Short answer: a weekly timesheet records, for each day of one workweek, when an employee started work (time in), the unpaid meal break, when they finished (time out) and the hours worked, then adds a weekly total split into regular and overtime hours. You can copy the template below, or download our free timesheet template for Excel.
Weekly timesheet template (time in and time out)
Employee name: ____________________ Employee ID: ________ Department / location: ____________
Workweek: from ____ / ____ / ______ to ____ / ____ / ______
| Day | Date | Time in | Lunch out | Lunch in | Time out | Total hours |
|---|---|---|---|---|---|---|
| Monday | ||||||
| Tuesday | ||||||
| Wednesday | ||||||
| Thursday | ||||||
| Friday | ||||||
| Saturday | ||||||
| Sunday | ||||||
| Weekly total | ||||||
| Regular hours (up to 40) | ||||||
| Overtime hours (over 40) | ||||||
Employee signature: ____________________ Date: ________
Supervisor signature: ____________________ Date: ________
How to fill in a weekly timesheet
- Set the workweek. Use the same fixed seven-day period every week (for example, Sunday 12:00 a.m. to Saturday 11:59 p.m.).
- Record times as they happen. Write the actual time in and time out, not the scheduled shift.
- Record unpaid meal breaks. Use the lunch out and lunch in columns. Short rest breaks are generally paid and are not deducted.
- Total each day. Time out minus time in, minus the unpaid meal break.
- Total the week and split it into regular and overtime hours.
- Sign and approve. The employee confirms the hours; the supervisor reviews and approves before payroll.
Worked example
| Day | Time in | Lunch out | Lunch in | Time out | Total |
|---|---|---|---|---|---|
| Monday | 8:00 a.m. | 12:00 p.m. | 12:30 p.m. | 4:30 p.m. | 8.00 |
| Tuesday | 8:00 a.m. | 12:00 p.m. | 12:30 p.m. | 5:30 p.m. | 9.00 |
| Wednesday | 7:45 a.m. | 12:00 p.m. | 12:30 p.m. | 4:30 p.m. | 8.25 |
| Thursday | 8:00 a.m. | 12:00 p.m. | 12:30 p.m. | 4:30 p.m. | 8.00 |
| Friday | 8:00 a.m. | 12:00 p.m. | 12:30 p.m. | 5:15 p.m. | 8.75 |
| Weekly total | 42.00 | ||||
In this example the employee worked 42 hours: 40 regular hours and 2 overtime hours. Under the federal FLSA, a non-exempt employee earning $20 per hour would be owed 40 × $20 = $800 plus 2 × $30 = $60, for $860 before deductions. Check daily overtime rules if you operate in a state that has them. You can test your own numbers with the time card calculator and the overtime calculator.
Converting minutes to decimal hours
| Minutes | Decimal |
|---|---|
| 15 | 0.25 |
| 30 | 0.50 |
| 45 | 0.75 |
| 10 | 0.17 |
| 20 | 0.33 |
| 40 | 0.67 |
Divide minutes by 60. Payroll systems usually expect decimal hours, so 8 hours 15 minutes is entered as 8.25. If you round punches, follow a neutral policy; see time clock rounding rules.
Common weekly timesheet mistakes
- Filling in the sheet at the end of the week from memory.
- Writing scheduled times instead of actual times.
- Deducting a meal break that the employee did not take.
- Splitting a workweek across two pay periods and calculating overtime per period instead of per workweek.
- Correcting hours without a note or approval.
Federal recordkeeping rules require employers to keep accurate records of hours worked for non-exempt employees. This article is general information, not legal advice.
When to move from a paper timesheet to an app
A printed weekly time sheet works for a handful of employees. As the team grows, the weak points show up: missing punches, unreadable handwriting, re-typing hours into payroll and overtime discovered too late. A time clock app records time in and time out when it happens, totals hours automatically and flags overtime during the week.
With EZTime, employees clock in from the mobile app, a tablet kiosk, SMS or NFC tags, and managers approve weekly timesheets and export payroll-ready reports in Excel or PDF. Plans start at $2 per employee per month with a 14-day trial. See pricing.
Frequently asked questions
What should a weekly timesheet include?
At minimum: employee name, the workweek dates, and for each day the time in, meal break start and end, time out and daily total hours, plus a weekly total, regular and overtime hours, and employee and supervisor signatures with dates.
How do I calculate total hours on a weekly timesheet?
For each day, subtract the start time from the end time and then subtract unpaid meal breaks. Add the daily totals for the week. Convert minutes to decimals by dividing by 60, for example 7 hours 45 minutes is 7.75 hours.
When does overtime start on a weekly timesheet?
Under the federal FLSA, non-exempt employees generally earn overtime for hours over 40 in a workweek. Some states, such as California, also require daily overtime. Define your workweek as a fixed, recurring 7-day period.
Is a paper time in and time out sheet enough?
It can work for a very small team, but paper sheets are easy to fill in from memory, hard to read and must be re-typed for payroll. A time clock app records punches as they happen and totals hours automatically.