How to Verify Your Gross Pay Using a Payslip and Your Shift Calendar (Worked Example)

Why comparing a payslip to your shift calendar helps

Payslips can be hard to read: hours may be grouped, overtime blended, or allowances listed without context. Comparing the payslip to a detailed shift calendar helps you spot missing shifts, incorrect rates, or misapplied overtime rules before raising a payroll query.

A calendar-based check gives you evidence: dates, start/end times, and any recorded leave or public holiday you booked. If you use PayCheck AI, you can upload a payslip for one-time AI extraction and then compare the extracted gross pay to the selected calendar month after reviewing the figures. The app also lets you configure overtime thresholds and allowances (during an active Pro trial or paid Pro subscription) so you can model what your gross pay should be under those settings.

Before you start: gather the right items

1) The payslip for the month you want to check (paper, PDF or image). PayCheck AI supports a one-time payslip upload for AI extraction.

2) Your shift calendar covering the same month, with every shift entered: start/end times, unpaid breaks and any time-off recorded.

3) Reference for your pay rules: base hourly rate, overtime multipliers, night or weekend allowances, and when overtime thresholds apply (daily/weekly). These rules often depend on your contract or collective agreement and vary by country or employer.

4) A simple calculator or spreadsheet to do the arithmetic if you prefer manual checks.

Step-by-step workflow

1) Upload the payslip and review extracted values. Use PayCheck AI’s one-time payslip upload to extract gross pay and line items. The extraction gives you a starting gross figure and any labeled amounts the AI finds. Review the extracted figures against the original payslip — the app’s extraction is a helper, not a payroll authority.

2) Select the calendar month to compare. In PayCheck AI pick the same month you uploaded the payslip for. The app lets you compare the extracted gross pay with that selected calendar month after you review figures.

3) Export or view your shifts for the month. If you prefer external work: export the calendar to CSV (PayCheck AI supports CSV export) and open it in a spreadsheet. Or view shifts inside the app: confirm each shift’s start/end and break times.

4) Calculate total regular hours. Add up the paid hours for all shifts that fall inside your standard hours before overtime applies. If you have unpaid breaks, subtract them. Treat split shifts and overnight shifts carefully — decide which day the hours count towards based on your pay rules or agreement (this varies by employer). Rules and definitions vary by country and agreement, so check yours if unsure.

Worked example: reconcile a hypothetical month

Set the scene (hypothetical): You’re checking June. Your contract: base rate £12.00/hour. Overtime rules (configured in PayCheck AI during a Pro trial or paid subscription): daily overtime at 8+ hours/day paid at 1.5x, weekly overtime at 40+ hours/week paid at 2x, weekend allowance 20% extra per hour, and a flat public-holiday allowance of £15 for certain holidays. Note: these numbers are entirely illustrative.

Step A — Extracted payslip figure: The payslip upload extracts a reported gross pay of £1,020 for June and shows line items labelled "basic hours 120" and "allowances 40" (review and confirm these labels match the original).

Step B — Calendar hours: You review your June calendar and tally shifts: 15 shifts of 8 hours each = 120 hours paid (breaks already accounted for in each shift entry). So calendar shows 120 paid hours. No recorded public holidays taken in June.

Step C — Apply base pay: 120 hours × £12.00 = £1,440. Already this is higher than the payslip’s extracted gross of £1,020, so either the payslip covers a partial period, includes unpaid deductions not shown in extraction, or the extraction read a subset of amounts. Keep the original payslip handy to cross-check labeled deductions or pay period dates; the extraction could mis-label items. PayCheck AI’s comparison step prompts you to review extracted figures against the payslip before final comparison — don’t skip that review step. Always compare dates on the payslip (pay period start/end) against the calendar month you selected.

Dealing with overtime and allowances

If overtime applies, calculate it against the hours above the threshold you use. For the worked example, assume none of the individual shifts exceeded the daily 8-hour threshold, but the same 120 hours produce weekly totals that create overtime for two weeks.

Example continuation (hypothetical): Two weeks of June had 46 hours each rather than 40. Weekly overtime rule: hours over 40 paid at 2×. For each of those weeks: 6 overtime hours × £12 × 2 = £144 per week × 2 weeks = £288 overtime. Regular pay for the remaining 108 hours = 108 × £12 = £1,296. Combined = £1,296 + £288 = £1,584.

Allowances: Suppose the payslip shows £40 allowances. If you have weekend allowances configured in PayCheck AI, check which shifts fell on weekend days. If the weekend allowance would be 20% extra on 16 weekend hours: 16 × £12 × 0.20 = £38.40 (close to the payslip £40 — rounding or a fixed holiday fee could explain the difference). PayCheck AI can model allowances as flat amounts, per-hour, or as percentages during a Pro subscription — configure the same rules the payroll team uses to get a like-for-like estimate.

Reconcile: Compare your manual/modelled total (£1,584 + £38.40 = £1,622.40) to the payslip’s extracted gross (£1,020 in the extraction). Large discrepancies normally come from extracting the wrong pay period, missing overtime rules, unpaid deductions, or the payslip representing a partial payment. Use the payslip's pay period dates and line-item labels to identify which is the cause. PayCheck AI’s one-time extraction helps surface the extracted gross and line items so you can spot mismatches quickly, but it can’t guarantee the payroll logic was applied correctly by your employer.

Common sources of mismatch and what to check

1) Pay period mismatch: The payslip may cover mid-month to mid-month rather than calendar month. Always match pay period dates to your calendar selection.

2) Deductions and net vs gross: The app extracts gross pay but some payslip labels could be net or show deductions close to pay amounts. Confirm the extraction labeled 'gross' truly matches the payslip’s gross line.

3) Shift omissions: One or more shifts missing from your calendar or recorded as unpaid leave can change totals. If you’re part of a team, note that shared team calendars show profile names and recorded absences; personal pay settings and private notes remain private.

4) Different overtime rules: Employers apply daily, weekly or location-specific overtime differently. PayCheck AI allows configuring daily and weekly overtime thresholds during Pro — configure the settings to mirror your contract for accurate estimates.

What to do after you find a discrepancy

1) Re-check your inputs: Confirm payslip dates, extracted line items and your calendar month selection. Use PayCheck AI’s review step after extraction before making comparisons.

2) Recalculate step-by-step in a spreadsheet and keep a record of your working. Export the calendar to CSV from PayCheck AI if that helps.

3) If the mismatch stands, contact your payroll or HR with the calendar evidence: shift dates/times, screenshots or exported CSV, and the payslip. If you’re on a team schedule, planners can see recorded absences and published shifts which helps explain approvals or reassignments; personal medical or private notes do not show to others.

4) Keep a copy of the payslip upload for your records. Note that PayCheck AI doesn’t store uploaded documents as a payroll guarantee — use the payslip and the calendar as your documentation for queries.

Practical checklist

• Confirm payslip pay period matches the calendar month you will compare.
• Upload payslip to PayCheck AI and carefully review extracted gross and line items.
• Ensure every worked shift (including start/stop and break) is in your calendar for the month.
• Configure PayCheck AI overtime thresholds and allowance types to match your contract (Pro trial or paid Pro required for configuration).
• Export the calendar to CSV if you prefer to calculate in a spreadsheet.
• Calculate regular hours, overtime hours and allowance totals, and compare the sum to the extracted gross.
• If results differ, prepare a clear summary and timestamps to present to payroll or your planner.

Frequently asked questions

Can PayCheck AI automatically correct payroll mistakes?

No. PayCheck AI helps you extract amounts from a payslip once and compare them with your shift calendar. It does not edit payroll records or guarantee legal or payroll accuracy. Use the comparison as evidence when contacting your payroll or HR team.

Will PayCheck AI calculate taxes or net pay?

No. PayCheck AI estimates and compares gross pay based on shifts and configured rules. It does not calculate taxes or claim compliance with payroll law. Always use actual payslips or payroll statements for net pay and tax details.

How should I handle overnight shifts that cross midnight?

Decide which day the hours count towards based on your employment agreement or payroll practice — employers vary. Enter shifts in your calendar exactly as worked, and when reconciling, follow the same day-assignment your payroll uses. If unsure, ask HR which date they attribute the hours to.

Can my team members see my private pay settings or medical notes?

No. Team calendars show profile names, published shifts and recorded absences for planners, but personal pay settings, private shift notes and medical details remain private.

If I’m on a Pro trial, which features help with verification?

During an active free Pro trial or paid Pro subscription you can configure daily and weekly overtime thresholds, automatic night-window allowances, weekend allowances and public-holiday allowances (flat, per-hour or percentage). You can also upload payslip images or PDFs for one-time AI extraction and compare the extracted gross with a selected calendar month.