Standard Payroll Reports in UAE

Standard sets of payroll report help companies to record, review and analyze employee cost and provide information for completing compliance related requirement relating to Social Security and Tax.

Below are the list of standard set of payroll reports.

• Payroll Register
• Payroll Reconciliation Report
• Bank Transfer File
• Loan Outstanding Report
• Loan Deduction List
• Headcount Reconciliation Report
• End of service Gratuity Accrual Register
• Vacation Accrual Register
• GPSSA Register
• Air Ticket Accrual Register
• Finance Reports

Payroll Register

Payroll Register summarizes the net salary payable to every employee for the current period and other payroll details in a comprehensive and detailed manner. Details such as Basic Salary, Allowances, Additional payments and Payroll Deductions for the current period are presented in Payroll Register for easy grasp and payroll analysis. Other positional details like Designation, Department, Sponsor, Cost Center and Date of Joining are presented as well in Payroll Register.

Payroll Reconciliation

Payroll Reconciliation report presents the reconciliation between last month’s Net pay and current month’s Net pay. It explain the comparison between previous period and the current period in a detailed manner and this help to analyze the difference between last month and current month payroll.

Bank Transfer File

Bank Transfer File presents the summary of bank details of employees i.e. Bank Name, IBAN, Beneficiary Name, and Net Pay for transferring funds to their respective accounts. The mode of payment i.e. Direct transfer, WPS transfer, Non WPS payment, Cheque payment, cash payment, etc are also being indicated under the bank transfer file. This report shows how the net pay is distributed through different payment channels with employee wise details.

Loan Outstanding Report

Loan Outstanding Report summarizes the total loan balance as of the current payroll period and the amount outstanding from every employee. The report presents the details such as Loan Amount, Number of Installments, Monthly Installment Amount, Paid installment amount, outstanding loan amount, Repayment Start Date and Repayment End Date. This report will help to get employee wise loan outstanding balance.

Headcount Reconciliation Report

Headcount Reconciliation Report reflects the changes in number of employees as compared from previous month’s head count to current month’s head count. Variance is determined according to the number of newly hired employees, Separated employees, Suspension and reinstatement, transfer, etc during the current payroll period.

End of service Gratuity Accrual Register

Indemnity Accrual Register shows amount of Gratuity payable to each employee at the end of payroll month. This report will also mention about hire date, Accrual basis amount, opening balance i.e., last month closing balance, accrual for the month and closing balance for the month. This report shall be used as a supporting for total Gratuity provision showing in company books of account as provision for End of service Gratuity.

For more details, please refer: UAE End of service Gratuity

Air Ticket Accrual Register

Companies are keeping accrual to manage their yearly or bi-annual air ticket amount paid to their staff. Air Ticket Accrual Register shows home country airport, ticket fare to the home country airport, opening balance i.e., last month closing balance, accrual for the current month and the amount of air ticket payable to each employee at the end of payroll month.  This report shall be used as a supporting for total provision coming under air ticket.

Loan Deduction List

Loan Deduction List is a summary file that presents the loan amortization amount for the current month. Amounts reflected are deducted to employees’ current monthly salary as advance deductions.

Vacation Accrual Register

Vacation Accrual Register reflects the outstanding leave balance of each employee as of the current period, leave taken, monthly accrual and closing balance for the month with respect to staff’s annual eligibility.

For more details, please refer: UAE Annual leave

GPSSA Register

GPSSA (General Pension and Social Security Authority) is the social contribution which is applicable to UAE and other GCC national working in UAE. GPSSA register shows GPSSA calculation base amount, Employee contribution and employer contribution. As a standard practice, Company can deduct the employee portion through payroll and pay the total contribution, i.e., both employer and employee contribution to GPSSA. GPSSA register helps companies to keep the track of their total contribution required to be processed in a particular month with the break up of both of employer and employee contribution.

For more details, please refer:  GPSSA

Finance Reports

Finance report includes the report to be used by accounting department to complete the accounting entries. These reports are normally shared with accounting team only after completing entire payroll processing of a particular month i.e. after releasing payroll. Finance reports are used for completing accounting entry related to payroll and as a supporting document for the amount mentioned in financial statements. Standard Finance Reports relating to payroll includes below mentioned reports.

• Payroll JV
• Gratuity Accrual Register
• GPSSA Register
• Vacation Accrual Register
• Loan Outstanding Report

Bottom Line

As a leading payroll service provider in this region, standard set of monthly payroll report provided by HLB includes all the reports mentioned here. This will help to handle the payroll in a professional manner that will help to document, review and analyze the payroll. Above report help to keep all the provision and other finance report used for standard accounting reporting requirement for both internal and external audit purpose.

Payroll Process in UAE

The process of payroll is little complicated and time-consuming; hence it is always recommended to outsource your company’s payroll function. Outsourcing payroll will ensure the assistance of a team of trained payroll professionals and it frees up the time of the organization, helping them focus on other projects that add value to their business.

One should be extra vigilant while selecting their payroll provider, as payroll data is highly sensitive, and one should opt for a provider that can ensure high levels of data security.

As a leading payroll outsourcing company, HLB HAMT can help solve your payroll complexities through customized strategies. We take care of our clients’ entire payroll cycle that includes preparation of payroll reports, processing salary payment with WPS compliance, accrual management including Gratuity, pension funds, an online portal for accessing payslips, and many more. Our leadership team spends the necessary hours in every project, ensuring our clients get refined consulting services to take your business forward.

To know more about our payroll process, Click here

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