A timesheet is a record of the hours an employee works during a set period. It shows when work starts and ends, how long breaks last, and the total time worked. Businesses use employee timesheets to calculate wages, track projects, review overtime, and keep accurate work records.
Timesheets can be paper forms, spreadsheets, or digital records. Employees record their hours, managers check the entries, and payroll teams use the approved data to calculate pay.
But what does a timesheet look like, and how do you fill one out correctly? This guide explains the process with examples, calculations, and simple steps.
Key Takeaways
- A timesheet is a record of employee working hours, including start and end times, breaks, overtime, and time spent on tasks or projects.
- Employee timesheets help businesses calculate accurate payroll, track attendance, manage labor costs, and support client billing.
- Common types of timesheets include daily, weekly, biweekly, monthly, and project-based records. They can be managed on paper, in spreadsheets, or through digital software.
- Accurate time tracking depends on employees recording their actual hours, checking entries, and submitting timesheets for manager approval.
- Digital timesheet software can automate hour calculations, simplify approvals, reduce manual errors, and connect attendance records with payroll processing.
What Is a Timesheet?
The simplest timesheet definition is a record of the time an employee spends working. A timesheet may show daily working hours, unpaid breaks, overtime, and time spent on tasks. It can cover one day, one week, two weeks, or a full month. For example, an employee starts at 9:00 AM and finishes at 5:30 PM. After a 30-minute unpaid lunch break, the timesheet shows eight hours worked.
The timesheet meaning does not change when a business moves from paper to software. The record still shows when and how long a person worked. Both timesheet and time sheet are correct spellings. They refer to the same type of work record.
Who Uses Employee Timesheets?
Different teams use timesheets for different tasks.
- Employees record their hours and check that their pay is correct.
- Managers review attendance, shifts, and overtime.
- Payroll teams use approved hours to calculate wages.
- HR teams manage work records, leave, and attendance.
- Freelancers track the hours they can charge clients.
- Project managers compare planned hours with actual work time.
For example, a store may use timesheets to record shifts. A design agency may use them to track hours spent on client projects. The format may differ, but both businesses need reliable records.
What Is a Timesheet Used For?
A workplace timesheet helps a business answer three questions: Who worked, how long did they work, and what work did they complete? The answers support several business tasks.
Tracking Employee Hours
Timesheets record clock-in and clock-out times, breaks, and total hours. They help managers compare planned shifts with actual work. If someone stays late to finish a task, the record should show the extra time. This is useful when employees work changing shifts or at different locations.
Calculating Payroll and Overtime
Timesheets provide the hours used for payroll processing. For hourly workers, payroll combines verified work hours with the correct pay rate. It also checks whether any hours qualify for overtime. Accurate records help reduce missing hours and incorrect wage calculations.
Tracking Projects and Client Billing
A business may need to know how much time employees spend on each project. For example, a consultant may spend three hours on research and five hours preparing a client report. These time entries help the business calculate project costs and prepare invoices. They also separate billable hours, which can be charged to a client, from non-billable work.
Planning Staff and Labor Costs
Timesheets help managers compare estimated work with actual hours. If a project needs more time than planned, its labor cost may increase. Managers can use this information to improve project estimates, assign work, and plan future shifts.
Timesheet vs. Time Card vs. Time Clock
A timesheet, time card, and time clock all relate to time tracking, but they do different jobs.
| Term | What It Means | Main Purpose |
| Timesheet | A record of employee work hours, and sometimes tasks | Payroll, project tracking, and reporting |
| Time card | A record of one employee’s shift times | Tracking attendance and work hours |
| Time clock | A device or app that captures start and end times | Recording when shifts begin and end |
| Attendance sheet | A record of presence, absence, or attendance | Checking who attended work |
A time clock collects time entries. A time card stores an employee’s recorded hours. A timesheet can organize those hours with project details, breaks, and approvals.
These terms may overlap because some tools handle all these tasks in one system.
What Information Does a Timesheet Include?
A typical employee timesheet includes enough information to identify the worker and calculate their hours.
| Timesheet Field | What It Records |
| Employee name or ID | Who completed the work |
| Work date | The day the employee worked |
| Start time | When work began |
| End time | When work finished |
| Break duration | Time spent on recorded breaks |
| Total hours | Hours worked during the day |
| Overtime hours | Hours that may qualify for overtime |
| Project or task | Work completed during the shift |
| Approval status | Whether the manager approved the record |
Some timesheets also include the department, pay period, client name, or employee notes.
Not every business needs every field.
A retail worker may only need shift times and breaks. A consultant may also need task descriptions and billable hours.
The aim is to collect the details needed for accurate records without making time entry harder than necessary.
Timesheet Example: How to Calculate Hours Worked
A weekly timesheet shows an employee’s hours across one week.
The example below records five workdays, including start times, end times, and unpaid lunch breaks.
Example of a Completed Weekly Timesheet
| Day | Start Time | End Time | Unpaid Break | Hours Worked |
| Monday | 9:00 AM | 5:30 PM | 30 minutes | 8 |
| Tuesday | 9:00 AM | 5:30 PM | 30 minutes | 8 |
| Wednesday | 9:00 AM | 6:30 PM | 30 minutes | 9 |
| Thursday | 9:00 AM | 5:30 PM | 30 minutes | 8 |
| Friday | 9:00 AM | 6:30 PM | 30 minutes | 9 |
| Total | 42 hours |
The employee worked 42 hours during the week. This example assumes each lunch break was unpaid and the employee had no other work hours to add.
How to Calculate Daily Hours
To calculate daily hours, find the time between the start and end of work. Then subtract any unpaid break time.
Hours worked = Total time between start and end − Unpaid breaks
For Monday:
- Work started at 9:00 AM.
- Work ended at 5:30 PM.
- Total time was 8 hours and 30 minutes.
- The unpaid lunch break lasted 30 minutes.
The employee worked 8 hours.
Add the daily totals to calculate weekly hours.
8 + 8 + 9 + 8 + 9 = 42 hours
For split shifts, calculate each work period before adding the hours. For overnight shifts, account for the change in date.
For more information about work schedules, read our guide on how many hours is full-time.
How to Calculate Pay From a Timesheet
Suppose the employee earns $20 per hour. Assume they qualify for overtime at 1.5 times their regular rate after 40 hours in a workweek.
| Pay Type | Hours | Hourly Rate | Total |
| Regular pay | 40 | $20 | $800 |
| Overtime pay | 2 | $30 | $60 |
| Gross pay | 42 | $860 |
The employee earns $860 before deductions and other adjustments.
For covered, nonexempt workers, the general overtime pay rules require at least 1.5 times the regular rate after 40 hours in a workweek. Other applicable rules may provide more protection. The exact calculation also depends on the employee’s regular rate and pay terms. A pay period covering two weeks does not remove the need to check each workweek separately.
How to Fill Out a Timesheet Correctly
Employees should record their hours as close to the time worked as possible.
This makes the entries easier to check and reduces the need to recall earlier shifts.
Step 1: Check the Reporting Period
Check the dates covered by the timesheet. Make sure each entry belongs to the correct day, week, or pay period.
Step 2: Enter Actual Work Times
Record when work began and ended. Do not enter only the planned schedule if the actual hours were different. For example, if work continued until 5:45 PM instead of 5:00 PM, the entry should reflect the time worked.
Step 3: Record Breaks
Enter breaks using the correct paid or unpaid status. Short rest breaks are generally paid work time, while a qualifying meal period may be unpaid when the employee is fully free from work duties. If an employee works through lunch, those hours must not simply disappear from the record.
Step 4: Add Project or Task Details
If the timesheet tracks projects, select the correct task or client. For example, a worker may spend four hours on design and three hours on testing. Record each task under the right project.
Step 5: Check and Submit
Review the total hours before submitting the timesheet. Look for missing shifts, duplicate entries, and incorrect breaks. Then submit the record for manager approval. If an error is found later, follow the correction process instead of changing an approved entry without review.
What Are the Different Types of Timesheets?
Businesses can group timesheets by reporting period, recording method, or work purpose.
Types Based on Reporting Period
| Type | Reporting Period | Common Use |
| Daily timesheet | One day | Daily shifts and task tracking |
| Weekly timesheet | Seven days | Weekly hours and overtime review |
| Biweekly timesheet | Two weeks | Two-week payroll periods |
| Monthly timesheet | One month | Monthly reporting and project reviews |
| Project timesheet | Project or task period | Project costs and client billing |
A biweekly timesheet may cover two weeks, but it should still preserve the daily and weekly details needed for pay calculations.
A monthly record can be useful for reporting, though employees should continue to record time throughout the month.
For a detailed breakdown of monthly work time, see our guide on working hours in a month.
Types Based on Recording Method
- Paper timesheets: Employees write their hours on printed forms. This method is simple but can require manual calculations and storage.
- Spreadsheet timesheets: Employees enter hours into a spreadsheet. Formulas can calculate totals, but teams must manage file changes and approvals carefully.
- Digital timesheets: Employees enter time through software. The system may calculate hours, store records, and send entries for approval.
- Mobile timesheets: Employees use a phone to record hours. This is useful for field teams and workers who move between locations.
A weekly timesheet can use any of these methods. Its reporting period and recording format are separate choices.
How Does the Timesheet Approval Process Work?
A clear timesheet approval workflow helps businesses verify work hours before payroll uses them.
The process usually follows five stages.
- Record hours: Employees clock in and out or enter their work time.
- Submit entries: Employees check their totals and send the timesheet for review.
- Review hours: Managers compare the entries with shifts, tasks, and other relevant records.
- Correct mistakes: If a time entry is wrong, the manager returns it for correction. The employee updates the record and submits it again.
- Approve and process: Once verified, the manager approves the hours. Payroll then uses the approved information with the correct pay rules.
The correction stage matters because errors should remain visible and traceable.
For example, an employee may forget to clock out on Friday. The manager notices the missing end time and asks for a correction. The employee confirms the actual end time, and the manager approves the updated record.
A digital system may keep an audit trail showing who changed the entry and when.
That gives payroll a clearer record than a spreadsheet with no change history.
What Are the Benefits of Using Timesheets?
The main benefits of using timesheets come from accurate time records and a clear review process.
Accurate Payroll
Timesheets give payroll teams the hours they need to calculate wages. They help identify missing work time, overtime, and errors before payment.
Better Labor Cost Control
Managers can compare planned hours with actual hours. This helps them understand project costs and improve future estimates.
Clear Client Billing
Project timesheets show how much time employees spent on work that can be charged to clients. These records support invoices and help explain charges.
Better Workload Planning
Timesheet data can show when teams work extra hours or when projects need more time than expected. Managers can use this information to review staffing and work schedules.
However, time spent on a task does not prove how well it was completed. Work quality and results still matter.
Easier Recordkeeping
A clear timesheet process makes it easier to review past work hours. It can also help resolve questions about shifts, wages, and corrections.
The value depends on the accuracy of the entries and how well the business manages them.
Common Timesheet Problems and How to Fix Them
Timesheets can create problems when employees forget entries or teams use different records.
Here are the most common issues and practical ways to handle them.
| Problem | Why It Matters | Recommended Fix |
| Missing clock-out time | Daily hours cannot be checked | Ask the employee to confirm the actual time |
| Incorrect break entry | Paid hours may be wrong | Check the break against the work performed |
| Late timesheet | Approval may be delayed | Set clear deadlines and reminders |
| Duplicate hours | Payroll may count time twice | Check for repeated entries before approval |
| Wrong project code | Project costs may be inaccurate | Confirm the task or client before submission |
| Changed approved hours | Payroll may use an old version | Record corrections and notify payroll |
Businesses should also explain what time data they collect and who can view it.
Employees are more likely to understand the process when they know why records are needed.
Managers should not treat timesheets as a complete measure of employee performance.
Manual vs. Digital Timesheets: Which Is Better?
Both manual timesheets and digital timesheets can record employee hours.
The best choice depends on team size, work schedules, and how much time the business spends managing records.
| Feature | Manual Timesheet | Digital Timesheet |
| Time entry | Paper or spreadsheet | App or software |
| Hour totals | Hand calculations or formulas | Can calculate automatically |
| Approval | Paper sign-off or file review | Can use online approvals |
| Corrections | Edited forms or files | Can track changes |
| Storage | Paper files or shared folders | Digital records |
| Payroll transfer | Often requires copying data | May support direct integration |
| Reporting | Often prepared manually | May include built-in reports |
A small business with fixed shifts may find a spreadsheet sufficient.
A larger team with rotating shifts and several managers may benefit from timesheet automation.
Digital tools can reduce repeated data entry, but they still need correct settings and accurate records.
For a wider comparison of tracking tools, explore our guide to attendance tracking software.
How Timesheets Connect to Payroll and HR Management
Timesheets are part of a wider process that includes attendance, leave, payroll, and employee records.
Each record serves a different purpose.
- Attendance shows when an employee is present or working.
- Timesheets organize work hours and may include tasks or projects.
- Leave records show approved time away from work.
- Payroll uses the relevant records to calculate pay.
Example: Worked Hours vs. Paid Leave
Suppose an employee normally works 40 hours each week. During one week, they work 32 hours and take eight hours of paid leave.
Their records should show:
- Hours actually worked: 32
- Paid leave: 8
- Total paid hours under the example policy: 40
The employee receives pay for 40 hours, but they only worked 32 hours. This matters because paid leave does not always count as hours worked for overtime.
Keeping these records separate helps payroll apply the correct rules.
How HavernHR Connects Attendance and Payroll
When attendance and payroll use separate files, teams may need to enter the same hours more than once. That creates extra work and another chance for mistakes.
HavernHR Time & Attendance records employee check-ins, breaks, and shifts through the employee app. Managers can review overtime and corrections through an approval workflow. pproved hours, leave, and overtime then feed payroll from the same employee record. This helps teams avoid copying approved attendance data into another payroll file.
How to Choose the Right Timesheet Software
The right timesheet software should make recording hours easy for employees and reviewing records simple for managers.
Focus on the features your business needs.
- Easy time entry: Employees should be able to record hours without a long process.
- Accurate calculations: The system should support the shifts, breaks, and overtime rules that apply.
- Manager approvals: Managers should be able to review and correct entries before payroll.
- Payroll integration: Approved hours should move into payroll with minimal repeated work.
- Mobile access: Workers away from a desk may need to record time through their phones.
- Data security: Access controls should protect employee information and limit who can change records.
- Reporting: Managers should be able to review work hours, overtime, and missing entries.
Not every team needs advanced tracking features. Choose a system that solves your actual timekeeping problems rather than one with the longest feature list.
Frequently Asked Questions
Are Timesheets Only for Hourly Employees?
No. Hourly employees often use timesheets for wage calculations, while salaried employees may use them to track projects, workloads, or client work. The records needed depend on the employee’s role and applicable pay rules.
How Often Should Employees Submit Timesheets?
Employees may submit timesheets daily, weekly, biweekly, or monthly. The best schedule depends on the business’s work and payroll process. Recording hours each day helps reduce forgotten entries.
Are Employers Required to Keep Timesheets?
Some employers must keep accurate records of employee hours and wages, but they do not always need a specific timesheet format. Recordkeeping requirements describe the information employers must maintain and the timekeeping methods they may use.
How Long Should Timesheet Records Be Kept?
Recordkeeping periods depend on the type of record and applicable rules. Certain payroll records must be kept for at least three years, while records used for wage calculations, such as time cards and work schedules, generally have a two-year minimum under the referenced rules.
What Happens if an Employee Forgets to Submit a Timesheet?
The manager should ask the employee to complete or correct the record. The business must still account for work that was performed. A late submission does not remove the need to record and pay for qualifying work time.
Can Employees Change a Timesheet After Approval?
Employees can request a correction when approved hours are wrong. The business should review the change, update the record, and make sure payroll receives the corrected information.
Make Employee Time Tracking Easier With HavernHR
A timesheet helps businesses record employee hours, calculate wages, manage projects, and review labor costs.
But accurate time records are only part of the process. Employees need an easy way to record time. Managers need a clear approval process. Payroll teams need verified hours without repeated manual entry.
HavernHR connects attendance, breaks, leave, approvals, and payroll through the employee record.
See how HavernHR connects approved work hours with payroll. Explore HavernHR Time & Attendance