Overtime hours and pay calculator
Work out each person's hourly rate and overtime pay for normal days, rest days and holidays from their monthly pay and hours.
Overtime is easy to get wrong because the rate changes with the day. Enter each employee's monthly pay and the overtime hours they worked on normal days and on rest days and holidays, set the multipliers and the standard hours, and the calculator gives the hourly rate and the overtime pay for each person and in total.
Payroll officers and supervisors who approve overtime, and small employers who pay it each month.
What is included
- Hourly rate from monthly pay
- Separate multipliers for normal days and rest days
- Overtime pay for each person
- Total overtime cost at the top
- All rates in cells you can change
Advertisement
Screenshots
How to use it
- Check the standard monthly hours and the two multipliers at the top.
- List each employee and their monthly basic pay.
- Enter the overtime hours on normal days and on rest days or holidays.
- Read the hourly rate and the overtime pay.
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.
Advertisement
More in this category
-
Payrollpdf
Payroll policy and procedures manual
A written payroll manual: roles, monthly timetable, calculations, approvals, payment, remittances and record keeping.
KES 1,080KES 1,200-10%
View details →
-
Payrollpdf
Leave policy template for Kenyan employers
A complete leave policy covering annual, sick, maternity, paternity, compassionate and study leave, with how to apply.
KES 540KES 600-10%
View details →
-
Payrollpdf
Termination and redundancy guide with letters
How to end employment lawfully in Kenya: notice, final dues, redundancy steps and the letters you will need.
KES 900KES 1,000-10%
View details →
What the overtime hours and pay calculator does
Overtime is easy to get wrong because the rate changes with the day. Enter each employee's monthly pay and the overtime hours they worked on normal days and on rest days and holidays, set the multipliers and the standard hours, and the calculator gives the hourly rate and the overtime pay for each person and in total.
Who it is for
Payroll officers and supervisors who approve overtime, and small employers who pay it each month.
How to use the workbook
- Check the standard monthly hours and the two multipliers at the top.
- List each employee and their monthly basic pay.
- Enter the overtime hours on normal days and on rest days or holidays.
- Read the hourly rate and the overtime pay.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Hourly rate from monthly pay
- Separate multipliers for normal days and rest days
- Overtime pay for each person
- Total overtime cost at the top
- All rates in cells you can change
The workbook has these sheets: Instructions, Overtime. The main table has the columns Employee; Monthly basic pay; Hourly rate; Normal-day hours; Rest-day or holiday hours; Normal-day pay; Rest-day pay; Total overtime pay. 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
- Check the multipliers against the current regulations for your sector.
- Approve overtime in writing before it is worked.
- Pay overtime in the month it is earned.
- Remember overtime is taxed with the rest of the pay.
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: Overtime pay calculator, Paye 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.
Related guides, calculators and templates
- Free calculator: Overtime Pay Calculator
- Free calculator: PAYE Calculator
- Guide: How to prepare for a performance review and a salary talk
- Guide: Caretakers and property managers: roles, pay and oversight
- Guide: How KRA uses data matching and what it means for you
- Another template: Annual PAYE and payroll summary
- Another template: Annual leave balance calculator
- Another template: Annual leave planner and register
Need something different? Request a custom template, browse all guides or see every Excel template.
Scroll inside the box to read more.