Free payroll reconciliation template (Excel)
Cross-check rostered hours against timesheets and payroll totals for every pay run. Catch discrepancies before they become payroll disputes or underpayment claims. Download, customise and use immediately.
Payroll reconciliation
Excel format (.xlsx) • Ready to download
No signup required. Works with Excel and Google Sheets.
This payroll reconciliation template is a general tool only and is not financial, tax or legal advice. It compares hours and does not calculate wages, PAYG, super or award entitlements, and it does not replace award interpretation or payroll software. Verify your figures and 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 reconciliation worksheet
Employee name
One row per staff member so you can reconcile each person individually.
Pay period
Start and end dates to keep every comparison tied to the same pay run.
Rostered hours
The hours you scheduled on the roster — your planned baseline.
Timesheet hours
The hours actually recorded on approved timesheets.
Paid hours
The hours processed in payroll, pulled from Xero, MYOB or your payroll system.
Variance
A difference column that flags any gap between rostered, timesheet and paid hours.
Notes
Record the reason for each discrepancy so corrections are documented and auditable.
Example reconciliation
Compare the hours from each source side by side. The variance column highlights potential errors to investigate before you finalise the pay run.
| 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 reconcile payroll in Excel
Four steps to catch errors before pay day
1. Gather your sources
Pull the payroll register and payslips alongside your roster, approved timesheets and leave accruals so every figure has a source to compare against.
2. Line up the columns
List rostered, timesheet and paid hours side by side for the same pay period — one row per employee — exactly as this template is laid out.
3. Calculate the variance
Add a difference column (=Paid − Timesheet) so any row where the totals do not match is flagged automatically for review.
4. Investigate and correct
Check overtime, penalty classifications, PAYG and super for each flagged row, note the cause, then fix it in payroll before you finalise the run.
Prefer to skip the setup? The free template above already has the columns, variance formula and notes built in. For the full process, read our guide on how to reconcile payroll.
Who uses this template
For anyone responsible for accurate pay
Every pay run
Catch timesheet and data-entry errors before you finalise and pay staff.
Year-end payroll
Tie wages, PAYG and super back to your accounts before STP finalisation.
Payroll audits
Build a documented, auditable trail of variances and the fixes applied.
Reconciliation is your front line against underpayment — see our advice on payroll audit preparation at EOFY to keep your records audit-ready.
Want automatic reconciliation?
Manual reconciliation in Excel works, but it relies on you re-keying and comparing figures every run. RosterElf connects your roster, time clock and payroll so approved hours flow straight through to Xero or MYOB — leaving far fewer variances to chase before pay day.
Payroll & award guides
Reconcile, audit and finalise payroll with confidence
How to reconcile payroll
A step-by-step walkthrough of comparing hours and pay across sources and resolving variances.
Read the guideHow to conduct a payroll audit
Review your payroll processes and records for compliance and uncover underpayment risk.
Read the guideUnderpayment risk calculator
Estimate your exposure from misclassified hours or outdated award rates before they compound.
Try the toolRelated templates
Explore more free award & payroll templates
Payroll reconciliation FAQ
-
Compare the hours recorded on your roster, timesheets and payroll for the same pay period, then check gross pay, PAYG withholding and super against your accounting reports from Xero or MYOB. Investigate any variances, document the cause, and correct them before you finalise the run. Our guide on how to reconcile payroll walks through each step.
-
List each source — rostered, timesheet and paid hours — side by side in their own columns for the same pay period, then add a difference column (=Paid − Timesheet) that flags any row where the totals do not match. This template is already set up that way, with employee, pay period, variance and notes columns built in.
-
Start with one row per employee and columns for the pay period, hours from each source, and a variance formula. Keep the comparison separate from any pay calculations — this reconciliation template tracks hours and flags discrepancies, while gross pay, PAYG and super are calculated and finalised in your payroll software.
-
Reconcile every pay run before paying staff, run a monthly check to catch accumulating errors, and complete a full review at end of financial year before STP finalisation. See our guide on how to complete EOFY payroll for the year-end process.
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.