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Staffing Table in Excel: Positions, Payroll Cost and Staff Assignment — Excel Template

Departments, positions, staff numbers, salaries and allowances, payroll cost per month and year, filled and vacant posts, and a summary by department with a chart.

Staffing Table in Excel: Positions, Payroll Cost and Staff Assignment — Excel Template
≈ $6.09
490 ₽
Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets
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What it is for

A staffing table usually lives in one document and the list of employees in another, so it is unclear where the vacancies are and what the payroll costs. Here you describe positions, salaries and allowances, then assign employees to them: the spreadsheet calculates filled and vacant posts, planned and actual payroll cost, and the staffing level of each department.

What is inside

  • "Settings": organization, order, regional pay coefficient, contribution rate and the list of departments.
  • "Staffing table": up to 120 positions — staff numbers, salary, allowances as a percentage and a fixed amount, payroll cost per month and year, filled, vacant and status for each position.
  • "Staff assignment": up to 300 records — name, position from the list, FTE share, hire date, department, salary and pay, and a check for exceeding the headcount.
  • "Summary": by department — staff positions, filled, vacant, staffing level, planned and actual payroll cost, contributions and a chart.

Who it is for

Managers, HR specialists, accountants and small business owners who draw up or revise a staffing table and want to see vacancies and personnel costs.

Compatibility

Excel 2007 and later, LibreOffice. No macros. Rates, thresholds and regulatory values are in the settings: check them against the rules that apply to you before use. The calculation is indicative. The file is in English.

📘 How to Create a Staffing Table in Excel: Positions, Payroll Cost and Vacancies

Questions and answers

How is the payroll cost calculated?
Pay per position = salary plus the allowance (percentage and fixed amount), taking the regional coefficient into account. Monthly payroll cost is the amount per position multiplied by the number of staff positions; annual cost is multiplied by 12 months. Bonuses and variable pay are not included.
How does the spreadsheet find vacancies?
Filled is the sum of the FTE shares of employees in a position. The difference between staff positions and filled is the vacant posts. The status shows a vacancy, partial staffing or an exceeded headcount.
Can I track part-timers and FTE fractions?
Yes, enter the FTE share (for example 0.5) and a note. The actual payroll cost is calculated from the filled posts.
Does the spreadsheet replace the official staffing form?
No. The spreadsheet helps you draw up and analyse the table, while the approved document is issued by a management order in the form required. Check rates and coefficients against the rules that apply to you.