Payroll Template Revamp

Kingdom Flooring & Remodeling (KF&R)

Old Product:

Background:

The KF&R payroll template was created in Microsoft Word and required manual calculations, with hours entered manually. Its purpose is to allow each employee to verify their hours and prevent errors after payment. The company uses QuickBooks to issue checks, but the hours need to be entered as a single number. Further, to calculate each employee’s pay, the minutes worked were multiplied by 1.66, and the resulting amount was then entered into QuickBooks.

Issues:

Would have to print a template sheet for each employee and handwrite their hours.
Self calculate the hours which could lead to errors.
Calculated hours can be unclear to employees if they do not understand what determines the number. This defeats the purpose of verifying hours with the employees.
Looks messy if filled in Microsoft Word (see below for example).

Updated Product:

Helpful Features:

Each employee is color coded to prevent confusion and helps with organization.
The dates are calculated based on the payroll start date (2/3/25 on the example). This saves time and it is more efficient than manually writing them.
Added a "notes" section" for important notes for the day.
Provides the pay date to inform employees when to expect the paycheck.

Solution:

Use Microsoft Excel to self calculate with formulas. This results in no errors with calculations (see below image for example & explaination).
Can fill in boxes on Excel instead of printing out the template (saves paper).
Provides the actual hours each employee works instead of just the calculations. Easier for the employee to understand & verify their hours.

*Section #2 is not seen when saved or printed. It is only used to calculate the hours and transfers it to section #1.

Section #1

Section #2

Note: Calculations need to be retyped here to get an accurate weekly total.

Final Product:

Revisions:

The "Daily Hrs/Mins" column has been renamed to "Calculations" for clarity, as employees were unclear about the meaning of the numbers and whether they needed to confirm them.
- Note: The "Calculations" column is intended for the accountant’s reference when inputting data into QuickBooks (payroll software).
- Employees do not need to be concerned with the "Calculations" column. They only need to confirm or decline the numbers in the "Hours" and "Minutes" columns to ensure their hours are accurate.
The "Calculations" column has been moved to the end since it is not relevant to the employee. They only need to focus on the first few columns to verify the information.
- The column also aligns with the "Weekly Total" and "Pay Period Total Hours," making it easier to visually calculate the total.