How to build a staffing roster before estimating payroll
Startup Costs | Blank working worksheet | September 6, 2026
https://startup-costs.com/guides/hiring-roster/

Result to produce: A roster with complete task coverage and an annualized monthly staffing budget.

Business and format:
Address or service area:
Prepared by:
Date:

BEFORE YOU START
Bring opening hours, service times, setup and closing tasks, demand by time of day and the owner’s operating duties. Use actual hiring and employer-cost evidence for your location; the example rates below are authored allowances.

CALCULATION INPUTS
Total hourly staff person-hours per week (hours):
Weighted hourly wage (USD/hour):
Employer additions to hourly base wages (%):
Other monthly paid work, fully loaded (USD):
Other staffing costs per month (USD):

Use the guide calculator for formulas and results. Enter your own values and retain the evidence for each assumption.

DECISION RECORD
1. Task coverage
Task, role, day, start, end and simultaneous duties
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

2. Paid hours
Person-hours by role, including preparation and cover
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

3. Owner work
Operating tasks, hours, economic cost and actual cash treatment
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

4. Base pay evidence
Rate, location, role, date and source
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

5. Employer additions
Applicable item, basis, rate or amount and verification
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

6. Monthly and cash view
Average cost plus actual payroll payment dates
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

DECISION RULES
If: A recurring task has no assigned time
Action: Add the coverage before treating the wage total as a complete staffing budget.

If: Peak work exceeds simultaneous staff capacity
Action: Change shifts, opening hours or the service promise.

If: The budget only works with unpriced owner labor
Action: Show the dependence and test a fully paid operating case.

YOUR DECISION
Next commitment:
Conditions still to resolve:
Decision and reason:
Next review date:

Sources and background:
IRS: Publication 15, Employer’s Tax Guide: https://www.irs.gov/publications/p15
SBA: managing a business: https://www.sba.gov/counseling/manage-your-business/

This is a blank personal planning worksheet. Its completion is not an approval, a market estimate or a completed state research record.
The examples and calculator defaults on the guide are authored illustrations. Keep your own evidence and limitations with any result.
Financial information supports planning and education and is not personalized financial, investment, tax or legal advice. Results do not guarantee costs, revenue, profit or financing.