[PR] Payroll Balancing Reports for Quarterly and Year-End Processing

Created by Crystal Millington, Modified on Thu, 30 Oct at 3:58 PM by Crystal Millington

To ensure accurate quarterly and annual payroll reporting in Vista, several key reports can be used to reconcile wages, taxes, and deductions across 941, FUTA/SUTA, Workers’ Compensation, and W-2 filings.

1. Balancing the 941 (Federal Quarterly Report)

Use the following reports to verify tax liabilities and wage totals:

PR Employee Accumulations – Confirms deduction code amounts align with taxable wages for Federal, Social Security, and Medicare.
PR Federal Tax Liability – Should balance to the 941 Schedule B.
PR 940/941 Information – Uses FICA deductions to validate taxable wages.
PR 941 Schedule B – If discrepancies exist, compare using the PR Employee Sequence Detail Report and PR Check Register to confirm paid dates align with pay periods.

2. Balancing FUTA/SUTA (Unemployment Taxes)

Verify unemployment wage and limit calculations using:

PR Employee Accumulations – Subject amounts should match FUTA/SUTA wages in the PR Unemployment Report (YTD Gross).
PR Employee Sequence Detail Report – Identifies incorrect limits, overrides, or calculation errors.
PR Unemployment Report – Shows the data included in the e-file submission.
PR Tax Report – Useful for checking deduction/liability code accuracy, including FICA limits and rates.
PR 940 Schedule A – Used for multi-state FUTA reporting.

3. Balancing Insurance and Workers’ Compensation

PR Employee Accumulations – Validates gross and subject wage amounts.
PR Insurance Report by Insurance Code – Confirms earnings subject to insurance codes.
PR Tax Report – Verifies deduction and liability accuracy.

4. Balancing W-2s (Year-End Reporting)

PR Employee Accumulations – Ensures proper subject/eligible amounts for Federal, Social Security, and Medicare wages.
PR W-2 Process / Preview / Print W-2 – Confirms final employee totals match reported data.

Tip: Always verify paid dates, taxable wage limits, and deduction code configurations before closing the quarter or year to ensure all filings reconcile accurately.