Reports

Should I use the dates of the pay period as the date range for payroll reports?

It depends on the type of report and what you’re using the information for.

Time Card Reports
For time cards, you typically want to know the hours worked during the pay period, so using the pay period as the date range makes sense.

Payroll Reports, Tax Deposit, etc.
For reports, like the tax deposit, that need information from paychecks—you’ll want the date range to include the dates checks were actually issued (post date). Typically, this is at least one day after the pay period ended.

Example:
Pay Period = May 1 to May 15. Checks posted on May 16.

In the example above, when running a tax deposit for the pay period, use a date range that includes the post date of the paychecks. It could be for just one day (the 16th) or if you posted some checks later, on the 17th or 18th, the range could be from the 16th through the 18th.

What Payroll reports do I need for W2s?

If your accountant or payroll service is doing W2’s you’ll want to print the following report from Procare v10. From the main screen of Employee Data & Payroll go to Standard Reports > Payroll > Employee Summary > Employee Earning / Withholding Summary.

Why do FICA-SS and FICA-MC show as ZEROS on my Tax Deposit and 941 reports?

Payroll

Social Security (FICA-SS) and Medicare (FICA-MC) will be displayed as ZEROS on the Tax Deposit and 941 reports if you have not yet updated your tax formulas for the New Year. See: Update Tax Formulas

If needed, you can manually calculate the amount. Take the earnings (from the top section of the report) and multiply by .062 for Social Security (6.2%) and .0145 for Medicare (1.45%). Since these are split between the employee and employer, the total amount for Social Security ends up being 12.4% (6.2% each) and for Medicare it’s 2.90% (1.45% each).