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How to Calculate Payroll on Spreadsheets

Updated March 23, 2017

If you are responsible for payroll for your organisation or company, you will find that a spreadsheet is a valuable tool to calculate hours worked, pay rates, deductions and taxes for all of the employees in the company. For Microsoft Excel, Microsoft has a pre-designed template that you can use for this. For other spreadsheet applications, you can still open the spreadsheet in the other program, such as Microsoft Works and Lotus. No matter what you use a s spreadsheet application, the payroll spreadsheet is a quick and simple way to keep up with payroll.

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  1. Go to the Microsoft Office website.

  2. Download the Payroll Calculator template.

  3. Double-click on the downloaded template to have it open in Microsoft Excel.

  4. Fill in the necessary cells for the employee information and current tax rates. Do not change any of the shaded cells because they are calculated cells, meaning that they have functions included in them to automatically calculate payroll taxes and amounts.

  5. Click on the "Payroll calculator" worksheet tab at the bottom of the screen. Fill in the information about the employees' hours worked, overtime hours, overtime rate, vacation hours and sick time. Do not change the shaded areas. As you enter the information in the other areas, you will see the numbers in the shaded areas change. This means that they contain functions that calculate payroll based on the wage and tax information you already entered.

  6. Open the template in Microsoft Excel.

  7. Click on the "File" tab and then click on "Save As."

  8. Click on the drop-down arrow next to "File Type As" and choose the format for the type of spreadsheet you will be using for this file. Excel supports several spreadsheet applications.

  9. Click the "Save" button to finish converting the template. Close the Excel window and open the other spreadsheet application. Open the spreadsheet you just converted by clicking on "File" and then "Open."

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About the Author

Tiesha Whatley

Tiesha Whatley has been writing for over 10 years. She has been published in "Marie Claire," "Ebony" and "Modern Bride" magazines. She holds a Bachelor of Science in English from the University of Alabama at Birmingham and has been working in the wedding planning industry for over 13 years.

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