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Intuit

Workers’ Compensation report in QuickBooks Desktop

Find out how to get your desired info of Workers Compensation through QuickBooks Desktop reports.

You can pull up reports for your Workers' Comp info so you can prepare forms for state agencies or insurance companies. We’ll show you the reports available for workers’ comp and how you can run them.

Workers Compensation Summary

This will show you how much Workers Compensation insurance you have accrued. It includes subtotals for employees whose default Workers Compensation code is exempt and for earnings that were not assigned a job code (this row is called No WC Code).

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Workers Comp Summary.
  3. Set the date to get the info you need.

Workers Compensation by Code and Employee

This report breaks down the Workers Compensation accruals for each code by employee. You can use this to build a picture of each employee's real cost to your business. It includes subtotals for employees whose default code is Exempt and for Earnings that were not assigned any code (this row is called No WC Code).

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Workers Comp by Code and Employee.
  3. Set the date range to get the info you need.

Workers Compensation Detail

This report gives you a transaction-by-transaction breakdown of Workers' Compensation premiums accrued for each Workers Compensation code. You can use this for fixing Workers Compensation totals.

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Workers Comp Detail.
  3. Set the date range to get the info you need.

This report displays employee names, individual paychecks, and the premium calculated for each paycheck.

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Workers Comp Detail.
  3. Change the date range if necessary, then select Refresh.

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Payroll Item Detail, then Customize Report.
  3. In the Display tab, change the date range of the report if necessary.
  4. In the Filters tab, select Payroll Item in the filter list.
  5. From the Payroll Item dropdown menu, select Workers Compensation.
  6. Select OK. To see the detail behind any number on a report, select the number when you see the QuickZoom icon.

Workers Compensation listing

This shows each Workers Compensation code and its rate. If you entered a new rate for a code, and the rate hasn't started yet, the new rate and its start date appears in the Next Rate and Next Rate Effective Date columns.

  1. Go to the Reports menu, then select Employees & Payroll.
  2. Select Workers Comp Listing.
  3. Set the date range to get the info you need.

Workers Compensation by class

  1. Go to the Lists menu, then select Payroll Item List.
  2. Double-click on the Workers Compensation item. This brings up the Edit Payroll Item window.
  3. Select Next.
  4. To make sure that Workers Compensation will track by class, select Track Expenses By Job.
  5. Select Next, then Finish.
Note:
  • Some Workers Compensation reports may include the Gross Wages column. This is the sum of all wages that are subject to Workers' Compensation insurance. Note that if you compare the Gross Wages in the Workers Compensation Summary Report to the Gross Wages in the Payroll Summary Report, they might not be the same amount.
  • The default range for these reports is last month. You can show Workers' Compensation premiums for a different date range by choosing another date range from the Date dropdown list.

You may encounter an error or inaccurate info from your reports. Here are scenarios and how you can fix them.

  • If you see any error.

    Make sure to use the Workers Compensation Wizard to set up the manual Workers Compensation before running payroll.

  • Wage amounts look wrong.

    Set your Workers Compensation preferences to exclude or include overtime premiums (as required by your workers compensation carrier) and rerun the report.

  • The rate for a Workers Compensation code is incorrect.

    Check the Workers Comp List to find out whether you entered the correct rate for the code and date.

    1. Go to the Employees menu, then select Workers Compensation.
    2. Select Workers Comp List.
  • Your Experience Modification rate is missing from the Exp. Mod. column.

    You can't set up your Experience Modification Factor retroactively. If you forgot to set it up, take the total in the WC Premium column and multiply it by your Experience Modification Factor to get your Adjusted Workers Compensation Premium.

    Check the Workers Comp List to find out whether you set up your Experience Modification rate—and that you set it to go into effect on the correct date.

    1. Go to the Employees menu, then select Workers Compensation.
    2. Select Workers Comp List.
  • The Experience Modification rate in the Exp. Mod. column is wrong.

    You can change the rate retroactively. The change doesn't affect individual paycheck transactions, however, it does update the Workers Compensation reports such as Workers Compensation Summary, Workers Compensation by Code and Employee, Workers Compensation by Job Summary, and Workers Compensation Detail.

    If there's a difference between the totals on the reports and your liability totals (which are calculated based on paycheck data), you may have to make a manual adjustment.

    Check the Workers Comp List to find out whether you entered the correct rate for your Experience Modification rate. Check also that you set it to go into effect on the correct date.

    1. Go to the Employees menu, then select Workers Compensation.
    2. Select Workers Comp List.

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