Free Payroll Accrual Calculator (Excel)
What's in the payroll accrual calculator
The Payroll Accrual sheet lists up to 100 employees. For each one, enter the pay period salary and how many days are in that pay period - daily cost calculates automatically as one divided by the other.
Then enter how many days at month-end are unpaid (worked but not yet run through payroll). Accrual amount is daily cost times unpaid days - the estimated wage liability you need to book at close.
Below the table, a summary totals accrual across every employee, counts how many employees actually have an accrual this month, and calculates the reversal entry - the negative of total accrual - to post at the start of the next period.
Why month-end payroll accrual matters
If your pay periods don't line up neatly with your fiscal month, employees earn wages in one month that don't get paid until the next. Without an accrual entry, that month's expenses understate real labor cost.
This calculator handles the multi-employee case: every employee can have a different salary, period length and unpaid-day count, and the workbook totals it all into one accrual figure and one reversal entry - instead of you doing the daily-rate math by hand for each person.
What this template does not do
It does not calculate payroll taxes, benefits withholding, or any statutory deduction - the accrual is gross wages only. It also doesn't track PTO or vacation liability separately from the wage accrual itself.
This is a planning and estimation worksheet for your month-end close, not a certified accounting record - always verify the final journal entry with your accountant before posting it.
How to use it
- List each employee with their pay period salary, days in the pay period, and unpaid days at month-end.
- Daily cost and accrual amount calculate automatically for every row.
- Use the total accrual for your month-end journal entry, and the reversal entry for the start of next period.
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PTO & Leave Tracker — with Automatic Accrual
Need full PTO management? The paid PTO Tracker ($19) adds automatic accrual by tenure tier, carryover caps and a year-long balance dashboard in one workbook.
See the full versionFrequently asked questions
How is the accrual amount calculated?
Daily cost equals pay period salary divided by days in the pay period. Accrual amount equals daily cost times unpaid days at month-end. Both are wrapped in error handling so blank or text entries just show blank, not a formula error.
Does this calculate payroll taxes or withholdings?
No. This calculates gross wage accrual only - it does not compute federal, state, FICA or any other statutory withholding.
What is the reversal entry for?
It's the negative of your total accrual. Post it at the start of the next period so the accrual doesn't get double-counted once the actual payroll run happens.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, open it, then choose File > Save as Google Sheets. All formulas keep working.
How many employees does it support?
Up to 100 employees on the Payroll Accrual sheet, each with their own salary, period length and unpaid-day count.
Is this a certified accounting document?
No. This is an accounting worksheet for estimating and planning your month-end accrual - verify the final entry with your accountant before you post it.