Payroll and Headcount Reports
Review payroll totals and active workforce by department.
Payroll and headcount reports help leaders review people cost and workforce structure.
Use payroll reports for finance-sensitive review and headcount reports for workforce planning. They answer related but different questions.
Payroll Summary
Use Payroll Summary to review payroll runs with gross and net totals. Use date range to focus on the payroll period you need.
Open Reports → HRM → Payroll Summary before payroll review, finance handoff, or month-end people-cost reporting. Compare gross and net totals in chart view, then validate period rows in table view.
If payroll totals look wrong, open the payroll run before editing report exports. Check salary components, adjustments, approved leave, attendance corrections, and employee status in the source HRM records.
Do not correct payroll by editing the export alone. Fix the source HRM or payroll record so future reports and audits show the same corrected data.
Before Payroll Review
Confirm the payroll period, included employees, salary components, adjustments, approved leave, attendance corrections, and reimbursement rules before exporting or sharing the report. Reports summarize source data; they do not replace payroll review.
If a number looks wrong, fix the source employee, attendance, salary, adjustment, or payroll run record first. Then reload the report.
Headcount
Use Headcount to review active workforce by department and type. This report does not use date filters because it summarizes current active workforce data.
Headcount is useful for planning hiring, capacity, department cleanup, and role coverage. If a department looks wrong, check employee profiles, departments, and employment status.
Review headcount before leadership updates, hiring planning, and department budget work. Inactive employees, contractors, missing departments, or outdated positions can make the current workforce mix look wrong.
Clean Up Headcount Data
When headcount looks wrong, check:
- employee active/inactive status
- department assignment
- position or employment type
- duplicate employee records
- contractors or temporary staff that should be categorized differently
Clean the employee records before using the report for planning.
Privacy And Sharing
Payroll exports should be limited to payroll, finance, and authorized leadership. Headcount summaries can often be shared more broadly, but still review department, position, and employment type details before sending.
If you only need staffing counts, use Headcount instead of exporting detailed payroll values.
How to Read Them
Use Payroll Summary before finance review or payroll reconciliation. Use Headcount when planning hiring, department capacity, or HR cleanup.
Review Workflow
- Set the Payroll Summary date range to the payroll period.
- Compare gross and net totals.
- Open payroll runs if totals do not match expectations.
- Review payroll adjustments and payslips before exporting.
- Open Headcount and check department distribution.
- Fix employee department or status issues before leadership reporting.
Export only after HR and finance agree that the payroll period is closed or ready for review. Reports should not be used to bypass payroll-run approval.
Sharing Guidance
Payroll reports can contain sensitive compensation information. Share exports only with people who need payroll or finance access. For leadership planning, use headcount summaries where detailed payroll values are not needed.
Reconcile Payroll And Headcount
Before sharing payroll/headcount analysis, compare active employees, payroll run employees, departments, positions, leave, and salary records. A headcount report can look correct while payroll is missing an employee, or payroll can include someone who should be inactive.
Fix employee status and payroll source records before exporting final numbers.