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Payroll

Multi-branch payroll summary

Combine the payroll of several branches in one sheet: gross pay, deductions, net pay and total cost for each branch and for the business.

Multi-branch payroll summary template

A business with several branches usually runs payroll by branch, and the owner wants one picture. Enter each branch's headcount, gross pay and statutory deductions from its payroll, and the workbook works out net pay, employer contributions, total cost, cost per employee and each branch's share of the whole.

Finance managers and owners of businesses with several branches, outlets or farms, and accountants who consolidate payroll for the board.

What is included

  • One row for each branch
  • Net pay and employer cost worked out
  • Cost per employee
  • Share of the total payroll cost
  • Chart of cost by branch

Screenshots

  • Payroll by branch of Multi-branch payroll summary
  • Total payroll cost by branch of Multi-branch payroll summary

How to use it

  1. Check the employer Housing Levy rate on the Rates sheet.
  2. List each branch with its headcount and gross pay for the month.
  3. Enter the PAYE, NSSF, SHIF and employee Housing Levy from the branch payroll, and the employer NSSF.
  4. Read net pay, total cost and cost per employee for each branch and in total.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the multi-branch payroll summary does

A business with several branches usually runs payroll by branch, and the owner wants one picture. Enter each branch's headcount, gross pay and statutory deductions from its payroll, and the workbook works out net pay, employer contributions, total cost, cost per employee and each branch's share of the whole.

Who it is for

Finance managers and owners of businesses with several branches, outlets or farms, and accountants who consolidate payroll for the board.

How to use the workbook

  1. Check the employer Housing Levy rate on the Rates sheet.
  2. List each branch with its headcount and gross pay for the month.
  3. Enter the PAYE, NSSF, SHIF and employee Housing Levy from the branch payroll, and the employer NSSF.
  4. Read net pay, total cost and cost per employee for each branch and in total.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • One row for each branch
  • Net pay and employer cost worked out
  • Cost per employee
  • Share of the total payroll cost
  • Chart of cost by branch

The workbook has these sheets: Instructions, Branches, Cost by branch, Rates. The main table has the columns Branch; Employees; Gross pay; PAYE; NSSF (employees); SHIF; Housing Levy (employees); Employer NSSF. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Take the figures from each branch's payroll for the same month.
  • Check that branch totals agree with what was paid.
  • Compare cost per employee across branches to spot differences.
  • Keep one workbook for each month.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Paye calculator, Nssf calculator, Housing levy calculator. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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