Employee Ledger Report

The Oregon Employee Ledger Report is a detailed payroll and accounting report used by Oregon public agencies (including K–12 school districts, ESDs, and other governmental entities) to track employee-level payroll transactions for financial reporting, auditing, and reconciliation purposes.

It serves as the official ledger of payroll activity by employee, showing how compensation and related costs are distributed across funds, programs, and accounts.

The report is used to:

• Document payroll expenses by employee.

• Support financial audits and internal controls.

• Reconcile payroll systems with the general ledger.

• Support state reporting and compliance requirements.

• Provide the details behind the summary payroll and expenditure reports.

Menu path

From the Human Resources menu, select State. From the State - OR menu, select Employee Ledger Report.

Submission period

As and when required (usually at the end of the year, as it includes 12 months of employee data).

Selection Rule

Extracts 12-month Employee Ledger Report, including gross pay, deductions, and fringe benefits, based on the criteria on the OR Employee Ledger Report page.

Prerequisite

Ensure that the Fair Labor Standards Act (FLSA) work cycles used in your organization are configured correctly. For more information on configuring FLSA work cycles, refer to the FLSA Cycle Setup Guide for Employee Timesheets Configuration and Overtime Calculations.

Create file

Use the OR Employee Ledger Report page to generate a 12-month employee earnings ledger that includes gross pay, deductions, and fringe benefits. This report provides a comprehensive view of an employee's payroll activity over a calendar year, organized by month.

1. On the OR Employee Ledger Report page, refer to the Field descriptions and enter or select the required load criteria.

2. Select Hard Copy.

3. If you have the security permission to view the entire Social Security Number (without masking) and want to include it, select Print Full Social Security Number.
   The required access privileges are granted by assigning the appropriate security resource.

4. Select Create, and then Yes.

5. Save the file and select OK.

6. Navigate to the folder containing the report file.

7. Inspect the file. Update the source data if necessary.

8. Repeat these steps until all the required data is included.

The default file name is OR EMPLOYEE LEDGER_<MMDDYYYY_hhmmss>.pdf.

For detailed information about the report’s file layout, refer to Employee Ledger Report - File Layout and Data Mapping.

Follow the state's submission procedures.

Field descriptions

The following table describes the fields on the OR Employee Ledger Report page.