Tracking payroll data in Excel

Applies to
Microsoft Office Excel 2003
Microsoft Excel 97, 2000, and 2002

Tracking and calculating payroll data for your employees is easily done in Excel, the program that provides numerous functions (function: An expression that returns a value based on the results of a calculation. Query assumes that data sources support the Avg, Count, Max, Min, and Sum functions. Some data sources may not support all of these, or may support additional functions.) and formulas (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value. A formula always begins with an equal sign (=).) to get the job done right.

Use a template to calculate and store payroll data

To have Excel calculate employee payroll numbers from employee data such as hours worked, pay rates, and taxes or other deductions, you can take advantage of the built-in functions and formulas of the Payroll Calculator Log template. The template provides the following worksheets (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.):

  • Employee Information, which provides columns for entering employee data, such as Name, ID, the percentage of tax to be withheld, and specific deductions.
  • Payroll Calculator, which provides additional columns for employee timesheet information (such as hours worked and vacation hours taken) and deductions. Excel uses this information to calculate gross pay and net pay for each employee in this worksheet.
  • Individual Paystubs, which extracts entered and calculated information from the Employee Information worksheet and the Payroll Calculator worksheet and displays it in printable paystubs for each employee.

Download the template

You can download the Payroll Calculator template from Templates on Microsoft Office Online. To download the template to your computer, click Download Now and follow the instructions on the screen.

After you download the template, it opens in Excel. Because the template was downloaded to a temporary folder on your hard drive, it's a good idea to save it to a folder you want to use for templates. On the File menu, click Save As, click the folder you want in the Save in box, and then click Save.

About Template Help

Information on using the template is available in the Template Help task pane on the right side of the screen. In the task pane, click Using This Template.


  • To display template Help when it's not visible, click Microsoft Excel Help on the Help menu. In the task pane, click the Excel Help title bar, and then click Template Help.
  • If template Help was replaced with an Excel Help topic, simply click the Back button to return to the Template Help task pane.
Applies to:
Excel 2003