What is a Weekly Timesheet?

A Weekly Timesheet is a document used to track the work hours an employee has spent in a week. Recording the employee work hours in a Weekly Timesheet helps a company in organizing the login and logout processes and payroll.

How to fill out a Weekly Timesheet?

Company Name

Enter the company name.

DBA

Enter the other name or doing business as (DBA) of the company.

Address

Enter the company address.

City, Street, & ZIP

Enter the city, street, and ZIP code of the company.

EMPLOYEE INFORMATION

Enter the employee information below.

Employee Name

Enter the name of the employee.

Employee Number

Enter the employee number.

Period

Enter the week or period of the timesheet.

Position

Enter the position of the employee.

Department

Enter the department of the employee.

Supervisor

Enter the name of the employee’s supervisor.

TIMESHEET

Enter the required information in the timesheet.

Day

Enter the corresponding data for each day of the week. The days of the week are already listed on the Weekly Timesheet.

Date

Enter the corresponding date for the day.

Start Time

Enter the time the employee has logged in.

End Time

Enter the time the employee has logged out.

Breaks

Enter the time allotted for the employee's breaks.

Regular Hours

Enter the number of the employee's regular work hours.

Overtime Hours

Enter the number of hours the employee has spent on overtime.

Total Hours

Add the corresponding regular and overtime hours and enter the total.

Weekly Totals

Add all the breaks and enter the total.

Add all the regular work hours spent the whole week and enter the total.

Add all the overtime hours spent the whole week and enter the total.

Add the total numbers of regular and work hours for the whole week and enter the total.

Frequently Asked Questions About a Weekly Timesheet

What is the purpose of a Weekly Timesheet?

The purpose of a Weekly Timesheet is to record the exact number of hours an employee has spent at work on a weekly basis. It is a timekeeping method that records attendance and performance.

A Weekly Timesheet is utilized in payroll accounting. It is efficient in determining employee compensations based on the billable hours rendered at work. For employees paid weekly for an hourly rate, a Weekly Timesheet can help them calculate their expected salary.

An unorganized timekeeping method may cause errors in the accounting process. For example, if a company fails to provide sufficient documentation of paid overtime work, it will affect the billing process. Timesheets may serve as evidence to correct the record and demand overtime pay from the company.

Timesheets help gauge an employee’s performance, project execution, time management, and reliability. There are timesheets with more specific details that require the time used in doing a project or task.

What are the types of timesheets?

Aside from a Weekly Timesheet, there are three other types of timesheets — Bi-weekly, Monthly, and Yearly.

A Bi-weekly Timesheet is designed to record the time and attendance of employees in two weeks. It is used by companies that pay employees bi-weekly depending on their work hours.

A Monthly Timesheet contains the record for an employee's rendered work hours in a month. It is essential for the monthly evaluation of employees since their attendance and performance are recorded on it.

A Yearly Timesheet is designed for the annual documentation of an employee's attendance and performance record. One of its advantages is it has complete documentation of the weekly and monthly reports of the employee's total work hours within a year.

What are the benefits of timesheets?

Timesheets are useful tools that help a company in many ways.

It serves as an efficient timekeeping method for companies. Timekeeping or time tracking is a strategy used by companies to maximize time and resources to gain profit. A timesheet is a tool used to monitor clock-ins and clock-outs of employees. It allows employers to assess if their employees are obedient and punctual. Also, outstanding attendance and performance signify high-level commitment and reliability of employees. These are one of the factors that employers consider that they are not wasting their resources.
It increases and encourages productivity in the workplace. Having timesheets contributes to the productivity of the employees due to transparency in the workplace in terms of monitoring the schedule and dedication of employees to their job. Employees are required to be honest in entering data in their timesheets as employers review this document for billing purposes, performance evaluation, and project management. By tracking the time spent on a project, employers can identify the ability of their employees to accomplish a job at a required speed. This way, employers can assign more suitable tasks to the employees so projects can be finished in the desired time.
It helps solve payroll disputes. Tracking regular hours, leaves, accruals, and overtime with a timesheet is in the billing process. A timesheet is a record needed for payroll approval, especially for freelancers or employees with an unfixed schedule. If an employee works more than the standard work hours, he or she may demand overtime pay. A timesheet must be presented to report his or her billable hours to back up the concern. Also, employers can measure labor costs with a timesheet because it contains documentation of delays and overtime.
Timesheets can be a determining factor in the progress of a company. Knowing how time and resources are maximized over the years is significant for companies. Timesheets can be long-term documentation of the company's manpower and labor resources that are cached for bookkeeping and accounting purposes. It may serve as a reference to the numbers the company is making over the years. Moreover, timesheets contain essential information that can be an indication of how a company manages its employees. The time listed on a timesheet may indicate the loyalty and dedication of an employee.

The acquisition of these benefits depends on the accuracy of the timesheets furnished by employees. Hence, companies must regulate a policy as to how timesheets must be filed.

With the advent of digital trackers, it is more convenient for companies to monitor schedules, performance, and workloads. Most companies have adapted to this innovation because of its convenience and accuracy.

How can I make my own timesheet?

Yes, you can make your own employee timesheet. To create your own employee timesheet, here is a breakdown of all the parts you should include:

Employee Information

First, let your employees enter their own contact information as well as the hours they worked. This should be fairly straightforward and will not change from week to week or month to month as long as they remain employed with you for that time period. While somewhat unnecessary, it might also be a good idea to have them give you a contact number or email address that you can use to contact them if necessary, for example, if they forget a change a time worked.

Note: Even though this is called an 'Employee Timesheet' the employee may not be able to edit it directly. You may want to make your own copy of the timesheet and leave it open for them to fill out while you monitor their progress. Then review it with them and make any necessary changes or updates, before saving the final version that will then be attached to their paychecks.

Hours Worked

Once your employees have entered their own information, they should also be able to update their hours worked from week to week as the hours fluctuate (they may work more or less than 40 hours per week). Employees can update these entries directly, but you will need to make sure they only enter the number of hours worked and not include any overtime. This is very important as it ensures that your employees do not accidentally over-report their time worked.

You can leave a note to your employees that this information will be used later when entering their salaries and overtime, so they understand why it is necessary.

Overtime

In order for you to calculate your employees' paychecks correctly, you need a record of the number of additional hours they have worked in a given pay period which is usually an hour total of over 40 hours per week. This will include overtime for hourly employees and any additional work hours for salaried workers. In this section of the timesheet, you can add a few columns so that your employees have a place to enter the time worked during each hour in a given day or week if they are not able to do it in their regular Hours Worked section.

Salary Basis Pay

Now you need to write how your employee is paid (hourly, salary, by the project, etc.) and their weekly pay including any additions or deductions that will be taken out of each paycheck. This includes including things like benefits contributions as well as health insurance deductibles which may vary from paycheck to paycheck. You may also want to include any bonus or profit-sharing that will be included in the final payout for the pay period.

Classifications and Rates

Now you need to list your employees' hourly rates and classifications, as these will be used during payroll processing and determining overtime rates and total earnings. This information will then be transferred into your payroll spreadsheet or system once you have finalized the spreadsheet with your employees. You can list these as a range of hourly rates if the contributions vary from pay period to pay period.

Pay Periods and Weekends

Once you have all of this information filled out, you need to include a few more details that will be used when you go to pay your employees, including the day of the week they are paid (usually it is either weekly or biweekly) and any weekends they need off in order to receive their paycheck. You should also keep track of the total amount that will be earned by each employee in this pay period (gross pay) and how much you expect to take out for taxes (net pay). This may change from week to week or month to month depending on their personal situations.

Exempt vs. Non-Exempt Classifications

As part of the employee timesheet, you should also include a section for classifying workers as exempt or non-exempt. Non-exempt employees are those paid hourly and have strict regulations on how much they can be paid each pay period as well as mandatory time off if their total hours worked for a week exceed 40 hours. If an employee is classified as non-exempt, you should list their hourly rate under the Rate column and whether they are non-exempt on the Exempt? row. This is an important distinction as non-exempt employees earn overtime pay for every hour worked over 40 per week while exempt employees do not.

Benefits Information

Your Employee timesheet should also include a section where you can record information on any benefits your employees receive. These may include contributions to health care and life insurance, sick leave or vacation time that accumulates each pay period as well as possible 401k plans that they participate in. This will be important if you need to refer back to this information later during payroll processing.

Other Details

The final section of the timesheet should be for any other details that you feel are important to include in your payroll processing. This may include notes about the pay or information that isn't directly related to an employee such as when you process payroll each month, what benefits enrollment period is currently open, and whether the employees work holidays. Now all you need do is print this timesheet, fill it out with your employees' information and keep it on file in case you need to refer back to it during payroll processing.

What are the different types of timesheets?

There are different types of timesheets depending on the way they are used within a company. You can use timesheets to keep track of how much time employees spend on different tasks, projects, and clients. They also help companies with cost controls, billing, and budgeting among many other uses.

The following are the different types of timesheets:

Daily timesheets — This type of timesheet is submitted by employees on a daily basis. Employees enter information regarding the hours they have worked during their shift.
Weekly timesheets — This type of timesheet is used where there are different shifts that employees work in a week. The weekly timesheet has to be filled out at the end of each working day or week depending on your company's policies.
Monthly timesheets — Some organizations require Monthly timesheets. This type of timesheet is used in service and consultancy companies where services and products are sold by the month. Projects may be ongoing and it is easier for the employees to enter hours worked monthly rather than daily.
Quarterly timesheets — This type of timesheet is used in companies where employees work on different projects at the same time. It helps the organization keep track of their labor costs when they are not sure how much time each project takes up.
Annual timesheets — Some organizations require their employees to use this type of timesheet when they are asked to work full time during a particular month for a particular client.

What is a daily timesheet?

A daily timesheet is used to record the work completed in a day. When properly used, it can be an excellent tool to identify personal time-wasters and improve productivity. It serves as a reminder for employees to be on track with their work deadlines and goals. Daily timesheet is similar in function to an invoice or a receipt. The difference between the three is that while invoices are sent to customers, receipts are given to customers at the end of an exchange.

The daily timesheet records all tasks you have completed since the beginning of the day. It is like a report that provides you with an update on your daily activities instead of just the week's tasks. For example, if on Wednesday you received a new task that can be accomplished in one day and completed on Thursday, you would not include it in your weekly timesheet. You will also need to update the daily timesheet every time you complete a new task.

The most common method of using a daily timesheet is to record all work done during the day. You can also use it to record milestones or other activities that are significant but do not fall within your usual work scope. For example, if you attend a meeting with an external client, you should write this in your daily timesheet as well.

Employers use daily timesheets for different purposes. It may be required for an employer to be aware of all the work-related activities performed by employees. For instance, for a company that hires home-based agents as independent contractors, daily timesheets are used to track the number of hours worked as part of the compensation package.

Employers also use daily timesheets as a measure of productivity and cost management. To meet deadlines and achieve business goals, employers need to schedule the amount of work that has to be completed. For example, if an employer wants its employees to finish a project by the end of this month, he will determine how many man-hours are needed to complete it.

Daily timesheets provide information on how much work is being done as well as the time devoted towards a particular task. By knowing how many tasks are being completed and how much time is spent on each one, employers can make adjustments to improve productivity or make up for lost work time.

What is a monthly timesheet?

A monthly timesheet is used to report working hours and the work performed. Monthly timesheets are often required when an employee works on an assignment or has a project that spans more than one month. On a monthly timesheet, employees record their hours by days in the week or month, then add them together to get their total for the pay period. Moreover, to know how many hours you should be paid for, use the timesheet calculator to figure out an employee's pay. This is used in conjunction with a daily timesheet and can be filled out electronically, especially for companies that keep digital records of time and attendance.

It is very important that employees fill out their timesheets correctly to get paid for all the hours they worked. Employers are required by law to pay employees for all hours worked (and not just regular time). For many timekeeping systems, this is done automatically. However, some employers generate monthly timesheets and ask employees to verify that their timesheets are correct.

In general, employers need to keep accurate records of all the hours their employees work. They also need to maintain pay and time data for a period of at least three years. Record-keeping requirements depend on a company's size, with small companies having less stringent requirements than large ones.

What should be included in a timesheet?

A timesheet should include the following items:

Project name
Staff member (employee)
Work hours (start and end times)
Work location (a description of the job site, if applicable)
Supervisor's signature (recommended for accuracy; required for payroll submissions; required by some employers/agencies to authorize overtime)
The date signed (recommended for accuracy)
Timekeeper's initials (recommended to identify the person using timesheet and provide accountability; required by some employers/agencies as a third-party check on the integrity of data entry).

How do you use a timesheet?

Follow some of these guidelines to properly use a timesheet:

Keep your timesheet in your field bag at all times. Your timesheet should be the last thing you use before heading out to work and the first thing you use when arriving back home (in case something changed while working).
Do not rely on memory, if you forget to update the timesheet, make sure to do it as soon as possible.
Make sure the timesheet is updated at the end of every shift, even if nothing has changed from your previous update. The sheet will be cleared for a new day once you've not been there in 24 hours, so you need to keep it up to date or somebody else might update it for you and you will not be credited for your work.
When updating your hours, make sure to list all the jobs you worked on and list them in chronological order (start at the top and continue downwards). If a job is missed or incorrectly listed, do not delete any of the data that has been inputted previously as this may cause more problems.
When updating your hours, make sure to list all the jobs you worked on and list them in chronological order (start at the top and continue downwards). If a job is missed or incorrectly listed, do not delete any of the data that has been inputted previously as this may cause more problems.
If you are unable to update your sheet for any reason, make sure to let the next person on shift know where you left off and what jobs need to be added or updated.If you have found a discrepancy in the timesheet, ask your co-worker to list all jobs s/he has worked on and compare them with what is on the sheet (help him/her figure out where it went wrong and how to fix it).
When leaving or arriving late for work, make sure to update the timesheet with a note about why. If you were not able to update the sheet at the end of your shift for any reason, make sure to list all jobs worked on and let the next person know how much was done, so s/he can keep track of it or help you get caught up if necessary.
Make sure your timesheet is up-to-date before leaving for vacation or after returning from it. If you forget to update the sheet, make sure to update it as soon as possible so there are no problems with your paychecks.

Are timesheets good?

Timesheets are useful documents for accurately recording the number of hours you work each week and their corresponding pay. They're used by employees to document the time they worked for an employer within a specific date range. Moreover, they're used by employers to keep track of all work hours and wages paid.

Timesheets are similar to receipts. They can also have the same benefits that receipts have. For example, they allow you to keep track of important information that includes: who, what, where, when and how much. Timesheets enable employees to identify their daily tasks and how long it took them to complete each one.

Timesheets can help prove work hours and wages paid for both the employer and the employee. For employers, it's a way to keep track of labor costs. It also creates a paper trail to show that you properly paid employees for their time worked in accordance with state and federal wage-and-hour laws.

For employees, timesheets can provide them with more credibility. They're useful for proving that you actually worked the hours you reported to your employer. Without timesheets, it's difficult to prove your claim if and when issues arise.

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Fillable Form Weekly Timesheet