Payroll template

Use this payroll checklist to run your payroll efficiently — whether you're processing payroll for a single employee or a distributed team. 

Payroll processing checklist

Each step includes instructions, fields, and reminders to keep your process compliant and streamlined, so let’s jump straight in.

Step 1: Employee information collection

Gather and/or confirm the following information for each employee:

• Full name
• Job title
• Employment type (i.e., full-time or part-time)
• Work location (i.e., country, state/province)
• Tax ID
• Bank account details
• Salary or hourly wage
• Pay frequency (e.g., monthly, biweekly, etc.)
  
  

Step 2: Time and attendance review

Record the hours worked (for hourly employees) or confirm the fixed salary (for salaried employees):

• Confirm timesheets have been submitted
• Approve any overtime
• Account for paid time off (PTO), sick leave, and holidays
• Track any unpaid leave (if relevant)
  
  

Step 3: Gross pay calculation

Calculate the gross pay as follows:

For hourly employees: Hourly rate x hours worked = total pay

For salaried employees: Monthly salary = agreed amount

Don’t forget to:

• Add any commissions, bonuses, or other earnings
• Deduct any unpaid leave
  
  

Step 4: Deductions and withholdings

Apply the relevant deductions for each employee based on their location, including:

• Income tax withholding (this includes national and local taxes)
• Social security / national insurance contributions
• Health insurance / benefits premiums
• Retirement plan contributions (e.g. 401(k), pension)
• Other deductions, such as wage garnishments or union dues
  
  

Step 5: Net pay calculation

Next calculate the net pay using the following formula:

Gross pay – total deductions = net pay

Double-check for accuracy, too.

Step 6: Payroll submission and payments

To submit payroll, you need to:

• Submit the payroll document to your payroll provider / internal finance system.
• Transfer the net pay to your employees’ bank accounts.
• Pay the employer-side taxes and contributions.
• Generate payslips and send them to your employees.
  
  

Step 7: Recordkeeping and compliance

After you have run payroll, ensure you:

• Archive all payroll records securely (as required by law).
• Keep payslips, tax forms, and proof of payments.
• Review and reconcile payroll reports.
• Update payroll data after any employee status changes.
  
  

Sound like a lot of work? Let Remote help

At Remote, we do all the heavy lifting and take the weight off your shoulders, ensuring your team is paid accurately, on time, and in full compliance with local laws — wherever they are.

Whether you're hiring one person in your hometown or entire teams across the globe, Remote gives you confidence and clarity so that you can focus on building your business, not navigating paperwork.

With Remote, you can:

• Stop worrying about payroll deadlines or legal missteps
• Build trust with your team through consistent, reliable pay
• Expand and scale without the admin burden

To learn more about how Remote can help — and to learn which payroll solution is the most suitable for your business — speak to one of our friendly experts today.