FAQ: Payroll Transactions Report

Q: What is the difference between the Payroll Transactions report and the employee pay stub?

A: The Payroll Transactions report shows all payroll entries across your organization for a date range—it is an aggregate, organization-wide view. A pay stub is a single employee's breakdown for one payroll period. Use the Payroll Transactions report for auditing, reconciliation, and analysis; use pay stubs for individual employee communication.

Q: Why are some amounts showing as negative in the report?

A: Negative amounts represent deductions, withholdings, or reversals. For example, a negative amount for "Income Tax" means that amount was deducted from the employee's gross salary. This is normal and correct.

Q: Can I filter the report by more than one department at a time?

A: Most filtering is single-select in Usystems (you select one department, one employee, etc.). To view multiple departments at once, run the report without a department filter (leave the field blank), then sort or manually review rows for the departments you want.

Q: How often should I run this report?

A: Run the Payroll Transactions report at least once per payroll cycle, ideally immediately after payroll processing, to catch errors before they compound. Also run it monthly to reconcile against your accounting records.

Q: The report shows fewer transactions than I expected. What's wrong?

A: Check the following:

• Date range: Are the start and end dates correct? Transactions outside your selected range will not appear.
• Filters applied: Do you have a department, employee, or status filter active that is hiding some transactions?
• Payroll cycles: Is there actually payroll data recorded for the period you selected?

Q: Can I undo or delete a transaction shown in this report?

A: The Payroll Transactions report is read-only; you cannot edit or delete from the report itself. To correct a payroll entry, you must go to the payroll processing area in HR and make the adjustment there, then re-run the report to verify the change.

Q: Can I export the report to a spreadsheet for further analysis?

A: Yes. Click the Export or Download button on the report page, then choose Excel (.xlsx). The file will contain all rows and columns shown in the current report view. You can then open it in Excel, Google Sheets, or any spreadsheet application.

Q: Is payroll tax automatically included in the Payroll Transactions report?

A: Yes. Payroll taxes (employee withholdings and employer-side contributions) are recorded as separate transaction lines in the report, labeled by tax type (e.g., "Income Tax Withholding," "Social Security Contribution"). They will appear only if your organization has configured payroll tax rules.