Free Payroll Sheet Template for Saudi Arabia (Excel & PDF)
A payroll sheet is where each month's salaries are worked out: one row per employee, with what they earn, what comes off, and the net amount paid. This free template does the arithmetic under Saudi labor law. The Excel file has the formulas built in, and the PDF is a blank sheet for printing.
Download the Excel template(xlsx) Download the printable PDF(pdf)An Arabic version (right-to-left) is on the Arabic page.
Short answer: enter each employee's basic salary, allowances and nationality once. Each month, add absent days and overtime hours from the attendance sheet. The sheet calculates gross salary, the absence deduction (gross / 30 x days), overtime pay (Article 107), the GOSI share for Saudi employees and net salary, then totals every column.
The columns and their formulas
| Column | What you enter or what the sheet calculates |
|---|---|
| Employee name, ID or Iqama, IBAN | Entered once; the WPS file needs them |
| Nationality | Saudi or Non-Saudi; decides the GOSI deduction |
| Basic salary, housing, transport, other allowances | From the employment contract |
| Gross salary | Calculated: basic + all allowances |
| Absent days | From the attendance sheet's totals row |
| Absence deduction | Calculated: gross / 30 x absent days |
| Overtime hours | From the attendance sheet's totals row |
| Overtime pay | Calculated: hours x (gross / 30 / 8 + 50% x basic / 30 / 8) |
| GOSI (employee share) | Calculated for Saudi employees: rate x (basic + housing), capped at 45,000 SAR |
| Other deductions | Approved advances, loans and penalties |
| Net salary | Calculated: gross + overtime - absence - GOSI - other deductions |
Grey cells are for input; cells with formulas are locked so they are not overwritten by accident. The totals row at the bottom shows the employee count, each column's total, and the total net pay to transfer.
Worked example
A Saudi employee on 5,000 SAR basic, 1,250 housing and 500 transport. They were absent one day, worked 12 overtime hours, and repay a 200 SAR advance instalment:
| Item | Calculation | Result |
|---|---|---|
| Gross salary | 5,000 + 1,250 + 500 | 6,750 SAR |
| Absence deduction | 6,750 / 30 x 1 | 225 SAR |
| Overtime pay | 12 x (6,750 / 240 + 0.5 x 5,000 / 240) | 462.50 SAR |
| GOSI | 9.75% x (5,000 + 1,250) | 609.38 SAR |
| Other deductions | Advance instalment | 200 SAR |
| Net salary | 6,750 + 462.50 - 225 - 609.38 - 200 | 6,178.12 SAR |
Enter these numbers in the Excel file and it gives the same result. The overtime rule is explained in Saudi labor law: working hours and overtime.
Check before you pay: the GOSI rate at the top of the sheet is a default (9.75%) and can be edited; it may differ for employees registered with GOSI after July 2024, so confirm it with GOSI. How absence and lateness are deducted follows your internal work regulations. TECFY is a software company, not an accounting firm, so check special cases with your accountant.
Running payroll each month
- Close attendance first: review each employee's attendance sheet and approve absent days and overtime hours.
- Copy last month's payroll into a new tab and enter the new month at the top.
- Update only what changes: absent days, overtime hours and other deductions. Salaries and allowances stay the same unless contracts change.
- Check the totals row and have it signed by whoever prepared and approved it.
- Transfer the net salaries to each employee's IBAN.
- Upload the WPS file to Mudad within 30 days; the full chain is in Attendance to Mudad and WPS.
When Excel stops being enough
An Excel payroll sheet suits a small team, but it is only as accurate as the absent days and overtime hours copied into it by hand from attendance sheets. As staff and branches grow, collecting those numbers every month becomes the slowest and most error-prone step.
That is where an attendance app helps: employees check in and out from their phones, lateness, absence and overtime are calculated for everyone, and the month's totals export to Excel for the payroll sheet or your payroll system.
Try TECFY Attendance free for up to 5 employeesRelated guides
Start with the employee attendance sheet template to record daily times, then read Saudi labor law: working hours and overtime.
Frequently asked questions
What is a payroll sheet?
A monthly table with one row per employee: basic salary and allowances, additions such as overtime pay, deductions such as absence, the GOSI share and advances, and the net amount paid. It is also where the Wage Protection System (WPS) file uploaded to Mudad comes from.
Is the payroll template free?
Yes. The Excel and PDF files are completely free and need no sign-up. The sheet has 25 employee rows, and you can copy rows for more.
How does the template calculate overtime pay?
The way the ministry applies Article 107: hours x (gross salary / 30 / 8 + 50% of basic salary / 30 / 8). An employee on 5,000 SAR basic with 1,750 SAR of allowances earns 462.50 SAR for 12 overtime hours.
How is the employee's GOSI share calculated?
Saudi employees pay a percentage of basic salary plus housing, capped at 45,000 SAR. The template's default is 9.75% (annuities 9% and SANED 0.75%); the rate is editable at the top of the sheet, so check it with GOSI. Non-Saudi employees pay no employee share.
Does the template upload salaries to Mudad?
No. The template works out the amounts; the WPS file is produced by your bank or payroll system and uploaded to Mudad within 30 days of month end.
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