A timesheet template is a structured form for recording the hours an employee works each day — from clock-in to clock-out, including breaks, overtime, and leave. It replaces mental arithmetic and end-of-week estimates with a systematic record that feeds into payroll, compliance, and workforce planning.
The best timesheet templates capture exactly what payroll needs: start time, end time, break duration, and total hours. Nothing more. Over-engineered timesheets with too many fields get completed carelessly; simple timesheets get completed accurately.
This guide provides a practical timesheet template and explains how to build a time-tracking process that works for any team size or industry.
Key Takeaways
- A timesheet needs six core fields: date, start time, end time, break duration, total hours, and leave type (if applicable).
- Collect timesheets weekly or per pay period — daily collection is too frequent, monthly is too infrequent.
- Overtime should be flagged on the timesheet, not calculated after the fact.
- Digital tools replace templates when your team exceeds 15–20 people or has complex pay rules.
- Timesheet accuracy depends on the submission process — enforce deadlines and require manager approval.
Why Timesheets Matter
Timesheets are the link between hours worked and pay received. Without accurate timesheets, you are estimating payroll — and estimates cost either money (overpaying) or trust (underpaying).
The problems with inaccurate or missing timesheets are predictable:
- Payroll errors — employees get paid the wrong amount, creating corrections and resentment
- Compliance risk — you cannot prove hours worked if an employee disputes their pay or files a labour claim
- Overtime overruns — without tracking, overtime happens without the manager knowing until payroll arrives
- Labour cost blindness — you cannot manage what you do not measure
A template gives every employee the same structure for recording time — and gives you a consistent dataset for payroll and reporting.
The Anatomy of a Good Timesheet Template
Keep it simple. The fewer fields, the more likely the timesheet gets completed accurately.
Core fields (always include):
| Field | Purpose |
|---|---|
| Employee Name | Who is recording time |
| Week/Pay Period | The dates covered |
| Day | Each day in the period (Mon–Fri or your work week) |
| Start Time | When the employee started work |
| End Time | When the employee finished work |
| Break Duration | Length of unpaid break (e.g., 30 min, 60 min) |
| Total Hours | Calculated: (End − Start) − Break |
| Leave Type | If the day is leave, what type (annual, sick, etc.) |
Optional fields (add if relevant):
| Field | When to use |
|---|---|
| Overtime Hours | When hours exceed standard daily or weekly thresholds |
| Project/Task | When tracking time against specific projects |
| Location | When employees work across multiple sites |
| Manager Approval | When requiring sign-off before payroll processing |
Free Timesheet Template
Weekly timesheet
Employee: ___ Week ending: ___
| Day | Start | End | Break | Total Hours | Leave Type | Notes |
|---|---|---|---|---|---|---|
| Monday | ||||||
| Tuesday | ||||||
| Wednesday | ||||||
| Thursday | ||||||
| Friday | ||||||
| Saturday | ||||||
| Sunday |
Total hours this week: _
Overtime hours: _
Employee signature: _ Date: _
Manager approval: _ Date: _
Timesheet summary (for payroll)
| Employee | Regular Hours | Overtime Hours | Leave Hours | Total Hours | Approved |
|---|---|---|---|---|---|
Use the summary to compile payroll data from individual timesheets.
How to Build a Time-Tracking Process
Step 1: Choose your timesheet format
For small teams (under 10), a shared spreadsheet works. For larger teams, a digital tool is more efficient. The format matters less than the process — choose one and stick to it.
Step 2: Set a submission schedule
Timesheets should be submitted weekly or per pay period, with a clear deadline. For example:
- Pay period ends Friday at 5:00 PM
- Timesheets due Monday at 9:00 AM
- Late timesheets processed in the next pay cycle
Enforce the deadline. Inconsistent enforcement creates inconsistent submission.
Step 3: Require manager approval
Every timesheet needs manager approval before it feeds into payroll. The approval step catches errors — incorrect times, missed breaks, or missing days — before they become payroll problems.
Step 4: Track overtime on the timesheet
Do not calculate overtime after the fact. Flag it on the timesheet itself so the employee and manager both see it. This prevents overtime overruns and creates a clear record.
Step 5: Keep records
Store completed timesheets for at least the period required by your jurisdiction’s record-keeping laws. In Australia, the Fair Work Act requires 7 years of pay records. In NZ, the Holidays Act requires 6 years.
Overtime Rules to Build Into Your Template
Most jurisdictions have overtime thresholds that your timesheet should track.
Australia (Fair Work Act)
- Maximum weekly hours: 38 hours for full-time employees
- Overtime: Hours beyond 38 per week attract overtime rates under most awards
- Daily overtime: Some awards also have daily overtime thresholds (e.g., beyond 8 hours per day)
- Penalty rates: Weekend and public holiday work attract additional rates
New Zealand (Holidays Act)
- Maximum weekly hours: 40 hours for full-time employees
- Overtime: Hours beyond 40 per week attract overtime rates
- Rest periods: 11 consecutive hours per day, 24 consecutive hours per week
UK (Working Time Regulations)
- Maximum weekly hours: 48 hours per week (unless employee opts out)
- Night work limit: Average of 8 hours per 24-hour period
- Rest breaks: 11 consecutive hours per day, 24 hours per week
Build your timesheet to flag when any of these thresholds are approached or exceeded.
Common Timesheet Mistakes
1. End-of-week estimation
Employees who do not record time daily end up estimating at the end of the week. Estimates are almost always wrong — usually in the employee’s favour, but not always. Daily recording is the antidote.
2. Not tracking breaks
Unpaid breaks must be deducted from total hours. If your timesheet does not have a break field, employees either forget to deduct breaks (overpaying) or deduct standard breaks regardless of what they actually took (potentially underpaying).
3. No submission deadline
Without a deadline, timesheets trickle in over days or weeks. Set a clear deadline and enforce it — late timesheets get processed in the next pay cycle.
4. Skipping manager approval
Manager approval catches errors before they become payroll problems. Without it, errors compound and corrections become time-consuming.
5. Storing timesheets in email
Timesheets submitted by email get lost in inboxes. Store them in a central location — a shared drive, spreadsheet, or timesheet tool — where payroll can access them directly.
When to Move Beyond a Template
Templates work for teams under 15–20 people with simple pay rules. Consider a digital tool when:
- Your team exceeds 15–20 people — manual compilation becomes error-prone
- You have complex pay rules — different rates for different shifts, overtime thresholds, or penalty rates
- Employees work remotely or across timezones — clock-in/clock-out replaces manual time entry
- You need compliance records — digital tools create auditable trails automatically
- You need payroll integration — hours flow directly into payroll without manual data entry
A tool like Leave Balance’s Workforce tier replaces the template with automated time tracking, break compliance, and hours exported to payroll — all at a flat rate with unlimited employees.
Frequently Asked Questions
What is the best format for a timesheet template?
A spreadsheet (Google Sheets or Excel) works for small teams. Include columns for day, start time, end time, break duration, and total hours. For larger teams or those with complex pay rules, digital timesheet software is more efficient.
How often should timesheets be submitted?
Weekly is the most common cadence. Some organisations use bi-weekly or per pay period. The key is consistency — choose a schedule and enforce the deadline.
Do I need to track breaks on timesheets?
Yes. Unpaid breaks must be deducted from total hours for accurate payroll. If you do not track breaks, you either overpay (by not deducting) or underpay (by deducting standard breaks regardless of what employees actually took).
How long should I keep timesheet records?
Record-keeping requirements vary by jurisdiction. In Australia, the Fair Work Act requires 7 years of pay records. In NZ, the Holidays Act requires 6 years. In the UK, HMRC requires 3 years. Store timesheets for at least the period required by law.
Can I use a timesheet template for remote teams?
Yes, but remote teams often need digital clock-in/clock-out rather than manual time entry. A timesheet template works for fixed-schedule remote teams. For variable hours, a time-tracking tool is more practical.
For more on time tracking, see our guides to employee hours trackers and attendance tracking software. For digital timesheets, try Leave Balance’s Workforce tier with flat-rate pricing.
This article is general information, not legal advice. Consult the Fair Work Ombudsman (Australia), MBIE (NZ), or HMRC (UK) for current record-keeping requirements.