Dear Sir,
I am looking for an Excel worksheet that comprises all the required formulas to make monthly payments to approximately 600 contractual employees. It should cover everything from the enrollment of employees to the completion of their monthly compliance with EPF & ESI, all within a single Excel file.
I kindly request all of you to assist me in this matter if anyone has a similar Excel worksheet that includes a complete payroll system.
From India, Delhi
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I am looking for an Excel worksheet that comprises all the required formulas to make monthly payments to approximately 600 contractual employees. It should cover everything from the enrollment of employees to the completion of their monthly compliance with EPF & ESI, all within a single Excel file.
I kindly request all of you to assist me in this matter if anyone has a similar Excel worksheet that includes a complete payroll system.
From India, Delhi
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For a payroll that large, I think you would be taking a risk with using Excel. The problem is even more acute when it appears you do not know much about using Excel, hence asking others to provide a ready-made solution. If you don't have high-level Excel skills, then how are you going to ensure everything runs correctly and have the ability to make changes to the sheet when rates of pay, deductions, statutory requirements, etc., are changed?
For a payroll of this type, you are better off investing in a proper payroll system from a specialist software company. It will be cheaper in the long run if your Excel spreadsheet messes up the payroll one day, and you have 600 workers baying for blood.
You would be well-advised to rethink this properly before moving on it.
From Australia, Melbourne
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700For a payroll of this type, you are better off investing in a proper payroll system from a specialist software company. It will be cheaper in the long run if your Excel spreadsheet messes up the payroll one day, and you have 600 workers baying for blood.
You would be well-advised to rethink this properly before moving on it.
From Australia, Melbourne
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Though I agree with Aussiejohn on the risks involved in using Excel for managing large payrolls and the need for a proper payroll system, I must also play the devil's advocate here.
My organization eats, sleeps, dreams EXCEL... just about everything we do, we do in EXCEL; including payroll.
Our payroll strength has gone up to as big as 800 (daily wagers) at one point in time; and we used Excel sheets without any issues. We have a separate Excel for PMT Staff & Workers.
The keys for using Excel are:
a) Design the workbook and sheets as per your requirement.
b) Minimize data entry requirements (believe me, it can be done).
c) Design input sheets also to match your main data sheets and use Excel functions to copy data from the input sheet to the main sheet.
d) Use formulas, conditional formatting, a plethora of Excel built-in functions, etc., to maintain data integrity, non-duplication, data validation, etc.
e) Use lock/unlock cells to restrict editing rights to selected cells/rows/columns to only those areas where data entry is required.
f) Protect the sheet with passwords.
g) Maintain a change log and strictly control the mods to the sheet.
h) Maintain the sheets.
My payroll Excel has:
a) A master sheet capturing all data of employees.
b) A salary calculation sheet.
c) PF ECR Sheet.
d) ESI Upload Sheet.
e) Payslip.
f) Bank upload Sheet.
g) Forms B, C & D.
h) A macro to bulk print Pay slips (2 payslips per A4 sheet for daily wagers).
i) In the case of PMT Salary Sheet, there is a macro to print payslip to PDF and generate an email to his given email ID.
Excel is extremely powerful; all you need is some knowledge and lots of curiosity. Know what you need, design it well as per your requirement, minimize data entry/typing requirement, restrict mods and access (our payroll Excel is accessed by just 4 people in the organization), teach them how to use it and one can live comfortably with Excel.
Necessity, they say, is the mother of invention, so we have learned to tap deep into Excel and exploit it well; but as Aussiejohn said, a proper payroll/HRMS is probably a better solution.
Thanks and Regards,
Arun
From India, Kochi
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My organization eats, sleeps, dreams EXCEL... just about everything we do, we do in EXCEL; including payroll.
Our payroll strength has gone up to as big as 800 (daily wagers) at one point in time; and we used Excel sheets without any issues. We have a separate Excel for PMT Staff & Workers.
The keys for using Excel are:
a) Design the workbook and sheets as per your requirement.
b) Minimize data entry requirements (believe me, it can be done).
c) Design input sheets also to match your main data sheets and use Excel functions to copy data from the input sheet to the main sheet.
d) Use formulas, conditional formatting, a plethora of Excel built-in functions, etc., to maintain data integrity, non-duplication, data validation, etc.
e) Use lock/unlock cells to restrict editing rights to selected cells/rows/columns to only those areas where data entry is required.
f) Protect the sheet with passwords.
g) Maintain a change log and strictly control the mods to the sheet.
h) Maintain the sheets.
My payroll Excel has:
a) A master sheet capturing all data of employees.
b) A salary calculation sheet.
c) PF ECR Sheet.
d) ESI Upload Sheet.
e) Payslip.
f) Bank upload Sheet.
g) Forms B, C & D.
h) A macro to bulk print Pay slips (2 payslips per A4 sheet for daily wagers).
i) In the case of PMT Salary Sheet, there is a macro to print payslip to PDF and generate an email to his given email ID.
Excel is extremely powerful; all you need is some knowledge and lots of curiosity. Know what you need, design it well as per your requirement, minimize data entry/typing requirement, restrict mods and access (our payroll Excel is accessed by just 4 people in the organization), teach them how to use it and one can live comfortably with Excel.
Necessity, they say, is the mother of invention, so we have learned to tap deep into Excel and exploit it well; but as Aussiejohn said, a proper payroll/HRMS is probably a better solution.
Thanks and Regards,
Arun
From India, Kochi
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Arun,
Agree with what you say, I too eat, sleep and dream of Excel; it's my favorite software to play with. Beats silly games any day.
However, as you say, you can do this given the deep level of skill you have with Excel. The nature of the OP's inquiry leads me to believe that he has no deep level skill of Excel that he would need, or else he would have developed the spreadsheet and be using it. Even if someone supplied him with a sheet, he has no skills to update or test it when statutory requirements change.
Pay is a fundamental thing when it comes to workers. They may tolerate a lot of other things, but mess up their pay, and all hell breaks loose.
In recent years here in Australia, we have had a lot of cases of chronic underpayment of salaries and wages. The companies so far exposed are complaining about software errors and of course staff not checking their work, etc. Many of these companies are now liable for tens of millions of dollars to repay employee salary arrears. That doesn't include the cost of fixing the software errors, retraining payroll staff, or the fines imposed by the authorities. To be fair, those companies weren't using Excel, but large HR-based software that manages most of their operations. But the problem is the same - whatever you use, it's got to be accurate.
From Australia, Melbourne
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Agree with what you say, I too eat, sleep and dream of Excel; it's my favorite software to play with. Beats silly games any day.
However, as you say, you can do this given the deep level of skill you have with Excel. The nature of the OP's inquiry leads me to believe that he has no deep level skill of Excel that he would need, or else he would have developed the spreadsheet and be using it. Even if someone supplied him with a sheet, he has no skills to update or test it when statutory requirements change.
Pay is a fundamental thing when it comes to workers. They may tolerate a lot of other things, but mess up their pay, and all hell breaks loose.
In recent years here in Australia, we have had a lot of cases of chronic underpayment of salaries and wages. The companies so far exposed are complaining about software errors and of course staff not checking their work, etc. Many of these companies are now liable for tens of millions of dollars to repay employee salary arrears. That doesn't include the cost of fixing the software errors, retraining payroll staff, or the fines imposed by the authorities. To be fair, those companies weren't using Excel, but large HR-based software that manages most of their operations. But the problem is the same - whatever you use, it's got to be accurate.
From Australia, Melbourne
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John,
I agree with you 100%. Yes, creating and maintaining Excel sheets does require some in-depth knowledge and an aptitude for "problem-solving". Once created, whether it is software or Excel sheets, the final output will, of course, depend on the user, regular maintenance, and updates. The thing with Excel is that companies will require someone in-house to do it, unlike software. Otherwise, it will always be Garbage in, Garbage Out.
Regards.
From India, Kochi
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I agree with you 100%. Yes, creating and maintaining Excel sheets does require some in-depth knowledge and an aptitude for "problem-solving". Once created, whether it is software or Excel sheets, the final output will, of course, depend on the user, regular maintenance, and updates. The thing with Excel is that companies will require someone in-house to do it, unlike software. Otherwise, it will always be Garbage in, Garbage Out.
Regards.
From India, Kochi
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