All-in-One Human Resources HR Software

payroll processing checklist template excel

These columns are linked to the “Set Up Employee Data” tab, automatically pulling the applicable tax rates from there. The cells then multiply the rates by the employee’s gross pay minus any nontaxable income . For Medicare, the tax rate is 1.45% on an employee’s first $200,000 in wages and an additional 0.9% if the earned wages exceed $200,000 in a calendar year. This increases the total Medicare tax to 2.35% for those individuals. Overtime pay is simple in that it’s calculated using the number of overtime hours you entered in column G and the hourly overtime rate in column D of the monthly payroll tabs. If you have overtime hours listed in column G, there should be a corresponding dollar amount in column L.

Be sure to review the information in the payroll tabs each month to help you calculate the tax amount due for each employee and the company. Payroll is the process of calculation and distribution of the employees’ wages in an organization. Most businesses use software like ADP or Tally for payroll or hire some outsourcing companies to provide them the payroll services. So businesses these days prefer to do payroll manually, which is done via MS Excel. In order to run payroll in Excel, we require a standardized payroll Excel template that can be used the month to month. The template should consist of tabs for each month with prefilled information like tax rates, and formulas that can calculate the employees’ salary, taxes, and deductions.

Human Resources Templates

The amounts should be fixed from one pay period to the next, but you can update the amounts in the “Set Up” tab if they ever change. After completing your initial setup and entering employee work hours, all payroll calculations should be visible. It’s a good idea to review them before paying employees so you don’t have to void and reissue payments later. The accuracy of your payroll tax calculations also depends on how accurate your employee payroll information is. If you’re not careful, you can subject yourself to penalties. Here are the items you should review, including how the payroll Excel template computes each. Payroll TemplateTrack hourly rates, tax rates, and deductions with a free online Payroll Template.

We’ve written about how manager training is undervalued and ineffective, and manager onboarding is no exception. The payroll processing checklist template excel best onboarding programs work because they’re specific and uniquely relevant to your company and your new hire.

Payroll Checklist

If you want to record payroll payments broken down into regular pay, overtime pay, and reimbursements, you can unhide Columns R-T and then make the Gross Pay column a formula. If you decide to use the PTO calculation tool, check the last three columns in the “Set Up” tab that pertain to PTO. In column P (“Enter Annual PTO Hours”), input the total PTO hours employees are entitled to in a year. If you delete a column from one of the payroll tabs, including the “Year-to-Date Payroll” and the “Set Up” tabs, then you must delete it from the others. If payroll is still taking too much time or if you’ve outgrown a spreadsheet, consider using a small business payroll software like Gusto. The payroll templates in MS Excel can be easily converted to PDF format and sent to the client via mail. Users can even create their own payroll templates in Microsoft Excel, which is beneficial as the payroll can be monitored by the user itself.

payroll processing checklist template excel

A payroll template is used to help businesses track hourly rates, tax rates, and deductions to ensure their employees get paid properly. With our free Payroll Template, you can enter employee rates, hours worked, and better manage employee timesheets for your business. This online spreadsheet also calculates payment amounts automatically, making it easier than ever to take care of payroll in house — eliminating the need to outsource it to pricy accountants.

Step 4: Calculate gross pay.

It’s not unheard of for people to receive huge fines and/or jail time for records falsification. Unfortunately, as with many government programs, certified payroll is extremely data-heavy, and can be very confusing to implement, but is nevertheless absolutely necessary. I found it interesting that you say that the central function of payroll service is to make sure all employees are properly compensated.

If you’re feeling queasy after reading through these steps, we’ve got you covered. There’s a lot to consider and review when it comes to payroll processing, and you don’t have to do it alone.


This information is provided for educational purposes only and should not be construed as tax or legal advice. ADP encourages readers to consult with appropriate legal and/or tax advisors. Today’s digital landscape means limitless possibilities, and also complex security risks and threats. At ADP, security is integral to our products, our business processes and our infrastructure. See how we help organizations like yours with a wider range of payroll and HR options than any other provider.

payroll processing checklist template excel

Gather the preliminary information you need to process payroll.Find your EIN through the IRS. Processing payroll by yourself can be complex, and if you’re doing it for the first time, it’s crucial to consult an expert before you get started. COVID-19 made employee onboarding even more challenging for companies. Companies that were working from the office moved to a remote working set-up. This means, new employees had to be hired and onboarded remotely.

Benefits & Other Deductions

Once you’ve done a final review of the completed payroll, you want to make sure appropriate people get the information they need. Payroll is often the largest budget item for your company, and it’s important you’re following through and providing reports key stakeholders need. Making tax payments according to the required payment schedule is vitally important once payroll has been completed. Other deductions should be handled the same way as benefits. Note that the “Other Deductions” column in the monthly payroll tabs consists of garnishments and other deductions detailed in the “Set Up” tab. On the other hand, the “Total Deductions” (column is the sum of all taxes withheld, premiums collected for benefits, and other deductions. Benefits are reflected in column R on each monthly payroll tab, which sums all premiums showing in columns I through L on the “Set Up Employee Data” tab.

  • If you want to record payroll payments broken down into regular pay, overtime pay, and reimbursements, you can unhide Columns R-T and then make the Gross Pay column a formula.
  • However, if you’ve outgrown spreadsheets and want a payroll system you can easily personalize to fit your business needs, consider Gusto.
  • You also need a “Set Up” tab from which your payroll calculations can pull standard information such as pay rate and benefits enrolled.
  • If you plan to calculate all your employees’ gross pay by hand, you may need a few minutes for each calculation, and this time adds up quickly when you have an entire team of workers.
  • There’s only one “Other Deductions” column in the 13 payroll tabs, and the data that reflects here is the sum of columns N and O in the “Set Up Employee Data” tab.
  • I will send this information to him, so he can look into it more.

If something goes wrong, there are fines and other consequences that can damage your company’s integrity and your employees’ morale. With people constantly on the go, mobile capabilities are extremely important when using a payroll system. Implementing a system that’s mobile-compatible will give your employees more ways to stay on top of their paychecks. Reference List TemplateConduct employee references and store them in a professional online table. Expense Reimbursement SpreadsheetKeep track of expenses owed in your company with an online Expense Reimbursement Spreadsheet. HR OnboardingKeep track of new employee information in a professional HR Onboarding spreadsheet.



このサイトはスパムを低減するために Akismet を使っています。コメントデータの処理方法の詳細はこちらをご覧ください