Exporting and printing the Payroll by Employee report

After running the Payroll by Employee report, you can export it to PDF, Excel, or CSV format, or print it directly. This allows you to create individual payroll records for employees, archive payroll documentation, or share results with finance and payroll teams.

Before you start

• The Payroll by Employee report must already be generated on your screen.
• You need permissions to export reports (usually granted by default to HR and admin roles).
• Choose your preferred format: PDF (for printing and distribution), Excel (for further analysis), or CSV (for data import into other systems).

Steps to export

1. On the Payroll by Employee Report page, look for the Export or Download button (usually at the top or bottom of the report). Open in Usystems

2. Click the Export button and choose your format:

   • PDF — Best for printing payroll slips, archival, and employee distribution.
   • Excel (.xlsx) — Best for pivot tables, charting, and further payroll analysis.
   • CSV — Best for importing into other payroll or accounting systems.

3. The file will download to your computer's default Downloads folder. Rename it if needed (e.g., Payroll_Jun_2026_ByEmployee.xlsx).

4. Verify the file contains the correct employees and date range by opening it.

Steps to print

1. On the Payroll by Employee Report page, look for the Print button or use your browser's print command (Ctrl+P or Cmd+P).

2. Review the print preview to ensure all columns are visible and the layout fits your paper size.

3. Adjust page orientation (Portrait or Landscape) if needed to fit all columns.

4. Select your printer and click Print.

Tips & common mistakes

• Individual payroll records: If you need payroll documentation for a single employee (e.g., for a loan application or hiring verification), export the report and filter to that employee first, then export as PDF.
• File naming: Include the month, year, and employee name in the filename (e.g., Payroll_Jun_2026_Fatima.pdf) for easy retrieval.
• Excel analysis: For payroll comparisons across departments or periods, export to Excel and use pivot tables or vlookup formulas.
• Backup: Save exports to a shared drive or cloud storage to prevent loss due to computer failure.
• Sensitive data: Payroll data is confidential—ensure exported files are stored securely and shared only with authorized personnel (the employee, payroll admin, finance).
• Large exports: If exporting all employees for multiple months, the export may take a few seconds. Do not close the browser tab during export.