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Excel Wage Calculator Help File
- Wage Table
- Staff Table
- Roster Table
- Install / Uninstall
Overview <Top >
The Wage Calculator allows you to define roster schedules and will automatically calculate associated wage costs by staff, Area, and Department for each day, and the week. It uses a base wage and up to six additional wage loadings to determine the wage structure. Wage classifications, and staff can be freely added. The roster format is by Department and Area, with two staff work periods per day to accommodate split shifts. Department, Area and staff can be configured to suit almost any business structure and size.
Once you have set up your wage and roster frame work you can easily allocate staff to work periods to build your weekly roster and at the click of a button calculate wage costs by day and week. Standard Excel print functions are available providing flexible print formats. Using the Wage Calculator you can define your roster schedules and calculate your wage costs with ease.
Instructions <Top >
There are four main steps to Start using this software:
- Set up the Wage Table , this is for wage structures that will apply to staff. On the Wages sheet click Add Classification, then input a description in the blue cell of the Classification column, the applicable hourly rate for the classification in the Base Period Column, select the From and To Day, and input the From and To time. This sets the time period during which this classification rate applies. You can add up to six variations to the base Classification by setting additional Wage Periods and Loadings for the Classification.
- Set up the Staff Table , this provides staff names and their applicable classification. On the Staff sheet click Add Staff and input staff names in the blue cells and select the staff members Classification from the drop down list in the yellow cell.
- Set up the Roster Table on the Roster sheet by clicking Add Department. This uses a Department, then Area, then Staff structure. You can add as may Departments as you like to the Roster Table, and as many Areas as you like to each Department, and as many Staff as you like to each Area (within reason). When your Roster structure is complete you can input the week Start date, and an On/Off time for each staff member. Print your roster using standard Excel print functions (Print Area/Print Setup). Use these to set header rows, page breaks, and layout.
- On the Calculation Summary Table click Update and the Wage Calculations will be built based on the Roster structure and Wage Classifications. Toggle Level of Detail on the Calculation Summary Table steps through two levels of display detail - Day Totals and Week Totals.
Additional detail is provided when you mouse over cells with red markers. Blue cells allow input, yellow cells indicate drop down lists for selections.
Wage Table <Top >
The Wages Table layout provides up to seven different Wage Periods. The first base period should include the base wage rate for each classification you add, and the working hours that fall into this wage period. All other wage periods use the base wage rate from the first wage period and their Loading to determine the wage rate that applies during their wage period. If a Wage Period is not required select "Not Used" in the Day From and To drop down list. Add Classification will add a new Classification row. The Classification row will be added above the selected cell or at the top of the table if the selected cell is outside the table. The blue cells allow you to input and adjust wage rates.
Input the Base data by selecting the From/To days from the drop down lists and inputting the From/To times in 24 hour time format (hh:mm). For midnight at the beginning of the day (From Time) input 00:00, for midnight at the end of the day (To Time) input 24:00. Set Wage Periods where the time duration crosses midnight as 2 separate Periods, i.e one as Monday to Friday 20:00 to 24:00, and one as Monday to Friday 0:00 4:00. You can set following Wage Periods the same way except instead of inputting the Base Hourly rate you input a Loading Factor. The hourly rate for the Wage Period is calculated as the Loading Factor * the Base Hourly Rate. You can adjust the Wage Period identifier in the top blue cell for each period.
If for example a base wage rate applied for work from Monday to Friday, from 8:00 to 17:00 these details would be placed in the first Wage Period column. You can Add Classification, give it a name in the blue Classification cell, and input the base hourly rate i.e. 10.00. For each other wage period you can define the times they apply and input the Loading i.e. for the second wage period input Monday to Friday 17:00 to 23:00 with a loading of 2 giving a calculated wage rate for this period as 20.00. Wage Periods can be used to set penalty rates, allowances or any variance to the base rates as required.
Classifications in the Wages Table are provided as drop down lists for setting up Staff. To remove a Classification from the Award Table select the Classification and click Delete Classification.
If your wage structure can not be accommodated with this arrangement we can modify to meet specific requirements, just send us an email with an outline of your wage structure.
Staff Table <Top >
Add Staff will add a staff row. You can then input staff names in the blue cells, and select their Classification from the drop down list. This list is based on the Classifications set up in the Wages Table. You can add new Classifications using Add Classification on the Wages Table. The Staff Table is used to provide drop down staff lists in the Roster Table and staff details for the Calculations Table. Once a Staff row has been added you can change the name with direct input in the blue cells and the data in the yellow cells using the drop down lists.
To remove a staff row select the staff name and Delete Staff.
Roster Table <Top >
The Roster structure is built on Departments that contain Areas that in turn have Staff.
Add Department will build the required number of Departments, with the required number of Areas, with the required number of Staff. Departments are always added at the top of the table. Department names are in the Name column, in blue cells with a top border. You can change these names as required. A Department signifies the highest level entity you wish to have a wage total for, this may be the total business or company.
Add Area will add the required number of Areas with the required number of Staff. Areas are added to the top of the selected Department. To place in the required Department click the Department name before you Add Area. Area names are in the Name column, in blue cells will no top border. You can change these names as required. You must have a Department before you can add an Area.
Add Staff will add the required number of Staff to the selected Area. To place in the required Area click the Area name before you Add Staff. Staff names are in the Name column, in yellow cells. You select staff names from the drop down list. You must have an Area before you can add Staff.
When your Roster structure is complete you can input the Start Date for the week, and an On/Off time for each staff member in the blue cells. Two sets of On/Off times are provide for staff to allow split shifts and breaks. Print your roster with standard Excel print functions (Print Area/Print Setup) to set print area, headers/footers, header rows, page breaks, and layout. To set the print area select the required area for printing and go File, Print Area, Set Print Area.
Clear will remove the Roster Table Start Date, and all On/Off times. This sets the Roster Table for the next roster period input, it does not change the Roster structure. Delete removes the selected Department, Area or Staff from the Roster Table. Reset removes all Department, Area and Staff on the Roster Table including Start Date.
You can add/delete Departments, Areas and Staff as required. Once you have built, modified, or reset your Roster structure you must click Update on the Calculation sheet to bring the Calculation Table in-line with your new Roster structure.
Calculation <Top >
The Calculation and Calculation Summary Tables combine the Roster, Staff and Wage Table details to determine wage costs for each day and the week. The Calculation Table shows full calculation details for each Day and each Wage Period. The Calculation Summary Table is much easier to read displaying Total Hours and Total Wage by Day and Weekly Totals. Toggle Level of Detail on the Calculation Summary Table steps through two levels of display detail - Day Totals and Week Totals.
Once you have completed adding or removing staff, areas, or departments in the Roster Table you must Update the Calculation and Calculation Summary Tables for them to reflect the current status. Update is not required if you are only changing cell values i.e. roster dates, times, or names. The last Update time and date are included in red next to the Update button.
If #N/A appears in the Calculation or Calculation Summary Table you should check that all Staff details in the Staff Table are valid. Staff must be have current Classification.
Install / Uninstall <Top >
This software is in Microsoft Excel format. To run this software you must have Excel installed on your computer and macros must be enabled.
If the file you downloaded has an exe extension (***.exe) it includes a Setup program. To install run the Setup program and follow the prompts to unpack and install the software. You can then run the software from the program icons or by simply opening the Excel file (***.xls).
If the file you downloaded has a zip extension (***.zip) it is packaged in a standard compressed zip file. After download it must be unzipped. Trial Zip software is available free from www.winzip.com . You can then run the software by simply opening the Excel file (***.xls).
If the file you downloaded has an Excel extension (***.xls) it is a standard Excel file. You can run the software by simply opening the Excel file (***.xls).
The first time you open the Excel file a Welcome page is displayed, clicking the Access button on the Welcome page displays the software input sheet. For the software to function macros must enabled
No system files are changed when you use this software. To uninstall run the Uninstall program or simply delete all associated files.
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