Free payroll preparation template (Excel)
Collect all payroll inputs in one place before processing pay. Track employee hours, overtime, and allowances for each pay period. Download, customise, and use immediately.
Payroll preparation worksheet
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
A structured worksheet for payroll preparation
Employee name
Full name of each staff member
Pay period
Start and end dates of the pay cycle
Ordinary hours
Total regular hours worked
Overtime hours
Hours worked beyond ordinary time
Allowances
Description of any allowances (no amounts)
Notes
Space for comments or exceptions
Example layout
Enter hours and descriptions only — no pay rates or calculations. This keeps your preparation clean and ensures accuracy when data is entered into payroll software.
| Employee | Pay Period | Ordinary Hrs | OT Hrs | Allowances | Notes |
|---|---|---|---|---|---|
| Sarah Jones | 13-26 Jan | 76 | 4 | Uniform | - |
| James Smith | 13-26 Jan | 80 | 0 | - | 1 day sick leave |
How to use this template
Prepare accurate payroll inputs each pay period
Download
Get the Excel worksheet
Gather hours
Collect from timesheets
Record allowances
Note any allowances due
Process in payroll
Enter into payroll software
Who uses this template
Ideal for businesses preparing payroll manually
Hospitality
Prepare inputs for staff payroll each period
Retail
Gather hours and allowances before pay run
Food services
Collect payroll data from timesheets
Template disclaimer
This template supports payroll preparation only. It does not calculate wages, penalties, or entitlements. Always process payroll using compliant payroll software. For automated award interpretation, use payroll integration software.
Need automated payroll integration?
Manual payroll prep works for small teams. But as you grow, collecting data from multiple sources becomes time-consuming. For automatic timesheet exports and award interpretation, try payroll integration software.
Explore payroll integrationPayroll preparation template FAQ
- A payroll preparation worksheet helps you collect and organise all the inputs needed before processing pay — employee hours, overtime, allowances, and notes. It ensures nothing is missed before you process payroll in your software.
- No, this template collects payroll inputs only. It does not calculate wages, penalties, or entitlements. For automated calculations, use payroll software with award interpretation.
- Yes, this template is designed to help you prepare inputs that can then be entered into any payroll system — Xero, MYOB, or others. It standardises your data collection process.
- No. This template deliberately excludes pay rates to avoid calculation errors. Pay rates should be managed in your payroll software where they can be correctly applied with award rules.
- Use it each pay period (weekly or fortnightly) to gather inputs before processing pay. Save each completed worksheet with the pay period dates for your records.
Related templates
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Ready to streamline payroll prep?
Download the template now and organise your payroll inputs.
Disclaimer
This template supports payroll preparation only. It does not calculate wages, penalties, or entitlements. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template. Always process payroll using compliant payroll software.