If you're required by the state to provide Workers' Compensation insurance, you may periodically receive a workers' comp audit letter from your insurance provider. This audit will typically request copies of quarterly returns, as well as a payroll report. We'll show you how to run and download the reports you need for this audit.
Where to find quarterly reports
Go to Filings to view Payroll Filings.
You'll see a button for each return starting with Quarter 1, up to Quarter 4. You'll probably need to go to the previous year in order to download all the quarterly returns you'll need for this audit.
Click to open each quarterly return that falls within the audited period.
The return PDF will open in a new tab to download or print.
Your audit notice may ask for both your Federal and State returns. Repeat the above steps for every return requested in your audit letter. Then you're ready to run your payroll report.
Running the payroll report
The Employee Summary report is the best report to use to capture the time period requested on the notice. It shows each worker's cumulative pay for a selected date range, detailing the Gross Wages, Withholding Taxes, Employer Taxes, and Deductions your insurance provider needs.
Go to Reports, then Employee Summary in the left menu.
Enter the date range requested in your audit letter putting the start date under "From Check Date" and the end date under "To Check Date".
Once you've set the date range according to your provider's request, click Update List to view the report. Next, you'll need to export it.
Exporting reports to PDF or Excel spreadsheet
Your audit notice will ask you to provide this data . You can export your employee summary report either as a spreadsheet, or a PDF document. Once you've run the report for the requested date range, click Open in Excel or Save as PDF to download the file.
That should cover everything required for this audit but if you need help, email us at hello@onpay.com.
Why shouldn't I use the Workers' Comp Listing report?
Good question. The Workers Comp Listing is not the best choice for the this audit, because it contains a lot of information that your provider already has, like the rates on file and whether an employee has multiple rates. The Workers' Comp Listing may also exclude information that your provider needs, like payrolls processed before the rates were entered into OnPay. The Employee Summary report is the best report to use for this audit.
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