Payroll Accuracy Is Key
Keeping accurate records is a vital aspect of payroll management. This matters not only for a company’s own reference, but also for meeting federal and state requirements. One benefit of using a payroll service is that business owners can let someone else handle the laws and regulations on maintaining records for tax withholdings, and other information that needs to be tracked. Keeping precise records can also protect employers and employees, providing documentation to help prevent legal issues and resolve conflicts. Additionally, accurate data collection makes it easy for employers to provide information on deduction amounts, vacation time accrued, and other items that employees might need.
Why Pay Stubs Still Matter
Many companies offer their employees payment options beyond the traditional paper check. Using direct deposit or providing payroll debit cards can be a smart business decision since they reduce risk and save time. However, whether you use direct deposit, prepaid cards, or another method of payment, it’s still important to provide pay stubs. Also known as a payslip, check stub, or pay advice, a pay stub shows the amount paid to an employee for a given pay period. It may also list deductions, vacation hours used or accrued, hours worked, and other information. Pay stubs provide employees with proof of income and documentation for their personal records. Pay stubs also show that an accurate, on time payment was made. Employers are responsible for providing this proof of payment for each pay period.
Payroll Template Tips
Using templates is a fast and easy way for small businesses to standardize payroll processes. The pre-formatting and automatic calculations can save time, while allowing you to make changes based on your specific needs. Deciding what information to include on your templates may raise questions about your payroll policies, especially if you are starting a new business. For instance, if it’s allowable in your state, do you permit employees to take comp time? Do you have a clear overtime policy? How do employees document travel time or other duties that could be considered “off-the-clock”? It’s imperative to define policies and train staff on the rules and options. As you select templates and begin using them, aim for:
- Accuracy: Once you have adjusted a template to suit your business, double check all the information included to ensure that nothing has been left off. Templates should be easy for you to use and for employees to understand, so keep it simple and only include fields for entering vital information.
- Efficiency: Will the template increase efficiency, saving you time and money, or is it just adding to a paper trail? Be sure to choose payroll templates that support your workflow.
- Customization: Payroll templates are suitable for a range of settings, but may be especially useful to small businesses that don’t require more complex payroll management systems. Even small businesses may vary widely depending on industry, location, and size, so adjusting templates to fit your specific situation will provide finely tuned tools that you can adjust as your business changes over time.
Payroll Management Templates
Payroll Register Template
This download offers two templates in one: a payroll register template and payroll calculator template. Use the register to track employee information such as salary, pay schedule, vacation hours, exemption status, deductions, and more. You can use the payroll calculator sheet as a pay stub, showing tax withholdings and other deductions, gross and net pay, and an itemized list of hours by type: regular, overtime, holiday, vacation, or sick time.
Download Payroll Register Template
Dashboard Payroll Template - Excel
Create a payroll report template with a graphical view of data to engage viewers and highlight important data. A dashboard allows you to get a quick overview of payroll metrics, compiling a range of information into a single report. This template offers a mix of graphs and charts for reviewing and managing payroll.
Employee Vacation Tracker Template - Excel
Keep track of vacation and sick hours used and accrued with this Excel payroll template. The spreadsheet is separated into sections showing hours per pay period, cumulative hours accrued, and hours currently available. This template provides a simple way to manage vacation and sick leave for each employee.
Payroll Deduction Form Template - Word
This payroll deduction form is designed for authorizing voluntary deductions such as retirement or health care savings. You can edit the fine print to match your policies and legal requirements; employees then provide signatures to authorize the deductions.
Payroll Change Form - Word
Document and authorize payroll changes and reasons for the adjustments with this form. Changes may happen for a number of reasons, from starting new employment to getting a promotion or leaving a job. After completing the appropriate sections and getting required signatures, you can also add comments at the bottom of the form for further explanation.
Payroll Schedule Templates
Employee Attendance Record
This color-coded attendance tracker shows hours worked, sick leave, vacation days, and personal time. You can view daily, weekly, and monthly employee attendance at a glance. Keeping track of scheduling and attendance can encourage employee accountability, inform performance reviews, and make planning easier.
Download Employee Attendance Record
Biweekly Payroll Schedule Template
For easy planning, create a payroll schedule showing all twelve months of the year. You can modify this simple PDF calendar to match biweekly, weekly, or monthly pay periods. The template provides a quick reference guide and can be printed for use as a wall calendar.
Download Biweekly Payroll Schedule Template
Employee Calendar Template - Excel
This calendar allows you to keep track of schedules, hours worked, pay rates, and income earned for multiple employees. The template shows all seven days of the week in a spreadsheet format, and calculates weekly pay for each employee as well as the total cost for all employees. You can also track the type of shift worked for each day.
Weekly Timesheet Template - Google Docs
This basic weekly timesheet breaks down hours by day and type, and also calculates daily and weekly earnings. Save the template to your Google Drive account, and share with team members for easy collaboration. To create a biweekly timesheet, simply copy and paste the template onto the Google spreadsheet
Use Weekly Timesheet Template
Monthly Timesheet Template
This comprehensive timesheet template provides daily, weekly, biweekly, and monthly timecards. The daily timesheet is useful for breaking down client hours and services provided in a single day. The monthly timesheet provides detailed information for each day of the month, including overtime and vacation hours.
Download Monthly Timesheet Template
Weekly Expense Report Template - Excel
An expense report is similar to a timesheet in that it documents work hours and costs on a daily basis. You can use this expense report template for business travel, conference attendance, meetings with clients, or other costs accrued. You can quickly subtract advanced payments from the total reimbursement amount.
Download Weekly Expense Report Template
Payroll Check Templates
Printable Pay Stub Template - PDF
To use this PDF pay stub template, click on the download link and fill out the form in your browser, then print. You can also download and save the PDF to your computer for repeat use. The template includes sections for employee information, taxes and other deductions, a range of pay types, hours worked, and earnings.
Download Printable Pay Stub Template
Payroll Statement Template - Excel
Use this template to provide employees with an earnings statement showing leave hours used and accrued, paid work hours, and an itemized list of current and annual earnings and deductions. This template offers a useful summary for employees who need to show proof of income or want to check vacation accrual, deductions paid, or other relevant information.
Corporate Payroll Check Template - Excel
Designed for corporate settings, this payroll check template provides traditional pay stub formatting and covers current and year-to-date payroll data. Fields are included for an employee ID number and check number for reference and easy tracking. Itemize hours by type, pay rates, and deductions for a detailed payroll check.
Blank Payroll Check Template - Word
This pay stub template offers a contemporary design and ample blank space for an easy-to-read layout. All of the typical check stub fields are included, from pay period and check number to employee info and payment details. This payslip template is a simple option for those who want a Microsoft Word version.
Better Manage Payroll and Finance Operations with Smartsheet
Tracking payroll and staying on top of payment schedules helps to ensure that your business, whether large or small, meets its bottom line. To effectively streamline the documentation and management of payroll, consider using a tool that enables you to receive, document, and store financial information in a secure location that can be accessed from anywhere, at any time.
Smartsheet is an enterprise work execution platform that is fundamentally changing the way businesses and teams work. Over 74,000 brands and millions of information workers trust Smartsheet to help them accelerate business execution and address the volume and velocity of today's collaborative work.
Use Smartsheet to boost visibility into your finance operations. Make real-time updates and share details with key stakeholders to increase transparency and accountability. With Smartsheet, you can ensure that everyone is working with the most up-to-date information, so that no detail is missed and you are able to make the right decisions at the right time.
Try Smartsheet to discover why professionals around the world use it to more efficiently track and manage finance operations.