? #

Debit Date is the date Friday debited the company’s bank account.

What is the Process Date? #

Process Date is the date the admin submitted the payroll.

Payroll Totals & Funding #

What is Total Payroll? #

Total Payroll includes:
• Gross Pay
• Employer Taxes
• Additional Earnings

What is Total Debit? #

Total Debit is the amount taken from the company’s bank account.
It includes employee payments and taxes.

Admins must ensure sufficient funds for the Total Debit amount.

Payroll Breakdown & Visualization #

What does the payroll bar chart show? #

The chart visually displays:
• Net Pay
• Employee Taxes
• Employer Taxes

Each item can be toggled on or off.

Employee & Contractor Breakdown #

Why are employees and contractors listed separately? #

Employees and contractors are paid and taxed differently, so they are displayed in separate expandable sections.

What does Gross Pay show per employee? #

Gross Pay shows how much the employee earned before taxes and deductions for that payroll.

What does Net Pay show per employee? #

Net Pay shows how much the employee took home after taxes, deductions, and benefits.

What are Employer Taxes? #

Employer Taxes are taxes the company pays on behalf of the employee, such as employer FICA or unemployment taxes.

What are Employee Taxes? #

Employee Taxes are taxes withheld from the employee’s wages, including federal, state, and FICA taxes.

What are Paid Hours? #

Paid Hours are the total hours recorded and paid for that payroll.

What are Additional Earnings? #

Additional Earnings include non-wage payments such as reimbursements.

What are Deductions? #

Deductions are required or voluntary amounts withheld, such as child support, levies, or court-ordered deductions.

How do Benefits work in payroll? #

Benefits include:
• Employee contributions (treated like deductions)
• Employer contributions (company expenses)

Examples include 401(k), health insurance, and Section 125 plans.

Payments, Notes & Documents #

What does Payment Method show per employee? #

It shows whether the employee was paid by direct deposit or printed check.

What are Payroll Notes? #

Notes are admin-entered comments that often appear on employee paystubs.

What is a Check Number? #

The Check Number is the number assigned to a printed paycheck.

What documents can I download from payroll details? #

Admins can download:
• Employee paystubs
• Paychecks

What is a QuickBooks-style check? #

A QuickBooks-style check does not include routing or account numbers and is used with pre-printed check stock.

What is a pre-printed check with routing numbers? #

A pre-printed check already includes the bank routing and account numbers and can be printed directly.