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FREE TEMPLATE Last updated 26 June 2026

Free pay run checklist (Excel)

Never miss a step before payday. This simple checklist confirms timesheets are approved, leave is recorded, allowances are applied and super is right — so every pay run goes out clean.

Pay run checklist

Excel format (.xlsx) • Ready to download

Step-by-step pre-payroll checks
Covers timesheets, leave, allowances, super
Checkbox format for easy tracking
Excel (.xlsx), ready to print

No signup required. Works with Excel and Google Sheets.

This pay run checklist is a general template only and is not financial, tax or legal advice. It does not calculate wages, penalties, overtime or super, and does not replace award interpretation or payroll software. Always verify your obligations with Fair Work and the ATO and process pay using compliant software. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.

References HR Hub disclaimer Modern Awards Fair Work

What's in this template

Every pre-payroll check, in one list

Timesheets approved

Confirm every employee timesheet is reviewed and signed off before you start the pay run.

Leave recorded

Enter annual leave, personal/sick leave and unpaid absences so balances and pay are correct.

Allowances reviewed

Identify and apply any award allowances — meals, travel, laundry or tool allowances.

Overtime checked

Verify overtime and penalty hours against rosters and the relevant award classification.

Super confirmed

Check superannuation is calculated on ordinary time earnings for every eligible employee.

Pay run finalised

Mark the run complete once payslips are issued, STP is lodged and payments are scheduled.

What to check before processing payroll

Four stages to work through every run

1. Time, attendance & leave

Approve all timesheets, validate leave balances, and check penalty and overtime classifications against the applicable award before anything else.

2. Employee changes

Confirm new hires have a TFN declaration and super details, process any terminations, and apply pay-rate or tax updates since the last run.

3. Earnings & deductions

Verify gross pay, allowances, commissions and deductions are correct, and that overtime and penalty rates have been applied accurately.

4. Super & funds

Confirm superannuation contributions are right and that funds are available for direct deposits before you lodge STP and pay.

Working through these stages before you run pay catches the errors that cause underpayments and rework. Once payday is done, follow our guide to reconcile payroll against your bank and ledger, and lean on the checklist again at year-end when you complete EOFY payroll.

Who uses this checklist

For anyone responsible for the pay run

Hospitality

Never miss a step during busy, high-turnover pay periods

Retail

A consistent pay run process across stores every period

Healthcare

Reliable pay runs across rotating shifts and rosters

Bookkeepers and payroll officers use it to standardise every run, while business owners use it as a safety net. Tighten it further with a regular payroll audit and keep super on track ahead of payday super.

Want an automated pay run, not just a checklist?

A checklist stops steps being missed — automation stops them being manual. RosterElf links approved timesheets, leave & award interpretation straight to your payroll, so timesheets, allowances and super flow through accurately every run.

Start free trial See payroll integration

Payroll & award guides

Run payroll with confidence using these how-to guides

How to reconcile payroll

After payday, match your pay run against the bank and ledger to catch errors early.

Read the guide

Complete EOFY payroll

Finalise STP, reconcile super and close out the financial year without surprises.

Read the guide

Calculate payroll from timesheets

Turn approved hours into accurate gross pay, overtime and penalties, step by step.

Read the guide

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FAQ

Pay run checklist FAQ

  • A pay run checklist is a step-by-step list that ensures every task is completed before you process payroll — approving timesheets, recording leave, reviewing allowances and confirming super. It helps prevent common mistakes like missed leave or unapplied allowances that lead to underpayments. Pair it with our guide to calculating payroll from timesheets for the full workflow.

  • Before you run payroll, verify timesheet approvals, leave balances and any employee data changes (new hires, terminations, tax or pay-rate updates); confirm overtime, allowances and deductions are correct; and make sure funds are available for direct deposits. The “What to check before processing payroll” section above breaks this into four stages you can work through every run.

  • The checklist is a single Excel file (.xlsx), ready to print. Open it in Excel or Google Sheets, tick items off digitally, or print it for a physical checklist on the wall — whichever suits your pay run.

  • No — this is a process checklist only. It makes sure every step is completed but does not calculate wages, penalties, overtime or super. Use compliant payroll software, or our payroll integration, for the actual calculations.

  • Yes — the Excel file is fully editable. Add, remove or reorder items to match your own pay cycle, award allowances and approval steps. Many teams add rows for award allowances they pay regularly.