Free payroll preparation template (Excel)
Collect every payroll input in one place before you run pay. Track employee hours, overtime and allowances for each pay period, then enter clean data into your payroll software with confidence.
Payroll preparation worksheet
Excel format (.xlsx) • Ready to download
No signup required. Works with Excel and Google Sheets.
This payroll preparation worksheet is a general template only and is not financial, tax or legal advice. It does not calculate wages, penalties, super or entitlements, and it does not replace award interpretation or compliant payroll software. Verify your obligations with Fair Work and the ATO. 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.
What's in this template
A structured worksheet for gathering pay-run inputs
Employee name
Full name of each staff member included in the pay run.
Pay period
Start and end dates of the pay cycle — weekly, fortnightly or monthly.
Ordinary hours
Total regular hours worked, ready to pull from approved timesheets.
Overtime hours
Hours worked beyond ordinary time, recorded separately for clarity.
Allowances
A description of any allowances due — uniform, travel, meal — with no dollar amounts.
Notes
Space for exceptions such as leave, sick days or handover comments.
Example layout
Enter hours and descriptions only — no pay rates or calculations. Keeping the worksheet rate-free keeps your preparation clean and ensures accuracy when the data is entered into payroll software, where award rates are applied correctly.
| 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 prepare a pay run in Excel
Four steps from timesheets to a submitted pay run
1. Check your setup
Verify employee details, TFNs, super fund info and award classifications. Confirm tax tables and super rates are current before you start.
2. Gather approved hours
Pull ordinary and overtime hours from approved timesheets, plus any leave, into the worksheet — one row per employee for the pay period.
3. Create the pay run
Enter the worksheet data into your payroll software (Xero, MYOB), select the pay calendar and frequency, and set the pay period and payment date.
4. Review before submitting
Check each payslip for hours, rates, allowances and super, then submit the pay run and report through Single Touch Payroll.
The free worksheet above covers the gathering stage. For the full calculation walkthrough, read our guide on how to calculate payroll from timesheets.
Who uses this template
Ideal for businesses preparing payroll each cycle
Hospitality
Prepare payroll inputs for cafe, bar and restaurant teams each cycle.
Retail
Gather hours and allowances for shop floor staff before the pay run.
Aged care
Collect ordinary and overtime hours for shift-based care teams.
Before the pay run, estimate the cost of your roster with our payroll cost calculator, or check your processing routine with a pay run checklist.
When manual payroll prep stops scaling
Gathering inputs in a spreadsheet works for a small team. But as you grow, pulling hours from timesheets and chasing allowances every cycle eats hours. RosterElf exports approved timesheets and award-interpreted hours straight into Xero and MYOB, so your pay run is ready without the rekeying.
Payroll & award guides
Run accurate, compliant pay with these resources
Calculate payroll from timesheets
Turn approved hours into an accurate pay run, step by step.
Read the guideConduct a payroll audit
Cross-check pay runs against awards and timesheets to catch errors before they compound.
Read the guideWhat is payroll?
A plain-English breakdown of what payroll involves and the inputs every pay run needs.
View glossaryRelated templates
Explore more free award & payroll templates
Payroll preparation template FAQ
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Start by checking your setup — employee details, TFNs, super fund info and award classifications — then gather approved ordinary and overtime hours plus any leave for the pay period. Enter those inputs into your payroll software, select the pay calendar and frequency, set the payment date, and review each payslip before submitting and reporting through Single Touch Payroll. This worksheet covers the gathering stage so nothing is missed. Our guide on how to calculate payroll from timesheets walks through the full process.
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To prepare a pay run you need employee details, the pay period dates, hours worked (ordinary plus overtime), pay rates, super and any deductions or allowances. This worksheet captures the hours, allowances and notes; pay rates and superannuation are best applied in your payroll software. See the payroll definition for an overview of every input.
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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 enter the data into your payroll software, reducing the risk of errors and underpayments.
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Use it each pay period — weekly, fortnightly or monthly — to gather inputs before processing pay. Save each completed worksheet with the pay period dates for your records, which also makes a future payroll audit far easier.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.