A deduction report provides the client with the information needed to make deductions to an employee’s payroll on a case-by-case basis. Details include employee name, benefits used, total deduction amount, the current deduction, and how much is left to pay off.
Clients can also filter the deduction report to show only new, continuous or closing applications, or they can choose to show them all together. The report can be downloaded into a CSV format where it can be formatted to meet each client's needs.
Where to find deduction reports
Deduction reports can be found within Reward Manager, under the SmartPay™ menu item.
Click on Administer to see the SmartPay™ dashboard. For deduction reports, click on the Payrolls tile.
All the client organization's payrolls are displayed here. Each payroll has separate deduction reports, because different payrolls sometimes have different deduction periods – weekly or monthly, for example.
Click Download Deduction Report located on the top right, as highlighted in the screenshot below:
From here, filters can be applied using the below criteria to create the desired deduction report.
- Select a payroll e.g. country, division
- Select a product: e.g. SmartTech™, RG Childcare Vouchers
- Select an application type: choose from New, Continue, Closed, Leaver or All (see 'Application types' below for explanations)
- Select a period: these are predefined according to the deduction periods decided during implementation
- Summary Report or Detailed Report: a Detailed Report provides deduction information for each order per employee. A Summary Report shows overall deductions per employee
- Select format -csv or excel
The deduction report is generated on cut-off , excluding applications from this date. For example, if the cut-off date is always the 3rd of each month, the deduction report for May would be generated on 3rd June for the period 03/05 - 02/06 and the next report will start from 03/06.
What's included in the report
The report will be in a CSV format and will show the following fields:
- Employee ID: this is the employee's unique identifier, normally an employee number or payroll number.
- First name: employee's first name.
- Surname: employee’s surname.
- Product: the product the employee has applied for.
- Payroll name: the name of the payroll the employee is attached to.
- Deduction amount: the amount the employee is due to have deducted in this deduction period – e.g month or week.
- Outstanding deduction amount: the amount that is left to be deducted after this current deduction has been taken.
- Total deduction amount: the amount that the employee owes in total.
- Application date: the date and time the application was made.
- Deduction period: the number of months that deductions are to be made for. It shows the period between the start of the first application and the end of the last application (if they have multiple applications), together with the number of deductions that will take place in that period based on their payroll dates.
- Deduction period outstanding: the period remaining until all deductions are made, in months or weeks, usually equal to the number of payments left to make. Sometimes it may state fewer deductions than the number of months or weeks remaining; this is usually if the user has missed the payroll cut-off period. In this case, we reduce the deductions by 1 month to ensure that deductions end at the right time.
- Type: The status of the deduction. See 'Application types', below.
- Invoice Number: The invoice reference of the invoice the order was included in (if invoiced already)
- New: any new application that’s been processed during the deduction period.
- Continue: an application that’s already in the process of being paid off.
- Closing: an application that’s in the last period – e.g.month or week – of its deduction.
- Closed: an application that’s now been paid off and showing zero. These applications will show for one more period after the deduction period has finished.
- Leaver: an application for which deduction started but employee was marked as ineligible/ a leaver so they need to pay the outstanding balance from last payslip.
- Update: possible to appear only in a summary report. This shows that an employee with an ongoing deduction from previous deduction periods has a new application from the current period so his due deduction has changed.