Employee Payroll Report
📊 Employee Payroll Report
The Employee Payroll Report in Ontraccr provides a high-level summary of all employee timesheets within a selected date range. It's designed for payroll personnel to quickly access and export timesheet data for processing pay or saving PDF records.
📍 Accessing the Report
- Go to the left sidebar.
- Click Reports, then click Reports again to open the standard reporting page.
- Select Employee Payroll from the list of available reports.
🧭 What This Report Shows
This report is organized by pay period and displays time worked, organized by:
- Employee
- Project
- Date
- Work type, Cost code, and more
It supports detailed filtering, column selection, and rounded vs actual hours toggling.
📅 Filtering by Date Range
Use the pay period dropdown at the top to select:
- Presets like This week, This month, Last 7 days, Last 30 days, etc.
- Or set a custom date range
🕒 Rounded vs. Actual Hours Toggle
- Rounded toggle ON: Hours are rounded based on your company's settings.
- Rounded toggle OFF: Displays the actual time entries without rounding.
📑 Show Summary Option
- Disabled (default): Shows every task or job as a separate row.
- Enabled: Groups entries with matching project details to show a summarized view.
🧱 Column Selection
You can choose exactly which data columns to include. Available columns:
- Division
- Calculated wage
- Regular hours
- Break hours
- OT hours
- Double time hours
- PTO
- Saturday regular & OT hours
- Sunday regular & OT hours
- Total hours
- Total cost (based on wage x hours)
- Notes (from timecard notes field)
Note: If Total Cost appears blank, check that wages are set in Staff > Manage Users for that employee.
📋 Row Filters
Each row filter works as both a data display and a filter control:
- Employee: Select all or specific users
- Work Type:
- Project: Time logged to a tracked project
- Service: Logged as service job without a formal project
- Break
- Project
- Project Phase
- Cost Code
- Service Location (optional, depends on usage)
- Date
- Approved / Unapproved time cards
🧰 Show Zero Hour Time Cards
- Enabled: Includes employees who logged no time during the selected period.
- Disabled (default): Only employees who have submitted time will be shown.
📁 Saving a Custom Report
After configuring your filters:
- Click Save.
- Give your report a name.
- Choose Public (shared with users who have access to Reports) or keep it Private.
- Click Confirm.
You can find saved reports by toggling between:
- Saved: Your custom filtered reports
- Company: Built-in Ontraccr templates
⬆️ Exporting Options
Click the three vertical dots (top-right) to export:
- Export to Excel: Raw data format
- Export to PDF: Clean formatted summary
- Export by Project (PDF): Project-specific breakdown
👥 Common Use Cases
- Payroll processing: Export Excel files for entry into payroll software.
- Audit logs: Save PDF copies of employee hours and notes.
- Team performance summaries: Quickly filter by division, project, or work type.
📌 Quick Tips
- Use Saved Reports to avoid reconfiguring common payroll filters every time.
- Enable “Show Summary” when you want grouped totals instead of detailed task rows.
- Use “Rounded” carefully — it directly reflects company policy on timesheet rounding.