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Verify salaries paid

When entering the final pay of a salary contract, it is a good idea to run a report to verify that the employees are receiving exactly the amount stipulated in the contract. Because salaries are often not perfectly divisible, the final pay may need adjusting by a few cents.

This article gives instructions to find two different reports which will help you compare the contracted salary amounts and the salary amounts that have already been paid out.

Paid Salaries
Contracted Salaries

Paid Salaries

After creating the final payroll run, but before creating journal entries, you should run a report that shows all previous salaried pay. The following instructions offer a starting point, although variations may be necessary depending on the exact configuration at each district.

To run a report that shows paid-out salaries:

  1. Go to Financials Main > General Ledger > Saved Reports
  2. Create a new report
  3. Type: Summary
  4. Data Type: Payroll Items
  5. Create
  6. Filter by timeframe, or select all previous payroll runs on the contract
  7. Configure Report
  8. Open the Payroll Item folder and add the field Payroll Item to the Filter Area
  9. Filter the Payroll Item code to show only Salary
  10. Open the Employee folder and add the field Position to the Row area, beneath Employee
  11. Update

The resulting report will show you all the salary paid out during the selected payroll runs, divided by employee and position. You can compare the resulting numbers to the contracted salary amounts. If any adjustments are needed, you can override the salary in the final payroll run.

Note: If any docked pay was recorded by overriding the salary payroll item, then the salary numbers will be lower than expected, and closer examination of that employee will be necessary. If docked pay was recorded on a Docked Pay payroll item, then there’s no need to worry.

Contracted Salaries

If the Positions are kept accurately updated with contracted salary amounts, you can run the following report:

  1. Go to Financials Main > General Ledger > Saved Reports
  2. Create a new report
  3. Type: Details
  4. Data Type: Employees and Positions
  5. Create
  6. Filter the Year column to show only the current fiscal year
    • NB: The Year is labeled based on the FIRST part of the year. e.g. the 2021-22 year is labeled 2021.
  7. Filter the Salary column to show values that are greater than 0
  8. Optionally, remove extra columns