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Level 3

OSHA 300A average # of employees

The OSHA 300A log instructions from the Dept of Labor require that we add the total number of employees in EACH pay period.  We pay weekly so that is 52 pay periods.  Is there a way to do this easily, i.e. not have to do it 52 times?

11 Comments 11
QuickBooks Team

OSHA 300A average # of employees

Hi there, CCNCem.


I'd like to help with your payroll question. Do you mean you want to get a report for the number employees that are paid in every pay period? For now, there's no specific report that would give us the total number of employees in a certain pay period. Although, you can run the Payroll Summary report and manually count how many were paid in for every period. 


If you want to get the total hours worked that are already used in the paychecks, use this article as a guide: Create A total Hours Worked By Employee Report.


Aside from that, you can also run the Time by Name report if you used the Time Sheet feature to record the hours worked. Here's how:


  1. Go to the Reports menu, then scroll-down to Jobs, Time, and Mileage.
  2. Select Time by Name. 
  3. Change the date in the Dates field and click Refresh.


Add a reply below if you have follow-up questions. You can also reach out to us again if you need anything else. 

Level 3

OSHA 300A average # of employees

Every company in the entire country has to fill out this log for OSHA annually and we are all suppose to run a payroll report for every single period and manually count the number of employees? That's awesome.

QuickBooks Team

OSHA 300A average # of employees

Welcome back, @CCNCem.


I'm here to ensure you can pull a report that shows the total employees' worked hours. This way, you can complete the OSHA 300A. Running and customizing the Payroll Item Detail report would help you get the information need. Here's how:


  1. Go to the Reports menu, then choose Employees & Payroll and select Payroll Item Detail.
  2. Click the Customize Report.
  3. In the Display tab, go to the Columns list and mark Qty.
  4. From the Total By dropdown, select Employee.
  5. Go to the Filters tab and select Payroll Item.
  6. Pick the specific item associated with the drop-down. If there is more than one type of hourly payroll item, choose Multiple payroll items.
  7. Click OK.


You might want to read this article to learn how to customize payroll and employee reports: Customize payroll and employee reports.


I'm still open to your replies. If you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response. 

Level 3

OSHA 300A average # of employees

I already know how to run a report for the hours.  What I asked for is a way to count the number of employees for each pay period.  Both of these items are required for the OSHA log.  I'm still convinced that these "QuickBooks Team" responders are bots that just look for key words and spit out scripts accordingly. They rarely seem to answer the actual questions asked.

Level 1

OSHA 300A average # of employees

I need the same data as well. Please Quickbooks, this report would save hundreds of man-hours.

QuickBooks Team

OSHA 300A average # of employees

I’ve got you covered, @Marlin_Fisher.


As my peer mentioned above, there's no specific report that would give us the total number of employees in a certain pay period. Consider running a Payroll Summary report and export it to Excel.


Once exported, you can eliminate the unnecessary details on the worksheet. That way, you can easily count them manually. Let me show you how:


  1. Select Reports from the menus.
  2. Choose Employees & Payroll, then Payroll Summary.
  3. Select the date range.
  4. Press the Excel button, then select Create New Worksheet.
  5. Click Export.


I’ve also attached an article that has information about Excel-based payroll reports. This provides instructions to generate and summarize data in Excel.


Let me know if you still have other reports and payroll concerns. The Community is always here to help in any way we can. Always take care.

Level 1

OSHA 300A average # of employees

Yes, I have used that report many times and I use it to get the hours that are entered on the Osha 300. 

However, the Osha 300 hundred also askes for an additional piece of data that I am requesting a report for on the behalf of many users.

One of the first steps in the Osha 300 packet has this paragraph: "Add up and then enter the number of employees your establishment paid IN EACH PAY PERIOD during the year. Be sure to include all employees: full-time, part-time, temporary, seasonal, salaried, and hourly."  "Note: You CANNOT divide the total number of W2s by the number of pay periods to calculate average employment. You must add up the number of employees paid IN EACH PAY PERIOD and then divide by the number of pay periods."



I would love to see a report in QuickBooks that can produce this info without needing to dig for it. 

I hope that makes sense.

Level 1

OSHA 300A average # of employees

I found a work around that I was able to use to count my average employees:


  • I went to employees from the shortcut menu on the left
  • Chose the transaction tab
  • Clicked on Paychecks and chose last calendar year
  • Exported to Excel
  • Highlighted all of the names to get a count from excel
  • Divided that number by the number of pay weeks


Not an ideal way to do this, but beats looking up each pay period and counting the number of employees paid.  It would be nice if Quickbooks incorporated reports for the OSHA 300 in the future.

QuickBooks Team

OSHA 300A average # of employees

Hello there, @Marlin_Fisher.


I hear you and realize the importance of being able to have a report that will produce the OSHA 300A information directly in QuickBooks Desktop. For now, to get your work done, you may follow the recommendations shared by my peers above.


I'd like to let you know that our developers are always working to be compliant with the tax agencies and to improve the product to cope with your business needs. I encourage you to send this preference to our developers. 


To do that:

  1. Click on Help at the top menu bar. 
  2. Pres on Send Feedback Online.
  3. Key in your Product Suggestion

You can also visit our Firm of the Future site to be updated with our product road-maps. 


Reach out to me whatever questions you may have about QuickBooks. I’m more than happy to assist further. Have a good one.

Level 1

OSHA 300A average # of employees

Because I didn't have time to breakdown every payperiod's data to arrive at this, I just took the total hours worked for the year & divided it by 2000 to come up with the avg # of employees (based on a full time employee working 2000 hours) for the year.

Level 1

OSHA 300A average # of employees

This was helpful.

Thank you!

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