Payroll reports

Payroll Reports turns your pay runs, timesheets and employee records into tables you can read on screen and export. Use them to check what you owe in payroll tax, see what your people cost, report new hires, and answer questions from your accountant, insurer or a government survey.

Open it from Payroll → Payroll Reports.

Before you start

• Your role can view payroll reports. See Team and roles.
• The pay runs you want to report on are posted or paid. Most reports count only those; the Payroll Register can also show a run still in review or approved. See Run payroll.
• For the people reports (Headcount, EEO-1, New Hires), your employee records are complete: status, classification, employment type, SSN and the optional EEO fields. See Employees.

Run a report

1. Open Payroll → Payroll Reports. The page shows a Report picker, a short description of the selected report, and its options.
2. Choose a report in Report.
3. Fill in its options (see each report below). Options marked with * are required; if you leave one empty you see … is required.
4. Click Run report. While it works, the button reads Running…. The results appear below as one or more tables.
5. To keep a copy, click CSV (opens in a spreadsheet) or PDF (a printable copy with your logo and brand colour).

If a report has no data for your choices, the table is empty. That usually means there are no posted runs in the dates you picked.

The reports

Tax Liability

The payroll taxes your posted runs created, by pay run and in total. Use it to check what you should be depositing and what your quarterly Form 941 will show.

Option	What to enter	Example
Tax year *	The calendar year. Defaults to this year.	2026
Quarter	Full year, or Q1 to Q4.	Q2

You get two tables:

• By pay run: for each run (by pay date and run number), federal income tax withheld, employee Social Security and Medicare, state and local income tax withheld, employer Social Security and Medicare, FUTA, state unemployment (SUI) and the total tax.
• Totals: the same columns added up for the period.

Runs are placed in a quarter by their pay date.

Payroll Register

Everything one pay run paid, employee by employee.

Option	What to enter
Pay run *	Choose a run. Runs in review, approved, posted, paid or reversed are listed, with their pay date and status.

The Employees table shows each person’s Gross pay, Deductions, Employee taxes, Net pay, Employer taxes and Employer benefits, and Totals adds them up.

Year to Date by Employee

Each employee’s wages and taxes for a calendar year, from the pay runs you posted in Bokapsys.

Option	What to enter
Tax year *	The calendar year. Defaults to this year.

Columns: Gross pay, Federal taxable wages, Social security wages, Medicare wages, FUTA wages, Federal income tax, Social security tax, Medicare tax, State income tax, 401(k), Roth, HSA and HSA (employer). Social Security and FUTA wages are capped at their yearly limits. Use it to check your Bokapsys payroll before year end.

New Hires

Federal law requires you to report each new hire to your state’s new-hire registry, normally within 20 days of their start date. This report lists who to report and by when.

Option	What to enter	Example
Hired from *	First hire date to include. Defaults to 30 days ago.	1 June 2026
Hired to *	Last hire date to include. Defaults to today.	30 June 2026
State	Optional, to list one state only.	TX

Each row shows the employee, the State of hire, Hire date, Report by date, the Deadline (in days, with “(federal limit)” when Bokapsys does not hold that state’s own deadline), whether an SSN on file, and whether it is Overdue.

Click Download state file for a CSV that carries your company’s and each employee’s details, ready to upload to or retype into your state registry. It needs your full EIN in Tax Setup and each employee’s SSN, and is refused without them. Bokapsys does not send it to the state for you.

Workers Compensation

Wages by state and class code, priced at your insurer’s rates, to give your workers’ compensation insurer at audit time.

Option	What to enter
Start date *	Defaults to 1 January this year.
End date *	Defaults to today.

Each row shows the State, Class code, Description, Employees, Wages, Rate per 100 of wages, Experience modifier and Estimated premium. Employees with no class code appear as No class code. A class with no rate on file shows No rate on file, and a note tells you the premium is incomplete.

To use it, set each employee’s Workers comp class code on their record, and enter your rates under Payroll → Payroll Settings → Workers’ comp rates (see below).

Labor Cost

What your people cost you over a date range: earnings plus employer taxes plus employer benefit contributions.

Option	What to enter	Example
Start date *	First pay date to include.	1 April 2026
End date *	Last pay date to include.	30 June 2026
Group by	Cost center, Department, Classification (exempt, non-exempt and so on) or Employment type (full-time, part-time and so on).	Classification

Each row is one group, with the number of employees, earnings, employer taxes, employer benefits and the total cost. Anything without a value for the group you chose is shown as Unassigned.

Headcount

How many people you have, right now. No options.

Tables: Totals (total, active, on leave, not started yet and left), By status, By classification and By employment type. It counts employee records, not pay runs.

Overtime Analysis

Overtime and double-time hours per employee over a date range, from timesheet entries. See Time and leave.

Option	What to enter	Example
Start date *	First day of work to include.	1 June 2026
End date *	Last day of work to include.	30 June 2026

Each row shows the employee’s overtime hours, double-time hours and the total of both. Employees with no overtime are not listed.

EEO-1 Component 1

Counts of your active employees by EEO job category, sex, and race or ethnicity, the figures the federal EEO-1 survey asks larger employers for. No options.

Tables: By job category (male, female, another gender, not disclosed and total per category), By race / ethnicity, and Coverage, which shows how many active employees are fully self-identified and how many are missing self-identification. Fill the missing fields on each employee’s record.

Bokapsys gives you the counts; you submit the survey yourself through the EEOC’s own system.

ACA 1095-C Summary

For a tax year: each employee’s Measurement periods, Full-time months, Hours measured, the Offer of coverage (line 14) and the Safe harbor (line 16) that will go on their Form 1095-C. It reads the hours measured on the ACA Tracking tab, so measure the year there first. See Benefits.

Certified Payroll (WH-347)

Weekly certified payroll for construction projects paid under prevailing-wage (Davis-Bacon) rules. Bokapsys has no way to record project payroll in your workspace, so this report is empty. See Industry features.

Workers’ compensation rates

The Workers Compensation report prices wages at rates you enter.

1. Open Payroll → Payroll Settings and click the Workers’ comp rates tab.
2. Click Add rate. The Add workers comp rate window opens.
3. Choose the State, and enter the Class code from your policy (such as 8810), an optional Description, the Rate per $100 of wages (for example 0.45), the Experience modifier from your policy (1 means no adjustment), and when the rate Starts and, if it has one, Ends.
4. Click Save. You see Rate saved.

The tab lists each rate with how many employees use it, and below it, Employees without a class code, whose wages are reported as unclassified until you set a class code on their employee record under Employment. Use the pencil icon to change a rate (state, class and start date are fixed) and the bin icon to delete one.

Reports this page does not have

You need	What to do
Your quarterly and annual tax forms (941, 940, W-2, state wage reports)	These are built in Tax. See Payroll filings.
Payroll in your financial statements	Your Income Statement and Balance Sheet include posted payroll automatically. See Financial reports.

How to check a report is right

• Tax Liability totals for a quarter should match the payroll tax lines of your Form 941 draft for the same quarter, and the payroll tax amounts in your general ledger.
• Labor Cost earnings for a period should match the wages expense in your Income Statement for the same dates, when every run in the period is posted and none was reversed.
• If a figure looks low, check for runs still in review or approved: only posted and paid runs count.

Common problems

Problem	Cause	Fix
Could not run report	Usually a missing or invalid option.	Check the dates and the year, and run it again.
A reversed run still affects my books but not the report.	Reports leave reversed runs out; your ledger shows both the run and its reversal, which cancel out.	Nothing to fix.
Everyone is Unassigned in Labor Cost.	No cost center or department is set for that pay.	Group by Classification or Employment type instead.
Download state file is refused.	Your full EIN or an employee’s SSN is missing.	Enter the EIN in Tax Setup and the SSN on each employee.
The Workers Compensation premium says it is incomplete.	A class code has wages but no rate.	Add the rate under Workers’ comp rates.

Related

Run payrollPost runs so they appear in reports.

Payroll filingsForms 941, 940 and W-2 from your payroll.

Payroll in your booksHow payroll reaches your financial statements.

Financial reportsIncome Statement and Balance Sheet.