> For the complete documentation index, see [llms.txt](https://help.allwage.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.allwage.com/modules/payroll/reports.md).
# Reports
Navigating payroll complexities is streamlined with our payroll reports section. This tool allows you to export detailed summaries of payroll-related information, providing insights into various payroll elements to enhance transparency and aid in compliance. We have Company reports and Pay run reports.
## Company reports
The company reports section now has a new home and that is located in the Payroll, Reports menu:
It can also still be found in the old Export side panel in Payroll, Pay run:
## Pay Run Template Summary
Get a monthly breakdown of each pay run template per employee. This report includes only those months where all pay runs have been finalised.
1. Navigate to Payroll, Reports.
2. Click on Pay run Template Summary.
3. Select the company from the drop down.
4. Select the starting month you want to view
5. Select the end month you want to view\
(The report will show you all the months between the start and the end date)
6. Click on the + next to Select Employees and select the employees\
(Note: you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3).
7. Click on the + in the Include pay run templates section and select the templates you want to view
8. In the Additional info section you can tick if any of these applies to what you want to view:\
**Show Template Quantities**: Opt to only display the quantities for all pay run templates.\
**Only Include Taxable Templates**: Filter to include only those templates linked to taxable SARS codes.\
**Include unprocessed pay runs**: If a month is selected with unprocessed pay runs, those values will also be included in the report.
9. Click on Create
Monthly breakdown per employee preview
## **Consolidated Employee Report**
Generate a monthly breakdown of each pay run template per employee and a summarised view of all the pay run templates.
1. Navigate to Payroll, Reports.
2. Click on Consolidated Employee Report.
3. Select the company from the drop down.
4. Select the starting month you want to view
5. Select the end month you want to view\
(The report will show you all the months between the start and the end date)
6. Click on Include unprocessed pay runs.
7. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
8. Click on Create
Monthly breakdown per employee
View our course video here:
{% embed url="" %}
## SARS Code Summary
This report provides a monthly breakdown of each SARS code per employee, again only including months with all pay runs finalised. Use this report when reconciling [bi-annual](/modules/payroll/filing/bi-annual-filing.md) reconciliations.
{% hint style="info" %}
Only finalised pay runs are included in this report.
{% endhint %}
1. Navigate to Payroll, Reports.
2. Click on SARS Code summary.
3. Select the company from the drop down.
4. Select the starting month you want to view
5. Select the end month you want to view\
(The report will show you all the months between the start and the end date)
6. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
7. Click on Create
SARS code summary
## Leave Liability
1. Navigate to Payroll, Reports.
2. Click on Leave Liability.
3. Click on the + next to Select Employees and select the employees.
4. Click on Create.
View our course video here:
{% embed url="" %}
The report allows you to filter specific employees, so only the selected employees will be included in the Excel export.
The Excel report contains four sheets, each offering different information:
Current Leave Balances
**Current Leave Balances:**
* This sheet shows the most recent leave balances for **Annual**, **Sick**, and **Family Responsibility** leave for all selected employees.
* The column titled **"Balances as of"** indicates the date the leave balances apply to.
* If the date has a **yellow background**, it means the balances are from the current unfinalised pay run and may still change if the employee accrues or takes leave.
* **White backgrounds** indicate balances for employees who are not in an open pay run, typically inactive employees.
Leave type breakdown
**Leave Type Breakdown (3 sheets):**
* These sheets provide a detailed historical breakdown of each leave type.
* Leave movements are tracked for each pay run period, and the columns include:
* **Balances as of:** Dates highlighted in yellow indicates that these balances are from the latest **unfinalised** pay run and could still change. This date represents the end date of the applicable pay run.
* **Opening Balance**: The starting leave balance for that pay run period.
* **Accrued**: The total leave accrued during the pay run period.
* **Spent**: The total leave taken during the pay run period.
* **Closing Balance**: The leave balance at the end of the pay run period.
* **Leave Cycle Start Date**: The start date of the leave cycle for that type of leave.
## UI-19
{% hint style="danger" %}
The Employer's Declaration of employment for one or more employees. Available **only** for resigned employees. For information on how to resign an employee, please refer to our [Employee Resignation](/fundamentals/users-and-employees/employee-resignation.md) page.
{% endhint %}
1. Navigate to Payroll, Reports.
2. Click on UI-19.
3. Click on the Select a company drop down and select the company that the employee(s) was in.
4. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
## Certificate of Service
{% hint style="danger" %}
The Employer's Declaration of employment for one or more employees. Available **only** for resigned employees. For information on how to resign an employee, please refer to our [Employee Resignation](/fundamentals/users-and-employees/employee-resignation.md) page.
{% endhint %}
1. Navigate to Payroll, Reports.
2. Click on Certificate of Service.
3. Click on the Select a company drop down and select the company that the employee(s) was in.
4. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
### Where the hours come from (UI-19 & Certificate of Service)
Both the UI-19 and the Certificate of Service report the number of hours an employee was expected to work over their period of employment.
These hours are based on the employee's **clock template** — specifically the **budget hours** (required working hours) set up on that template. We use the budget hours (rather than the hours actually clocked) on purpose, so the report works for **everyone**:
* Employees who clock in and out each day, **and**
* Employees who don't physically clock (for example, salaried staff).
In both cases the report draws the expected hours from the clock template, so it always produces a result.
**How the hours are added up**
For each calendar month the employee was employed, we look at where their **active period overlaps that month**, then walk through that overlap day by day. For every day that the clock template marks as a **required working day**, we add that day's budget hours. Days that aren't required working days (for example weekends or public holidays, when the template is set up correctly) add nothing.
This means the report only ever counts the budget hours for the days the employee was genuinely expected to work, within the dates they were actually employed.
**Example — an employee who only worked half a month**
Say an employee resigned halfway through a month. We don't take the whole month's budget hours and halve them. Instead, we look only at the part of the month they were still active, find every required working day in that window, and add up the budget hours for just those days. So if they were active for the first two weeks, only the required working days falling in those two weeks are counted.
#### If the hours don't look right
If the hours on a UI-19 or Certificate of Service are higher or lower than you expect, the cause is almost always in the employee's **clock template**.
The most common reason for **inflated hours** is a clock template where **every day of the week is marked as a required working day**. When that happens, the budget hours count every single day — including weekends and public holidays — which pushes the total far higher than the employee actually worked.
To check and fix this:
1. Open the affected employee on the Employee Overview Report and look at their **clock template**.
2. Review how the **budget hours** are set up for each period — in particular, which days are marked as required working days.
3. Adjust the required working days so they reflect the employee's real schedule (for example, weekdays only).
{% hint style="info" %}
You can confirm an employee's expected budget hours on the **Employee Overview report**. If the budget hours there look wrong, the UI-19 and Certificate of Service will be wrong too — fix the clock template and they will all line up.
{% endhint %}
## Loans & Savings History
1. Navigate to Payroll, Reports.
2. Click on Loans & Savings History.
3. Click on the Select a company drop down and select the company that the employee(s) was in.
4. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
Loan and Savings history
The Loans and Savings History Report provides a comprehensive view of each employee's financial transactions related to loans and savings within your organisation. Here’s what each entry in the report represents:
* **Employee Details**: Each row corresponds to a specific employee, identified by their employee number and full name.
* **Pay Run**: Indicates the pay run associated with the transaction. This helps track when the transaction occurred within the payroll cycle.
* **Take-On Balance**: Shows if an opening balance was recorded for the loan or saving at the start of the period. This is critical for tracking the initial amount before any transactions.
* **Opening and Closing Balances**: Reflects the starting and ending balances for the period, providing insight into the net changes due to transactions during that time.
* **Pay out**: Displays any pay outs from the savings or loan repayments made during the pay run.
* **Loan / Saving Deduction**: Shows deductions related to loan or saving repayments within the pay run.
* **Modified**: Indicates if any manual adjustments were made to the transaction. This is important for audit and reconciliation purposes.
This report is essential for managing and reviewing employee savings and loan accounts, ensuring transparency and accuracy in financial documentation.
## OID Return of Earnings
An OID report provides detailed information on the compensation and earnings of employees, specifically for the purposes of Occupational Injuries and Diseases (OID) reporting to relevant authorities.
{% hint style="danger" %}
The OID Config needs to be configured in each pay run before generating this report. Please refer to [OID Config Setup](/modules/payroll/filing/oid-return-of-earnings.md) to assist with this. This report should only be printed after you have rolled into the March period.
{% endhint %}
1. Navigate to Payroll, Reports.
2. Click on OID Report.
3. Click on the Select a company drop down and select the company you want to generate the file for.
4. Enter the start date as March of the previous financial year.
5. Enter the Percentage increase (the average percentage of the increases of your employees salaries in the new financial year).
6. Click on Create.
## Termination Report
This report generates a list of all employees who have been terminated, including their start and end dates, UIF status codes, and custom termination reasons.
1. Navigate to Payroll, Reports.
2. Click on Termination report.
3. Click on the Select a company drop down and select the company you want to view
4. You can either filter by date, or by employees (just tick the one you prefer):
1. Date will allow you to enter a start date and an end date and it will show you the days accrued and taken during this period for all employees and all leave types:\
2. Employees will allow you to select specific or all employees that you want to view:\
5. Click on create.
## Employment Tax Incentive (ETI) Breakdown
1. Navigate to Payroll, Reports.
2. Click on Employment Tax Incentive (ETI) Breakdown.
3. Select the company from the drop down.
4. Select the starting month you want to view
5. Select the end month you want to view\
(The report will show you all the months between the start and the end date)
6. Click on the + next to Select Employees and select the employees\
(***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
7. Click on Create
## Skills & Equity
You can generate the EEA2 and EEA4 reports directly from the system. This is a three step process, you will firstly need to ensure that the Race and Gender for each employee is completed. Secondly you will need to download the template so you can update the employee details that is needed for the report. You will then be able to generate the report. Please see below steps:
1. [Ensure the Race and Gender has been completed for all employees.](#make-sure-the-race-and-gender-is-completed-for-all-employees)
2. [Download and complete the Skills & Equity template.](#download-and-complete-the-skills-and-equity-template)
3. [Import the Template and generate the reports.](#import-the-template-and-generate-the-reports)
#### Make sure the Race and Gender is completed for all employees.
These details can be done in bulk:
**Export the EPI sheet**
1. Navigate to Payroll, Employees.
2. Click on Export/Import on the top of the screen (more to the right).
3. Click on Export.
4. Select Export All Personal Info
This will download an Excel sheet.
**Edit the sheet**
1. Open up the Excel sheet.
2. Click on Enable editing.
3. Select the correct option from the drop down for the employees race.
4. Select the correct option from the drop down for the employees gender.\
*Note: You can remove any employees or lines you don't want to edit.*
5. Save the excel sheet.
**Import the EPI sheet**
1. Navigate to Payroll, Employees.
2. Click on Export/Import on the top right hand side.
3. Click on Import.
4. Select Import Personal Information.
5. Click on Import.
6. Locate the Excel sheet and select it, then click on Open.
7. Click on Upload file.
8. Click on Next.
9. Click on Validate.
10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import.
#### Download and complete the Skills & Equity template
**Download the Template**
1. Navigate to Payroll, Reports.
2. Click on Skills & Equity
3. In the side panel that appears, click on the Select a company drop down and select the correct company.
4. Select the Start date for your Skills and Equity period.
5. Select the End date for your Skills and Equity period.
6. Click on Download template.
This will download an excel file to your preferred download destination.
**Edit the template**
1. Locate the Skills-equity-template-company\_name excel spread sheet from your downloads folder or preferred download destination and open it.
2. Click on Enable editing.
3. Check the **Employment Level** column and edit if needed.\
*For each employee, please select their employment level by clicking on the cells drop down menu and selecting the correct employment level from the list.*
4. Check the **Was promoted** column and edit if needed.\
*Each employee that was promoted during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.*
5. Check the **Had Numeric Goal Training** column and edit if needed.\
*Each employee that received numeric goal training during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.*
6. Check the **Disabled** column and edit if needed.\
*Each employee that is disabled during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.*
7. Once each employee has been updated you can save the template.
#### Import the template and generate the reports
1. Navigate to Payroll, Reports.
2. Click on Skills & Equity
3. In the side panel that appears, click on the Select a company drop down and select the correct company.
4. Select the Start date for your Skills and Equity period.
5. Select the End date for your Skills and Equity period.
6. Click on the + next to Include pay run templates and select the relevant templates from the list and click on Done.\
*NOTE: If you are unsure what needs to be included of excluded please refer to the* [*EEA4 specification document*](chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://labourguide.co.za/~documents/route%3A/download/2098)*.*
7. Click on Upload File.
8. Select the skills-equity-template-company\_name that you saved and click on Open.
9. Click on Create
The system will download a zip folder called equity-reports-Company\_Name. In the folder you will find both the EEA2 and the EEA4 reports.
---
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