Earnings History Report

To access this report, go to Reports>Payroll>>History Reports>Earnings History Report

Use this report to review an employee's gross earning history in summary or detail based on Period-to-Date (PTD), Quarter-to-Date (QTD), and Year-to-Date (YTD) amounts. Also, review FTE and FTE equivalent count on employees in Summary.

You can choose to use the report as-is by clicking or , or make edits to the report by clicking .

Tip: If you're not familiar with the MIP Cloud Report Builder interface, see Report Builder for an introduction.

If you choose to make edits to the report, the Report Builder page will display. From this page, use the Setup tab to choose the columns you'd like to appear on the report. You can rename the columns under Column Heading.

Current Transaction dates are required to specify the date range for data included in the report. Enter these dates on the Setup tab.

 

The following fields are available to include in the report:

Processing Group Code

This is the processing group code that was set up for the employee using the Payroll>System Setup>Employee Information>Employee Record form.

Employee ID

The employee's ID.

Employee Last Name

The employee's last name.
Employee First Name The employee's first name.

First, MI Name

The employee's first name and middle initial.

Employee Name

The employee's full name, including the middle initial.

Employee Status

The status of the employee - Active, Inactive, or Terminated.

Social Security Number

The social security number. Note that only the last four digits of the number display.

  • To view the entire social security number, you must have been granted Display Sensitive Data rights for Payroll>System Setup>Employee Information. These rights are granted by the Administrator by going to Administration>Users>Manage Users, selecting the "Payroll" module, scrolling down to the "System Setup" section and selecting the checkbox under "Display Sensitive Data".

Hire Date

The employee's date of hire entered on the Payroll>System Setup>Employee Information>Employee Record form.

Action Date

The action date entered on the Payroll>System Setup>Employee Information>Employee Record form.

Earning Code

The earning code selected on the employee's timesheet.

Processing Group Title

The title of the processing group code.

Earning Title

The title of the earning code.

Calculation Method Code

The calculation method for the earning code. The system displays one of the following codes:

  • ER (Employee Pay Rate)

  • RM (Rate Multiplier)

  • FH (Fixed Hourly Amount)

  • FA (Fixed Amount)

  • AT (Amount on Timesheet)

  • RT (Rate on Timesheet)

Calculation Method Title

The title of the calculation method, such as, Employee Pay Rate, Rate Multiplier, Fixed Hourly Amount, Fixed Amount, Amount on Timesheet, or Rate on Timesheet.

W-2 Box Number

The W-2 Box Number entered on the Payroll>System Setup>Payroll Codes>Earning Codes form.

W-2 Box Code

The W-2 Box Code entered on the Payroll>System Setup>Payroll Codes>Earning Codes form.

Payroll Type

The payroll type - Adjust, Manual, Regular, Supplemental, or Void.

Pay Date

The date on the Payroll check.
Timesheet Reference A unique tracking number provided for timesheets.

Document Number

The document number assigned during Payroll Processing.

Document Date

This is the document date assigned during Payroll Processing.

Rate Multiplier

If "Rate Multiplier" was selected in Payroll Earning Codes, this is the value specified in the Rate box.

Distribution Code

The distribution code of the earnings.

Distribution Code Description

The description of the distribution code.

Class

The employee's class, such as Admin or Staff.

Position

The employee's position, such as Administrator or Program Rep.

Gender

The employee's gender.

Ethnicity

The ethnic origin of the employee.

Employee Type

This is the employee type, such as full-time or part-time.

Pay Rate

The employee's pay rate as entered in their employee record.

PTD Hours

The period-to-date hours based on the employee's history. These hours are dependent on the Current Transaction Dates entered on the report Setup tab.

PTD Amount

The period-to-date amount based on the employee's history. This amount is dependent on the Current Transaction Dates entered on the report Setup tab.

QTD Hours

The quarter-to-date hours based on the employee's history. These hours are determined by one of the four quarters in a calendar year.

QTD Amount

The quarter-to-date amount based on the employee's history. This amount is determined by the four quarters in a calendar year.

YTD Hours

The year-to-date hours based on the employee's history. These hours are determined by the current calendar year.

YTD Amount

The year-to date amount based on the employee's history. This amount is determined by the current calendar year.

FTE Year

The full-time equivalent reporting year, such as 2022.

FTE Month Name

The name of the month in which the full-time employee equivalency is being reported, such as "May".

FTE Month Number

The number of the month in which the full-time employee equivalency is being reported, such as 5; which is the 5th month.

  • Month Number is based on the 12 month calendar and the first month is January.

  • Note: When reporting FTE and FTE equivalent count of employees, it is best to sort on this column in ascending order.

Full-Time Employees

A full-time employee will display as 1.00, when the employee's total labor hours (entered on any timesheet, a document date which falls within a calender month) are 130 hours or more a month. A part-time employee will display as 0.00.

  • Note that only the earning codes that have the "Track Labor Hours" checkbox selected are used in the calculation (see Payroll Earning Codes).

Part-Time Hours

When the Full-Time Employees column displays 0.00, the employee's total labor hours will display in this field.

  • If the hours total over 120 but less than 130, only 120 displays.

  • Note that only the earning codes which have "Track Labor Hours" checked are used in the calculation (see Payroll Earning Codes).

Full-Time Equivalents

The full time equivalent rate displays for Part-time employees. The actual calculated rate displays for a part-time employee, such as 0.34.

  • Part-time hours are calculated (the employee's total labor hours) and divided by 120 to get this rate.

  • Note that only the earning codes which have "Track Labor Hours" checked are used in the calculation (see Payroll Earning Codes).

Total FTE

The Full-Time Employees or Full-Time Equivalents column displays for each employee.

(User Defined Field) - Employees

An employee type user defined field and its data. There is a separate column for each field that was created by the Administrator.

 

Use the Filter tab to narrow down and define the data using the available filters.

Use the Options tab to Summarize Amounts on the report, to implement security features, and more.

  • Select "Summarize Amounts" to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together

  • You can secure the report so that other users cannot save their changes to it. This option can only be undone by the user that locked the report.

  • Select the "Year End Adjustments" option to include year end adjustments on the report. This entry type was designated during transaction entry.

  • Select the "Replace total debits and credits with Balance" option to show the net amount for each segment where totals have been requested. Otherwise, the report displays the total debits and total credits for each segment.

  • Select "Suppress Lines with All Zeros" so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value.

Use the Layout tab to change the font and page setup for a report.