A Guide to the Payroll Register Report

⚡ Purpose

The Payroll Register Report provides a single view of every employee's pay stub for a single processed pay period, rather than opening each pay stub individually.

The report is a single PDF that lists each employee's gross and net pay, along with the earnings, deductions, benefits, hours, and time-off balances recorded in that payroll.

📌 | Note: The Payroll Register Report becomes available for a pay period as soon as that payroll is approved, also called processed. It isn't available for payrolls that are still pending.

🔎 Why Use the Payroll Register Report?

Here are some common reasons teams run this report:

• Review a full payroll at once: Check every employee's earnings, deductions, and net pay for a pay period in one place.
• Keep records on file: Download a single PDF of the pay period for your payroll records, year-end, or an audit.
• Share with your accountant or bookkeeper: Send one file instead of collecting pay stubs employee by employee.

🔐 Access Required

The Payroll Register Report is available on all subscription plans with the Payroll Add-On.

Who can access the Payroll Register Report?

• Super Administrators: Have full access to generate and download the Payroll Register Report.
• Team Administrators: Can generate and download the Payroll Register Report only if permission to Report Viewing Permissions: Payroll Register is granted. If you are unable to access it, please confirm your permissions with a Super Administrator.

⚠️ | Important: This permission is all or nothing. Team Administrators granted access to this report can see the pay stubs of every employee in each processed payroll, and access cannot be limited to specific Positions or Employee Groups. It is also separate from other payroll permissions, such as Run Payroll and Earnings and Deductions setup, so granting it on its own still exposes employees' payroll information.

📋 Topics covered in this article:

• Generating the Payroll Register Report
• Understanding the Payroll Register Report
• Frequently Asked Questions About the Payroll Register Report

📚 Related articles:

• Viewing & Downloading Employee Pay Stubs as an Administrator
• Viewing Previous Pay Runs and Payroll Activity
• A Guide to the Earnings and Deductions Report
• Check out our dedicated Payroll section to find how-to guides, FAQs, and more.

Generating the Payroll Register Report

Once a payroll is processed, there are times you'll need a complete record of what everyone was paid, all in one place. Whether you're filing records for year-end or an audit, sending payroll details to your accountant or bookkeeper, or answering a question about a past pay period, collecting pay stubs one employee at a time takes longer and makes it easy to miss someone.

Once a payroll is approved, the report is available in two places:

• Through the Reports tab, to review the report on screen.
• Through the Payroll tab, to download the report as one PDF.

📌 | Note: If the Payroll Register Report isn't listed for a pay period after the payroll has been approved, contact our Support team for them to review your account. 

Option 1: Generating the Report from the Reports Tab

1. Click the Reports tab.
2. Under Report Type, click the drop-down menu and select Payroll Register.
3. Under Pay Run Date, click the drop-down menu and select the pay period you want to review.
4. Once done, click Generate.
5. The PDF will open in a new browser tab, where you can view, download, or print it!

Option 2: Downloading the Report as a PDF from the Payroll tab

1. Click the Payroll tab.
2. From the left-hand navigation bar, select Payrun History.
3. Under Reports, click Payroll Register next to the pay period you need.
4. The PDF will open in a new browser tab, where you can view, download, or print it!

Understanding the Payroll Register Report

The Payroll Register consists of each employee's pay stub for the selected pay period, one after another. Every employee who was paid in that payroll has their own pay stub in the report, and each pay stub follows the same layout.

Reviewing the report carefully helps you confirm a payroll was processed correctly before it's shared or filed away. As you review the results, here are a few things worth looking for:

• Everyone who should have been paid: Check that each employee you expected to pay in this pay period has a pay stub.
• Net pay that looks off: Compare each employee's Net Pay to what you'd expect for their hours and rate, so unusual amounts can be corrected before the next payroll.
• Earnings and deductions: Review the Current Period section to confirm hours, earnings (such as regular pay, overtime, or bonuses), and deductions (such as income tax, CPP, and EI) were applied as expected.
• Year-to-date totals: Use the Year-to-Date columns to check running totals for the year, which is especially helpful at year-end.

Each pay stub in the report includes the following information:

📌 | Note: Super Administrators can customize what information appears on each pay stub, such as vacation balances or year-to-date hours, under Pay Stub Settings. 

Frequently Asked Questions About the Payroll Register Report

Have questions about generating or reviewing the Payroll Register Report? This section provides quick answers to help you review and share your payroll records with confidence.

Q: Why isn't the Payroll Register Report listed for my pay period?
A: The report only becomes available once the payroll for that pay period is approved. If the payroll has been approved and the report still isn't listed, contact our Support team so they can review your account and refresh the report.

Q: Can I limit which employees a Team Administrator sees in this report?
A: No. The Report Viewing Permissions: Payroll Register permission gives access to the pay stubs of every employee in each processed payroll. For more details, refer to the Access Required section of this article.

Q: How is this different from bulk downloading an employee's pay stubs?
A: The Payroll Register gives you every employee's pay stub for one pay period. The bulk download provides every pay stub for one employee over a payroll year. For more details, refer to the Accessing Pay Stubs as an Administrator article.

Additional Information

Need further help? Refer to our Getting Help & Contacting Support article for the latest support options and ways to connect with our team.