The Year-to-Date Summary report is a record of each employee's YTD information as per their employee profile. This means that, unlike the Year-to-Date Journal, it will capture any manual changes made to their YTD. So, if you have manually added to or removed amounts from an employee’s YTD, then it is strongly advised you create a YTD Summary in order to capture these changes (both before and after). As a result, this report is very useful to refer to in case your T4 Summary does not add up, as that can often be due to manual changes to YTD.
Creating the Report
The YTD Journal report must be created manually. To do this:
- Ensure that you are in the correct payroll year in the upper right corner of the page
If you need to change the year, go to Settings > Payroll Options > Payroll Year > Save. - Go to Reports > Yearly > Year to Date Summary
- Click Create New Report
Creating a new report will provide you with the current YTD information. This means that a report created in March will have much less data than one created in December. If you’re using this report for the purpose of reviewing your T4s, be sure to create a new report at that time to have the most up-to-date information.
Using the Report
1 – Created – the date the report was created. Please note that this does not necessarily indicate the year that the report is for.
2 – Create New Report – click this button to create a new YTD Summary report.
3 – View/Download – on the Business Plan or above, you will be able to download a PDF version of this report. Otherwise, you will be able to view it by clicking the icon and scrolling to the bottom of the page.
When you View the report, you will see each employee’s information laid out as seen below, including their total hours, earnings (gross, net, insurable) and deductions. To expand the report to show additional fields for custom benefits and deductions, click the DISPLAY icon and select the extra rules you want to see. In this version, each employee has their own row.
When you download the report, it will provide you with the expanded version to include every rule that was applied to the employee, including custom earnings, benefits and deductions. In this version, the employees each have their own column containing all of their YTD information. Unlike the YTD Journal which breaks down the information by pay run, the YTD Summary only contains the full YTD amounts.
At the top of the page, it will note the time it was created on the right, as well as the year it was created for on the second line:
Why is my YTD Journal different than my YTD Summary?
The YTD Journal and the YTD Summary get information from different places, so they may be different. If you have been using PayEvo to process your payroll for the entire calendar year, these two reports should match exactly. If they do not, this is an indication that you, or someone in your organization, has made manual changes to the employee(s) YTD.
The YTD Journal gets its data from finalized pay runs only. These are all pay runs completed in the program.
The YTD Summary gets its data from the employee YTD only.
Most common reasons why the YTD Journal and Summary might not match:
- Started with PayEvo part way through the year and entered employee YTD on start-up. The YTD Summary will then be a total of the YTD Journal amounts plus what was entered on start-up.
- Manual changes to employee YTD