A Guide to the Earnings and Deductions Report

Danielle

Updated July 20, 2026 21:58

⚡ Purpose

The Earnings and Deduction Report lists all additional earnings and deduction entries added to a payroll, providing a clear breakdown of what was paid out, deducted, or recorded for each employee in a specific pay period.

This report is useful both for reviewing a single pay period at a glance and for auditing how specific earnings or deduction presets have been used over time.

📌 | Note: This report will only generate information once a payroll has been processed, whether it is approved or pending.

🔎 Why use the Earnings & Deductions Report?

Payroll accuracy: Confirm that the correct earnings and deductions were applied to each employee before or after the payroll is finalized.
Faster audits: Quickly review a pay period's entries without opening each employee profile individually.
Flexible filtering: Narrow results by Employee Status or by whether entries are One-time or Recurring.

🔐 Access required

The Earnings and Deduction Report is available with the Payroll add-on.

Who can generate the Earnings and Deduction Report?

Super Administrators: Full access to generate this report and view all earnings and deduction presets.
Team Administrators: Can generate this report only if the Earnings/Deductions Report permission is enabled. Having this permission enabled does not automatically grant visibility into every earnings and deduction preset— it also requires specific Presets to be granted (by clicking the blue header link). If you are unable to access this report or if certain presets appear to be missing, please confirm your report permissions and preset visibility with a Super Administrator.

📋 Topics covered in this article:

Generating the Report from Payrun History
Generating the Report from the Reports Tab
Understanding the Earnings and Deduction Report Details
Frequently Asked Questions About the Earnings and Deduction Report

📚 Related articles:

Generating the Earnings & Deductions Report

There are two ways to generate the Earnings and Deduction Report, depending on whether you already know which pay period you want to review or want more control over filtering.

This section will guide you through the following:

Generating the Report from the Payrun History.
Generating the Report from the Reports Tab.

How to generate the Earnings & Deduction Report from the Payrun History tab

Click the Payroll tab.
On the left-hand navigation bar, click Payrun History.
Scroll to the specific pay period and under the Reports column, click Earnings and Deduction Report.
The page will automatically load up the report details for that specific pay period.

How to generate the Earnings & Deduction Report from the Reports tab

Click the Reports tab.
Under Report Type, click the drop-down menu and select Earnings/Deduction Report.
Under Pay Run Date, click the drop-down menu and select the specific pay period.
Under Employee Status, select either All, Active, or Inactive.
Under Earnings/Deduction Type, select either All, One-time, or Recurring.
Once done, click Generate.
The page will automatically load up the report details for that specific pay period with the customized filtering.

Understanding the Earnings and Deduction Report Details

Once the Earnings & Deductions report has been generated, the report is organized by the specific presets used/processed in payroll for that specific pay period. Each preset gets its own table breakdown in the report, with a subtotal of hours and amounts.

📌 | Note: This report only reflects manual entries created under Earnings and Deductions or through Leave Management. Regular pay connected to the Time Tracking feature (employees clocking in and out) will not appear in this report. Checkout our dedicated resources for Payroll Reports or our guide on the available reports.

Presets can include:

Earnings, such as Bonus, Retroactive Pay, or Tips.
Deductions, such as Employee Health Insurance.
Benefits, such as Employer Health Insurance.

In the generated Earnings & Deductions report, you will see the following:
Under Group By, you can change how entries are organized—either by Employee, or by Type, which is by earnings/deduction preset. It is automatically organized by Type.
Use Print or Export to Excel at the top of the report to save or share the results.
Each preset within a table includes the following details:

Column Name	What it shows and means
Last Name/ First Name	The employee's legal name, based on what's entered in their Employee Profile. Preferred name is not listed.
Pay Period	The pay run the entry is associated with, meaning it was added to that specific payroll.
Date	The optional date associated with the entry, entered when it was created. This may be blank, since not every entry requires an optional date. Think of it as tagging when the entry occurred or what it relates to. For example, tagging a sick day, or when retroactive hours were worked.
Frequency	The entry's frequency: One-time or Recurring.
End Date	Only applies to Recurring entries where an end date was assigned when the entry was created. For example, a recurring health insurance deduction, a reimbursement, or a parking pass.
Position Name	The name of the Position assigned to the entry, often relevant to the employee's rate of pay.
Type	The type of preset used in the entry: Earning, Deduction, Benefit, or Balance Adjustment.
Hours	The total hours associated with the entry. May be blank if only a dollar amount was entered.
Amount	The dollar amount associated with the entry. May be blank if only hours were entered, which is usually the case for Balance Adjustment entries.
Description	The name of the preset. This may be custom to your business, such as Reimbursement or Training, or a standard preset name like Regular Pay, Retroactive Pay, Tips & Gratuities, or Vacation Pay.
Taxable	Whether the entry is taxable (Yes or No). For Canada, this reflects Income Tax.
EI / CPP	Whether the entry deducts EI and/or CPP (Yes or No). These are Canadian taxes.
Vacation	Whether the entry accrues vacation pay (Yes or No). For example, if your employees accrue 4% vacation pay on specific earnings, this lets you know if the entry qualifies as part of that contribution.
Remit	Whether the entry is part of the government remittances that need to be submitted.
Separate Journal	Part of the Journal Entry feature (Yes or No). Whether the entry appears as its own line item in the report, displayed under the preset name (for example, Bonus), or whether it's lumped under the Salary and Wages line item. If you'd like specific presets designated as a separate journal line item, contact our Support Team with the name of the preset(s) and this can be updated for you.
Total	The Hours and Amount columns are totaled at the bottom of each preset group. This gives you a better understanding of what was paid in total for a specific preset. For example, total Tips or Reimbursements paid out, or how much was deducted for Health Insurance, so you can easily cross-reference the numbers.

Frequently Asked Questions About the Earnings and Deduction Report

Have questions about generating or reviewing the Earnings and Deduction Report? Whether you're wondering why certain presets aren't showing up, who can access this report, or how filtering works, this section provides quick answers to help you with confidence.

💡| Tip: Can’t find what you’re looking for? Check out our Getting Help & Contacting Support article for the latest ways to connect with our team.

Q: I have permission to access this report, but I don't see all the earnings and deduction presets. Why not?
A: Access to the report and visibility into individual presets are controlled separately. An Administrator must enable each specific preset for your Team Administrator role in addition to granting the report permission itself. For more details, refer to the Access Required section of this article.

Q: Can I filter this report by employee status or entry frequency?
A: Yes. When generating the report from the Reports tab, you can filter by Employee Status (All, Active, or Inactive) and by Earnings/Deduction Type (All, One-time, or Recurring).

Q: Why doesn't the report generate any information for a recent pay period?
A: This report only generates information once a payroll has been processed, whether it is approved or pending. If the payroll hasn't been processed yet or no preset entries have been created, no data will be available.

Q: Why don't I see regular hourly or salary pay in this report?
A: This report is strictly for manual entries created under Earnings and Deductions, or through Leave Management. Regular pay connected to the Time Tracking feature (employees clocking in and out) will not appear here.

Q: Why does the same employee show up more than once?
A: By default, the report organizes the additional earning and deduction entries by preset type, so if an employee has 5 different entries, they may appear across multiple tables in the report. If you'd rather see all of an employee's entries together, switch the Group By option to Employee instead of Type—this reorganizes the tables so each employee has their own group, rather than being split across preset tables.

Q: Can I change which presets appear as their own separate journal line item? A: Yes. Reach out to our Support Team with the name of the preset(s) you'd like updated, and this can be configured for you.

Q: What's the difference between the Type and Description columns?
A: Type reflects the broad category an entry falls under—Earning, Deduction, Benefit, or Balance Adjustment. Description is the specific preset name within that category, such as Tips & Gratuities or Retroactive Pay.

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.