Employee payroll template is a document or file designed to track, manage salaries, allowances, bonuses and deductions of each employee in the business. This is an important tool that helps both businesses and employees have a transparent view of income and personnel costs.
Usage professional payroll template bring many values:
- Effective financial management, tight control of salary costs.
- Ensure comply with the law, especially the Labor Code and the decrees on wages.
- Attract and retain talent thanks to transparent and clear policies.
- Increase business reputation in the eyes of employees and partners.
This article will provide you with 9+ latest Excel/Word employee salary sheet templates, with instructions on how to create a standard table and introduce solutions payroll automation modern.
1. Why do businesses need to build employee payroll?
Payroll is not only an internal document of the enterprise but also a legal basis in matters relating to tax settlement, audit, and social insuranceA professionally designed payroll will benefit both you and your business. workers mixed enterprise.
1.1. For employees
- Financial benefits guarantee: Transparent payroll clearly shows basic salary, allowance, reward, and the amounts deduction, helping employees clearly understand their actual income, avoiding errors or disputes.
- Increase motivation and commitment: When the compensation policy is clear and fair, employees will feel valued. respect and recognition, thereby improving work productivity and long-term commitment to the organization.
- Support for personal procedures: The payroll is valid certificate for employees to carry out procedures for bank loans, prove income, or register for insurance.
- Ensuring transparency: Income transparency helps build internal beliefs, reduce conflicts and enhance team spirit in the business.
1.2. For businesses
- Effective financial management: Payroll is an important tool to track total labor costs, thereby optimizing budgets and evaluating human resource performance.
- Attracting and retaining talent: Businesses with clear and competitive payroll will create advantages in recruitment, while retaining good employees.
- Ensure compliance with the law: According to Vietnam Labor Code, businesses must build salary scale clear to pay on time, guaranteed tax deduction and settlement transparency, avoiding legal risks
- Enhance brand reputation: Fair salary policy reflects positive corporate culture, contributing to improving image in the market.
2. 9+ Latest Employee Payroll Templates [Excel/Word] 2025
Below are the Excel/Word employee payroll template popular, suitable for many business models. You can free download to use or customize as needed.
2.1. Simple employee payroll template
Suitable for small business or startup, salary structure is not complicated.
- Includes basic information: Full name, basic salary, allowances, deductions and net salary.
- Easy manual entry and quick management.
2.2. Monthly salary sheet template
Applicable for medium and large sized businesses, salary management by department and work unit.
- Support monthly personnel fluctuation management.
- Convenient for financial reporting and tax settlement.
2.3. 3P salary table template (Position – Person – Performance)
Method 3P modern, based on:
- Position (Job position)
- Person (Personal capacity)
- Performance
Help businesses equitable wage allocation, encourage performance and optimize budgets.
2.4. Sales staff salary sheet template
- Include basic salary, allowance, and sales bonus.
- Helps sales department easily track income and motivate employees to achieve KPIs.
2.5. Salary table template by level/rank
- Applicable to businesses that pay salaries coefficient and salary scale.
- Often used in government agencies, schools, or businesses clear hierarchical structure.
2.6. Sample payroll by product
For manufacturing or model businesses pay salary, calculated based on:
- Completed output
- Unit price of each product
- Reward/penalty based on quality and progress.
2.7. Collaborator salary sheet template
- Simple design, suitable for teams Collaborators work by project or hourly.
- Does not include insurance like regular employees.
2.8. Personal payroll form (Pay slip)
- Dedicated to each employee, helps track income and deduction details of yourself
- Professional presentation, suitable for monthly emailing.
2.9. Sample summary salary payment table
- Synthetic salary information by department, include:
- Basic salary
- Bonus
- Overtime
- Allowance
- Family deduction
- Suitable for periodic financial reports
3. Information needed in a professional employee payroll template
One employee payroll template not only reflects the income of workers but also important human resources and financial management tools of the business. The payroll is fully and clearly designed to help businesses information transparency, follow legal regulations and create trust in employees.
Below are the required contents that should be included in a professional payroll template:
3.1. Employee information
This section contains basic information, helps identify salary recipients and serves for future storage and comparison.
Information required includes:
- Full name of the employee (write exactly as on the ID card/CCCD).
- Employee code (Internal ID for easy data management).
- Job title, position in the company
- Department or working section.
- Contact Info: company email, personal phone number
For example: Nguyen Van A – Employee code: 001 – Position: Sales staff – Sales Department – Email: anva@company.com – Phone number: 0988xxxxxx.
3.2. Information on basic salary
This is the salary agreed upon in the employment contract, not including allowances, bonuses or other benefits.
- The base salary is used to insurance premiums (Social insurance, health insurance, unemployment insurance).
- The basic salary must be not lower than the regional minimum wage as prescribed in Decree 38/2022/ND-CP, specifically:
- Region I: 4,680,000 VND/month
- Region II: 4,160,000 VND/month
- Region III: 3,640,000 VND/month
- Region IV: 3,250,000 VND/month
Note: Enterprises need to adjust the basic salary to suit operating area to avoid violating labor regulations.
3.3. Allowances and bonuses
This section shows additional income beyond basic salary, divided into 2 main groups:
- Insurance allowances required: Includes fixed, regular amounts added to taxable income and insurance contributions.
For example: position allowance, responsibility allowance, special area/region allowance.
- Allowances not requiring insurance: These are welfare benefits that are not included in the insurance income. For example: lunch allowance, parking allowance, phone allowance, child support, birthday allowance, travel allowance.
- Bonus:
- Performance bonus, sales bonus or product commission.
- Holiday bonuses, Tet bonuses, and special bonuses.
- Overtime pay (according to the provisions of the Labor Law).
Benefits: Separating these items helps businesses clear cost management and convenient when settling taxes and insurance.
3.4. Gross Income
To be gross income before deductions, is calculated by:
Nominal income = Basic salary + Total allowances + Total bonuses
For example: Basic salary 10,000,000 + allowance 2,000,000 + bonus 3,000,000 = 15,000,000 VND.
3.5. Actual number of working days
This section shows actual working time of employees during the payroll period, including:
- Standard working day (usually 26 days/month).
- Actual working days, not including vacation days, unpaid leave or holidays.
This information is used for calculation. actual salary employees receive if they work less than a month or have days off.
3.6. Total net salary received (before deductions)
Total employee salary enjoyed before deductions.
There are two common ways of calculation:
- Formula according to standard working day:
Pre-deduction salary = (Nominal income / Number of standard working days) x Number of actual working days
- Formula according to internal corporate policy: Calculation can be applied by hour, by shift or by KPI, depending on company regulations.
3.7. Deductions
Includes mandatory and voluntary provisions under law and company policy:
- Mandatory deductions:
- Social insurance (SI): 8%
- Health insurance (HI): 1.51 TP3T
- Unemployment insurance (BHTN): 1%
- Personal income tax (PIT) according to the progressive schedule.
- Deduction according to internal policy:
- Salary advance.
- Fines for violating regulations (if any).
For example: An employee has a total income before deductions of 15,000,000 VND, total insurance payable is 1,525,000 VND, personal income tax is 500,000 VND. Total deductions = 2,025,000 VND.
3.8. Net Income
This is the amount finally the employee received, is calculated by:
Lương Net = Tổng lương trước khấu trừ – Tổng các khoản khấu trừ
Ví dụ: 15.000.000 – 2.025.000 = 12,975,000 VND.
Net salary is clearly stated to help employees easily income verification and reconciliation monthly
3.9. Confirmation signature
This section ensures transparency, legality and accountability when approving payroll. Full signatures are required from:
- Payroll preparer (personnel or accountant in charge).
- Chief Accountant (or financial controller).
- Director/Legal Representative of the business.
- Workers (confirmation of full salary receipt).
Businesses can use digital signature or payroll management software to save time and ensure confidentiality.
4. Limitations of manual payroll management
Currently, many businesses, especially small and medium enterprises (SMEs), still manual payroll management through Excel or Word. This is a popular method due to its low cost and ease of initial implementation. However, as the business grows, this method reveals many risks and limitations, directly affects effective human resource and cost management.
Here are some typical limitations:
4.1. Time consuming and error prone
Manual payroll management requires accounting personnel to aggregate data from multiple sources different, for example:
- Timesheet.
- List of rewards/punishments.
- Social insurance (SI).
- Personal income tax (PIT).
- Other allowances and benefits.
This work costs a lot of time and effort, especially when the business has a large number of employees.
- For example: With 60 employees, one accountant can lose 3 consecutive working days to complete monthly payroll.
In addition, the manual data entry It is very easy to make mistakes such as mistyping data, Excel formula errors, missing information...
- A small mistake in the payroll can cause internal disputes, do lose credibility with employees, and make businesses have to cost more and take more time to check and repair.
Consequences: Reduced productivity, delayed salary payments, and impacted employee satisfaction and engagement.
4.2. Lack of security and poor integration
Salary information is extremely sensitive data, include:
- Employee salary
- Bonus, allowance
- Taxes and insurance premiums.
When managed manually, this data is often stored scattered throughout multiple Excel files, not encrypted or secure, leading to risks:
- Leaking internal information, causing discord within the business or being exploited by competitors.
- Vulnerable data loss due to computer failure, software error, or employee leaving with data files.
- Difficult to assign access rights, anyone can edit files, causing misinformation untraceable
In addition, manual methods cannot be integrated with other management systems such as:
- Automatic timekeeping system.
- Accounting software, ERP, or CRM.
- Online insurance and tax system.
This makes data aggregation fragmented and lacking. synchronization and wholeness, causing difficulties in human resource management.
4.3. Difficulties in reporting and decision making
One of the major challenges of manual payroll management is poor reporting capabilities. When data is scattered and entered manually:
- Establishment personnel cost summary report become complicated, time consuming.
- Do not have visual chart to analyze cost trends over time.
- Having difficulty in budget forecast, for example, planning personnel costs for next quarter or next year.
Consequences: The board of directors has no information. complete and timely to give strategic decisions, leading to ineffective cost management.
4.4. Cannot be expanded as the business grows
In the early stages, Excel or Word can meet the needs of payroll management with a small number of employees and a simple salary structure.
However, when the business rapid growth, the number of employees increased to hundreds of people, along with more complex salary structure (nhiều phụ cấp, thưởng KPI, hoa hồng, chính sách phúc lợi…), cách quản lý thủ công sẽ bộc lộ hạn chế:
- Huge amounts of data make Excel files vulnerable to corruption. overloaded, hung or broken.
- Complex formula, easy to make mistakes when updating or changing salary policy.
- Unable to respond data processing speed when businesses need to calculate salaries quickly, especially at the end of the month or the end of the fiscal year.
For example: A retail business that grows from 50 employees to 300 employees in just 2 years will face chaotic salary management, if you still maintain the manual method.
5. Payroll automation solution: Optimize processes and control costs effectively
Given the limitations of manual payroll management Using Excel or Word, more and more businesses are choosing payroll automation solutions to improve management efficiency. This is an inevitable trend in the era. digital conversion, especially when businesses face pressure to optimize costs and ensure accuracy in payroll payments.
Similar to the way Bizzi.vn has been helping thousands of businesses automate financial processes such as invoice processing, cost management and debt control, specialized payroll software also provides breakthrough in human resource management, helping businesses control the entire labor costs in an efficient and transparent manner.
Below are the outstanding benefits when businesses deploy payroll automation:
5.1. Significant time and cost savings
One of the biggest advantages of payroll software is shorten payroll processing time.
- Previously, accountants needed 2–3 days to synthesize data from timekeeping, insurance, taxes, allowances, bonuses/penalties.
- With the software, all data is Automatically syncs and calculates in just a few hours or even less than a morning.
Direct benefits:
- Reduce operating costs for accounting and human resources departments.
- Reduce work pressure at the end of the month or quarter.
- Increased productivity, staff can spend time on strategic work instead of manual data entry.
Real life example: A business with 100 employees can save up to 60-70% time compared to manual management within just 3 months of using the software.
5.2. Ensure accuracy and minimize errors
Errors in salary calculation not only cause internal disputes, but also seriously affect business reputation.
- Payroll software 100% automation calculation formula, eliminating the risk of manual data entry.
- Transparent salary results, easy to retrieve data when needed for reconciliation or explanation with tax authorities.
Clear benefits:
- Minimize disputes between employees and HR department.
- Ensure validity of documents and reports related to salary, tax, insurance.
Result: Businesses can 90% error reduction compared to manual payroll processes.
5.3. Deep integration with other systems
A modern payroll software does not work in isolation, but seamless connection with other management systems in the enterprise such as:
- Automatic timekeeping system: Fingerprint time clock, facial recognition, shift management application.
- Human resource management software (HRM/HRIS): Synchronize human resource information, KPI, welfare policies.
- Social insurance (SI) and personal income tax (PIT): Export standard reports for online submission.
Meaning:
- Data is always updated real-time, no need to manually import from multiple sources.
- Minimize the risk of errors when transferring data between departments.
For example: When employees request leave through the HRM application, workday data will be automatically updated in the payroll without re-entering data.
5.4. Enhanced security and data centralization
Salary information is sensitive assets, must be kept absolutely confidential.
- Payroll software stores data cloud-based, reducing the risk of data loss due to device failure or employees leaving with files.
- Businesses can access authorization by role:
- Accountants can only view salary calculation information.
- Employees can only view their personal payslips.
- Management has access to the overview report.
Benefit:
- Guaranteed to count security of human resource data.
- Avoid information leaks that cause internal conflicts or are exploited by competitors.
5.5. Support for in-depth reporting and analysis
One outstanding feature of payroll software is Automatically generate detailed and intuitive reports, For example:
- Total salary costs monthly, quarterly, yearly
- Salary cost analysis by department or project.
- Calculate average cost per employee, helps evaluate the efficiency of resource use.
- Compare salary expenses with revenue, helping businesses control profit margins.
Result: Management has data accurate and timely to make optimal decisions on human resources strategy and budget.
5.6. Friendly and easy to use interface
An effective payroll software not only serves the accounting department but also create a good employee experience:
- Employees can personal payslip lookup right on your phone.
- Easy management approve, adjust data in a few simple steps.
- Intuitive, friendly interface, does not require high tech skills
Benefit: Save training time, improve employee satisfaction when using the system.
Conclude
Construction and management employee payroll template Professionalism is key not only to optimize HR processes but also to enhance transparency, fairness and especially business cost control efficiency. From choosing the right payroll template to implementing automation solutions, businesses can improve efficiency, reduce errors, and focus more on people and business development goals.
Moving from manual methods to modern tools is a strategic move towards employee satisfaction and sustainable growth.
Combined with solutions such as Bizzi.vn, businesses can build a overall management system, creating a solid foundation for sustainable growth and improve employee experience.
Sign up for a free trial here to explore financial automation solutions for your business.