This article explains how to access and interpret the payments by employee report.
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Accessing the PBE Report for a Specific Pay Period
There are two ways to access the PBE report:
Via Payroll History:
Navigate to the Employee Dashboard for any company.
Go to the Payroll tab, then select the Payroll History tab.
Choose the desired pay period.
Click the Reports icon on the relevant payroll entry.
Click Download in the Checking Reports section and click Payments By Employee Report.
When payroll is in progress (after the completed status):
Navigate to the Employee Dashboard for any company.
Open the Payroll tab, then go to the Current Period tab.
Click the Reports icon for the relevant payroll entry.
Click Download in the Checking Reports section and click Payments By Employee Report.
Understanding the Report Details for a Specific Pay Period
The PBE report begins with a header showing the company name, pay cycle name, and the pay period (including the tax week and current year). It then lists detailed information for each employee. Below is a breakdown of the key fields included in the report:
Report Columns
Column Name | Description |
Employee Number | Unique Identifier of an employee assigned by the employer |
Employee First Name | Employee’s first name. |
Employee Surname | Employee’s last name. |
Department | Department of the employee |
Cost Center | Cost centre allocated for the employee |
Tax Code | Employee Tax Code |
Week 1/Month 1 Basis | Employee Week 1/Month 1 Basis flag |
NI Category | National Insurance Category |
Gross Pay | The total earnings before any deductions |
Taxable Pay | The portion of gross pay subject to income tax |
Tax | The amount of income tax deducted from the employee’s pay. |
Employees NI | The employee’s National Insurance contribution |
Student Loan | Deductions for student loan repayments, if applicable. |
Postgraduate Loan | Deductions for postgraduate loan repayments, if applicable. |
Court Order Deductions | The sum of all court order deductions. |
Total Deductions | The sum of all other deductions taken from the employee’s pay. |
Net Deductions | The sum of all deduction-type pay items that are not subjected to anything. |
Employees Pension | The employee’s contribution to the workplace pension scheme |
Net Pay | The final amount the employee receives after all deductions. |
Employers NI | The employer’s National Insurance contribution for the employee. |
Employers Pension | The employer’s contribution to the workplace pension scheme. |
Grand Total Row: At the end of the report, a summary row displays the grand totals for Gross Pay, Taxable Pay, Tax, Employees NI, Student Loan, Postgraduate Loan, Court Order Deductions, Total Deductions, Net Deductions, Employees Pension, Net Pay, Employers NI, and Employers Pension.
Accessing the PBE Report for Multiple Pay Periods
You can download the PBE report for multiple pay periods as a single file. To do this, follow the steps below.
Navigate to the dashboard by clicking on the logo. This will take you to the Company List page.
Locate the relevant company and click either the People icon
or the Edit icon
in its row.On the employee dashboard, click on the Reports tab. An orange underline will indicate the active tab.
Go to the Payroll Reports section and select the PBE report.
The report filters will allow you to select one or more Pay Cycles and specify a Pay Date Range for the report.
Note:
The Pay Cycle dropdown displays only pay cycles that have payroll runs.
You can select multiple pay cycles.
The available pay date range is limited to six months.
The PBE report includes data only from payrolls with an Approved or Closed status.
Once you have selected the required filters, click Download to generate and download the report. A download widget will appear at the bottom of the screen to indicate the download process.
Understanding the Report Details for Multiple Pay Periods
The PBE report begins with a header displaying the company name, followed by detailed information for each pay cycle, pay period, and employee.
In addition to the columns available in the PBE report for an individual pay period, the report includes the following columns:
Pay Cycle Name
Pay Period
Pay Date
A Grand Total row is also included at the bottom of the report, summarising the totals across the included records.
Note: For a detailed explanation of each column, please refer to the PBE Report Columns section.
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