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Using the Payroll History Report

Some of you that gross up and withhold for both To State and From State have asked for a way to determine how much Federal, Medicare, and Social Security withholding the company paid for a transferee when he or she was in each state.  You can use the Payroll History Report to provide this information. 

The Payroll History Report shows the details of every Withholding Amounts Report run.  It is a custom-designed table, much like the Custom Detail Report, and can be found by selecting Reports ==> Payroll Reports ==> Payroll History Report from the main menu.  This will bring up a window showing any saved reports.

1.  Click the New Report button and select an output location.  This will bring up this Payroll History Report Designer screen.

 Click the "Columns" page, select Name, Full (Fnm Lnm), PayHist Date Sent, PayHist Tax State Abbr, PayHist Fed Witholding, PayHist Medic. Witholding, and PayHist SoSec Witholding by double-clicking the fields from the list on the left. 

Then, click the "Sort Order" tab, and select "Name" as the report sort order.

Now, click the "Breaks/Subs" tab, and drag the slider under "Subtotals By" all the way to the right until the text is "Full Field".

 

Click OK.  You will see this screen:

Set the dates for this report.  Note the "Subtotal on Tax State Change" checkbox.  If you leave the box unchecked and click OK, the report will look something like this:

EMPLOYEE PAY HIST PAY HIST PAY HIST PAY HIST PAY HIST
NAME DATE SENT TAX STATE FED. WTH MEDIC WTH SOSEC WTH
           
David S. Wilson 1/31/07 MO $0.00 $0.00 $0.00
David S. Wilson 2/28/07 MO $0.00 $0.00 $0.00
David S. Wilson 3/31/07 MO $216.11 $12.53 $53.59
David S. Wilson 4/30/07 MO $0.00 $0.00 $0.00
David S. Wilson 5/31/07 NC $9,924.98 $575.65 $1,109.80
David S. Wilson 6/30/07 NC $141.74 $8.22 $35.15
David S. Wilson 7/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 8/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 9/30/07 NC $0.00 $0.00 $0.00
David S. Wilson 10/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 11/30/07 NC $0.00 $0.00 $0.00
David S. Wilson 12/31/07 NC $0.00 $0.00 $0.00
Subtotals for Name=WILSON,DAVID S.
$10,282.83 $596.40 $1,198.54

This is exactly like the earlier versions of this report.  However, if you run the report again and check the "Subtotal in Tax State Change" box,

 

 

You will see a report like this:

EMPLOYEE PAY HIST PAY HIST PAY HIST PAY HIST PAY HIST
NAME DATE SENT TAX STATE FED. WTH MEDIC WTH SOSEC WTH
         
David S. Wilson 1/31/07 MO $0.00 $0.00 $0.00
David S. Wilson 2/28/07 MO $0.00 $0.00 $0.00
David S. Wilson 3/31/07 MO $216.11 $12.53 $53.59
David S. Wilson 4/30/07 MO $0.00 $0.00 $0.00
 
Subtotals for Name=WILSON,DAVID S., Tax State=MO
  $216.11 $12.53 $53.59
David S. Wilson 5/31/07 NC $9,924.98 $575.65 $1,109.80
David S. Wilson 6/30/07 NC $141.74 $8.22 $35.15
David S. Wilson 7/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 8/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 9/30/07 NC $0.00 $0.00 $0.00
David S. Wilson 10/31/07 NC $0.00 $0.00 $0.00
David S. Wilson 11/30/07 NC $0.00 $0.00 $0.00
David S. Wilson 12/31/07 NC $0.00 $0.00 $0.00
 

Subtotals for Name=WILSON,DAVID S., Tax State=NC
$10,066.72 $583.87 $1,144.95
 
Subtotals for Name=WILSON,DAVID S.
 
$10,282.83 $596.40 $1,198.54

 

Note 1: To save space on this page, this example shows only the Federal, Social Security, and Medicare values.  You can add other columns, if you wish.  All numeric columns will be subtotaled.

Note 2:  If you want only the subtotal values without the supporting detail lines that make up the subtotals, uncheck the "Details" box on the report list window here.

 

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