Payroll
Payroll Reports and Snapshots
Review live payroll by employee and grant for any date range, and save a Supported or Working snapshot that later changes do not alter. No period close is needed.
Open Allocations > Payroll and choose Report to see payroll by employee and grant. Choose any From and Through pay dates. You are not limited to calendar months.
The report table has:
- one row for each employee;
- one column for each grant that has payroll in the range;
- an Unresolved column; and
- a Total column with each employee's total payroll cost.
The amounts come from the same payroll costs that All payroll shows. A payroll run is in the range when its pay date falls between the From and Through dates.
The live report
The report is live, so new payroll, evidence, and corrections change it right away. GrantLink does not ask you to close or reopen a payroll period.
The report shows Supported for the selected dates only when both of these are true:
- every payroll cost in the range is fully assigned to grants; and
- every payroll run in the range is matched to QuickBooks expense lines that add up to the run total.
Otherwise, the page shows Working report. It explains whether allocations, QuickBooks matching, or both are still incomplete. If matching is incomplete, choose Resolve QuickBooks matching to ask the assistant to match the runs. See Match Payroll to QuickBooks.
If no payroll falls in the range, the page shows No received payroll in this range. You cannot save a snapshot for an empty range.
Save a snapshot
A snapshot keeps a copy of what the report showed when you saved it. The live report keeps changing after you save a snapshot.
- Choose the date range.
- Review the table and the unresolved amount.
- Choose Save snapshot.
- If the report is not Supported, GrantLink asks whether to save a working snapshot. Choose Save working snapshot only when you want to keep an incomplete version.
A range that is Supported saves as Supported, and any other range saves as Working. If the report changed after you opened it, GrantLink rejects the save. Review the updated numbers, and then save again.
Each snapshot keeps the employee and grant names it had when you saved it. It also records which payroll costs and allocation versions make up each amount. Later corrections and renamed records do not change a saved snapshot.
The Saved snapshots list shows each snapshot's date range, save time, status, and total. The payroll page does not open the employee rows of a saved snapshot. If you saved a snapshot in chat, you can ask the assistant in the same chat what the snapshot showed.
When to use each version
- Use the live report for current management questions.
- Use a Working snapshot to keep an interim version that is clearly labeled as incomplete.
- Use a Supported snapshot when you need a record of payroll that was fully assigned and matched to QuickBooks for the selected range.
"Supported" means that the payroll in the range is fully assigned and matched to QuickBooks in GrantLink. It does not mean that the costs are compliant, approved by an auditor, certified, submitted to a funder, or reimbursable.
GrantLink does not export payroll reports to PDF or Excel and does not send them to funders. Other GrantLink reports do not include payroll allocations.