How to Fill Out a Timesheet Correctly
Step-by-step instructions for filling out a timesheet accurately. Avoid common mistakes that lead to payroll errors.
What is a timesheet?
A timesheet is a record of the hours a person worked during a day, week or pay period. It usually includes the employee or contractor name, date, start time, end time, unpaid breaks, total hours, approval details and sometimes the hourly rate or project name.
Step 1: Enter the correct date range
Start by writing the pay period or workweek covered by the timesheet. For weekly timesheets, this may be Monday through Sunday. For biweekly timesheets, it usually covers two consecutive weeks. Using the wrong date range can cause payroll errors, especially when overtime is calculated by week.
Step 2: Record start and end times
Enter the actual time you started and stopped working each day. Use one consistent format, such as 9:00 AM or 09:00. If you worked multiple shifts in one day, record each shift separately or use a timesheet that supports multiple punch-in and punch-out periods.
Step 3: Subtract unpaid meal breaks
If your meal break is unpaid, subtract it from the day’s gross time. For example, 9:00 AM to 5:00 PM is 8 hours gross. With a 30-minute unpaid lunch break, paid time is 7 hours and 30 minutes.
Step 4: Review daily totals
After entering times and breaks, check the total hours for each day. Look for obvious mistakes such as a missing AM/PM selection, a break longer than the shift, or a start time that accidentally comes after the end time.
Step 5: Review weekly totals and overtime
Add all daily totals for the week. If overtime applies, separate regular hours from overtime hours using the correct threshold. In many US federal cases, overtime is calculated after 40 hours in a workweek for covered non-exempt employees.
Step 6: Save or export a copy
Keep a copy of your timesheet for your records. Exporting to PDF or CSV makes it easier to send to a manager, attach to an invoice, or compare against your paycheck later.
Disclaimer: This article is for general informational purposes only and does not replace legal, payroll, tax or financial advice. Rules can vary by location, employer, industry, worker classification and contract.
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