Running the Employee Ledger report

The Employee Ledger report shows a month-by-month breakdown of salary, deductions, and other payroll activity for a single employee or a group of employees. Use it to verify an individual's earnings history or to support employee inquiries about their compensation.

Before you start

• You need HR read permission or higher.
• Decide whether you want to view one employee or multiple employees.
• Have the date range (usually one year or a specific period) ready.

Steps

1. Go to Reports and select Employee Ledger. Open in Usystems

2. Choose one or more Employees using the search or selection field. Leave blank to include all employees.

3. Set the Date range using the calendar picker. A typical range is January through December of the current year, or a specific month or quarter.

4. (Optional) Filter by Department if you want to limit results to a specific team or cost center.

5. Click Generate Report or Apply Filters to display the results.

6. Review the ledger table, which shows each month's gross pay, deductions, and net amount for the selected employee(s).

Accounting impact

Employee compensation is expensed to your salary and wage accounts when recorded. The ledger report reflects all amounts already posted to the general ledger, so it matches your accounting records.

Tips & common mistakes

• One employee at a time for detail. If you select many employees, the report becomes dense; for detailed review, run it one person at a time.
• Date range matters. Year-to-date reports are common for annual reviews; use quarter-specific ranges for department budgeting.
• Share with employees safely. If you email a ledger to an employee showing their compensation, use a secure channel or encrypted attachment.
• Missing months? An employee's ledger will only show months in which they received payroll. New hires may have gaps before their start date.