Timesheet

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What a timesheet is and its purpose

A timesheet records the hours a person works across a day, week or other period — including start and finish times, breaks and the project or task where relevant. It can be paper-based, a spreadsheet or part of a workforce system.

Its purpose is to give an accurate, agreed record of time worked. For the employer it supports correct payment, planning and billing; for the worker it provides evidence of the hours they have put in and a basis for being paid fairly for them.

When a timesheet is used

• When workers are paid by the hour or by shift.
• For temporary, agency and contract assignments.
• When hours need to be allocated to projects or clients.
• When overtime or additional hours must be recorded for approval.
• When attendance has to be tracked for planning or compliance.
• At the end of a pay or billing period, to total the hours worked.

Elements a well-formed timesheet includes

• The worker’s name, role and team or assignment.
• The period the timesheet covers.
• Daily start and finish times.
• Breaks and any unpaid time deducted.
• Total hours worked, including any overtime separately noted.
• The project, client or cost code where time is allocated.
• A note of leave or absence within the period where relevant.
• Submission and approval sign-off by the worker and an approver.

Common mistakes

• Recording hours from memory long after they were worked.
• Leaving breaks and unpaid time out, so totals are inaccurate.
• Mixing regular and overtime hours without separating them.
• Submitting without approval, so disputes arise later.
• Failing to follow local rules on working hours and overtime.
• Keeping no clear record once the period has been processed.

Best practices

• Fill the timesheet in promptly while hours are fresh.
• Record breaks and unpaid time so totals are accurate.
• Separate overtime and additional hours clearly.
• Submit for approval so both sides agree the hours.
• Keep the approved timesheet as a PDF for the pay or billing record.
• Follow the working-hours and overtime rules that apply locally.