Create a Payroll Spreadsheet - Quick Reference Guide

Sep 13, 2026

Uploaded by Aditya

Quick Reference Guide for creating and reusing a payroll spreadsheet template to support weekly payroll submissions. Explains how to download the blank payroll template, select contractor or subcontractor options, enter contractor identifiers and contract numbers, and maintain accurate employee details to prevent conversion/import failures. Provides step-by-step instructions for populating employee records, assigning projects and labor codes, leaving template fields that update weekly, and entering overtime and pay rates with required numeric inputs.

LanguageEnglish

CategoryForms

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Creating a Template

Download and prepare the blank payroll template

Populate contractor and employee information

Add employees to the template with labor codes

Entering Weekly Payroll

Save a unique weekly file and open the template

Confirm required fields auto-populate correctly

Enter payroll number, week ending date, and overtime hours

Update changed employee info and deductions

QUICK REFERENCE GUIDE: Create a Payroll Spreadsheet Background: A blank copy of the payroll spreadsheet template is accessible on the AWP website [dot.alaska.gov/aashtoware/](dot.alaska.gov/aashtoware/ on)[ on](dot.alaska.gov/aashtoware/ on) the Resources tab. Both prime and subcontractors can use the template to modify, and submit weekly payroll. Information entered in the spreadsheet must be typed correctly. Errors in spelling or capitalization may cause the spreadsheet to fail conversion or import or may trigger an exception notification. The following instructions are in two sections: creating a template to reuse over the life of the contract and entering weekly payroll information. Roles: CONTRACTORPAYROLL Navigation: Creating a Template: Populating the Excel with information that is used from week to week will allow the template file to be copied each week and wage information to be populated. 1. Navigate to [http://dot.alaska.gov/aashtoware/](http://dot.alaska.gov/aashtoware/) . On the Resources tab, download Blank Payroll Template v.11 . Start in the Payroll Form tab. 2. Type an X in either the Contractor or Subcontractor box. 3. Enter Name of Contractor. 4. Input the IRIS Number in the Contractor’s IRIS ID box. If the IRIS number is unknown, navigate to the AWP Information site, the Contractor’s tab, in the Quick Links, use the Vendor List to search for the company’s IRIS number. 5. Enter the contract number in DOT Contract \# . In the Employee Information tab of the spreadsheet, enter employee details. The employee information tab will generate a list of employee information when entering weekly payroll. For efficient searching, add employees alphabetically. Ensure consistency with your payroll software system, keeping in mind that the CRL system is case sensitive. Note that the Middle Initial field allows only one character. Import errors may occur due to spaces before or after employee information, so be vigilant about accurate entry. For each employee, complete the following: 6. For the Employee Full Name, type the employees last name, firstname, and middle initial with no commas. 7. In the Last Name Value enter the employees last name. 8. In the First Name Value, enter the employees first name. 9. In the Middle Initial, enter one letter for the employee. 10. For the Social Security No. enter the employee’s social security number with no dashes. 11. Select the employees Gender from the dropdown box. 12. From the dropdown box, Ethnicity Select, select the applicable ethnicity. QUICK REFERENCE GUIDE: Create a Payroll Spreadsheet 13. Enter the employees address in Address 1-9, and if necessary, Address 1-10. 14. Type the employees City. 15. Use the dropdown box to State Select. 16. In the Zip, enter the employees zip code. Upon completing the Employee Information, navigate back to the Payroll Form tab and add the employees who will be working on this project into your Template. 17. In the yellow Select Employee dropdown box, select the desired employee to populate the employee information. 18. In the Project \# field, input the project number the agency provided, typically identical to the contract number. 19. In the dropdown box, Select Labor Code, select the employee’s work classification. This will auto populate the required Labor and Craft codes for this work. If this employee requires more than one classification, add the employee as many times as needed until all applicable classifications are entered. When entering multiple classifications or double time only enter the actual Gross, Deductionsand Net on one entry; all other entries should be project and classification specific. 20. Leave the O.T. and S.T – Hours Worked section blank in the template, they will be updated weekly. 21. Leave Total Project Classification Hours a. O.T. and S.T – Total Hours blank for the template, they will be updated weekly. 22. Input O.T. and S.T. Rate of Pay. E

FAQs

Where can the blank payroll spreadsheet template be downloaded?

The blank copy is accessible on the AWP website under the Resources tab.

What happens if information in the spreadsheet is typed incorrectly?

Spelling or capitalization errors may cause the spreadsheet to fail conversion or import, or trigger an exception notification.

Which fields should be left blank in the template for weekly updates?

Overtime/straight-time hours worked and related totals should be left blank in the template, and values like project class gross and total gross pay are updated weekly.

Sep 13, 2026

Uploaded by Aditya