Free payroll reconciliation template (Excel)
Cross-check roster hours against timesheets and payroll totals. Catch discrepancies before they become payroll disputes. Download, customise, and use immediately.
Payroll reconciliation
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
A structured reconciliation worksheet
Employee name
Full name of each staff member
Pay period
Start and end dates
Rostered hours
Hours scheduled on roster
Timesheet hours
Hours recorded on timesheet
Paid hours
Hours processed in payroll
Variance
Difference between sources
Notes
Explanation for discrepancies
Example reconciliation
Compare hours from each source. Variances highlight potential errors to investigate.
| Employee | Rostered | Timesheet | Paid | Variance | Notes |
|---|---|---|---|---|---|
| Sarah Jones | 40 | 42 | 42 | +2 | Stayed late Monday |
| James Smith | 38 | 38 | 38 | 0 | - |
| Emma Wilson | 32 | 32 | 24 | -8 | Check payroll entry! |
How to use this template
Catch payroll errors before they happen
Enter rostered hours
From your roster or schedule
Add timesheet hours
From approved timesheets
Compare paid hours
From payroll system
Investigate variances
Fix before finalising pay
Who uses this template
For anyone processing payroll
Hospitality
Catch timesheet errors before pay day
Retail
Verify roster matches payroll
Any business
Reduce payroll disputes
Template disclaimer
This template compares hours only. It does not calculate wages, penalties, or entitlements. Always process payroll corrections through your compliant payroll software.
Want automatic reconciliation?
Manual reconciliation works, but automation is better. RosterElf connects your roster, time clock, and payroll — so hours flow through automatically with no manual comparison needed.
Explore payroll integrationPayroll reconciliation FAQ
- Payroll reconciliation is the process of comparing hours across different sources — roster, timesheets, and payroll — to identify discrepancies before finalising pay. This template helps you structure that comparison.
- No. This template compares hours only. It does not calculate wages or costs. Use it to identify discrepancies, then process corrections in your payroll software.
- First, investigate the cause — was it a roster change, timesheet error, or data entry mistake? Document the reason in the Notes column, then make corrections in your timesheet or payroll system before finalising pay.
- Ideally, reconcile every pay period before processing pay. This catches errors early and reduces the risk of underpaying or overpaying employees.
- This is a standalone Excel template for manual reconciliation. For automatic reconciliation, consider payroll integration software that connects your roster and timesheets directly to payroll.
Ready to reconcile your payroll?
Download the template now and catch errors before pay day.
Disclaimer
This template compares hours only. It does not calculate wages, penalties, or entitlements. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template.