How To Make a Time Sheet Template in 6 Steps

By Indeed Editorial Team

Published November 16, 2021

When recording the number of hours employees work, you may use a time sheet template. These templates can help improve the accuracy of time recording and save managers time. Learning about how to make a time sheet template may help you when designing your own. In this article, we discuss why time sheet templates are useful, describe what to include and what not to include and give a step-by-step approach for designing your own.

Why is a time sheet template useful?

A time sheet template is useful because it can ensure that employees clock in and out of work on a consistent basis. Using a time sheet template allows for consistent reporting of the time employees work, which means they may be less likely to be confused about their hours and more likely to get paid for all of their work. Time sheet templates also save managers time by allowing to them provide the same time sheet to all employees for each pay period, without having to create a new one each time.

What to include in a time sheet template

Here is a list of items you may include in a time sheet template, with a description of each:

Name and employee identification number

The first section of a time sheet may include the employee's name and identification number. You may uniformly place the numbers throughout the time sheet, to ensure that all employees have the same format. This section helps link the time sheet to a specific employee so that they can record their hours accurately.

Time clock start date and time

The second section of a time sheet template may include the date and time at which an employee clocked in for the day's work. You may include a start time section for each day within a given pay period, such as a week or two-week period. For example, if your time sheet is for a week of work, you may include five to seven blank spaces for employees to enter their start time.

Time clock end date and time

The third section of a time sheet may include the date and time at which an employee clocked out of work for the day's work. Include that same amount of clock out sections as clock in sections, so that employees can enter both for each day they work. This way, managers can easily total the amount each employee worked each day.

Total time worked

The fourth section of the time sheet may include the total amount of time that an employee worked. Managers can create a column to total the hours worked for each day and then total the hours worked for the entire pay period. This helps ensure that managers pay employees fairly for their work.

Related: How To Start Managing Team Workload Effectively (Plus Tips)

List of work locations

You may also list each work location where an employee works during a given pay period. In this way, it is easy to see where employees work throughout a pay period and you can use this list to tally their combined hours at all locations in which they work each pay period. This may also help managers ensure other employees working in that location can confirm the hours for employees.

Holiday or paid time off hours

If an employee enters hours for any paid or unpaid time off, such as vacation or sick leave, you may include a section for employees to enter those hours as well. This helps keep track of the total number of hours each employee works during a given pay period and how many hours they may receive payment for regardless of if they worked. You may allow employees to enter this information on the time sheet before they take time off or after they return.

Related: Management Roles and Responsibilities

Notes and comments

A time sheet may include any notes or comments for employees. You can use those details as to confirm information within the timesheet, such as paid time off or unpaid lunches. For example, an employee may leave a note that they forgot to enter a clock out time for a specific day, which can help clarify why they didn't enter a time for that section.

Signature lines

You may also include two signature lines on the time sheet template that employees can sign and date at the end of each pay period. The first line indicates that the employee reviewed and understood their timesheet and agrees with the totals and hours included within it. The other line indicates that another person or witness delivered the timesheet to the employee and also confirms their understanding of it and agreement with its contents.

Related: Managing Team Workflow in 7 Steps (Plus Importance and Tips)

What does a time sheet template not include?

Here is a list of items you typically don't include in a time sheet template:

  • Hourly wage: A time sheet typically does not include an employee's hourly wage, because that detail is irrelevant to the main purpose of a time sheet, which is to document hours worked.

  • Job title: Managers can use the same time sheets for all employees regardless of their job title.

  • Union: A time sheet does not declare if an employee is in a union. This detail is irrelevant to the main purpose of a time sheet, which is to document hours worked.

  • Duties performed: You typically don't record any information related to the specific duties employees performed while at work, as this does not relate to the number of hours they worked.

Related: How To Use a Timesheet Template

How to make a time sheet template

Here is a list of steps you can use to create a time sheet template:

  1. Open a word processor or spreadsheet program: You may create a time sheet template using spreadsheet software. You can download these programs online if you don't already have them installed on your computer.

  2. Decide on a template format: You may decide to create an entirely new time sheet template from scratch or use a template from within your word processor or spreadsheet program.

  3. Find a time sheet example online: The internet is a great place to look for free time sheet templates that you can customize yourself. You may choose to customize an existing example of a time sheet template or you can create your own by copying the format of another example you find on the internet.

  4. Customize your time sheet example: When you find a free time sheet example on the Internet that fits your needs, download it and then customize it for your needs by editing its contents and removing any sections you don't need.

  5. Add your company logo to the time sheet template: If you plan to use the time sheet template often, consider adding your company logo or artwork to it. This can help make it more personalized for your organization.

  6. Print the time sheet sample: Finally, you can print out a copy of the finished template so that you can use it as an example to show employees how to fill it out. You may also print off copies of the finished template for each employee in advance if you want that employee's information already entered on the form for you when they submit their timesheet.

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