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A timesheet refers to a data table used by the employer to track a specific employee’s time for a certain period. Many organizations use timesheets to record time spent on projects, tasks, or clients. A weekly timesheet shows the activity performed by an employee for seven days.

A timesheet for seven days would list the number of activities performed for different projects for a given week. If you use timesheets to record employee activities, you need to ensure it has comprehensive fields to capture all crucial data. 

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Ready To Use Template

The weekly timesheet should be in the form of a ready-to-use template that reduces HR department work. It should have all the necessary fields needed to capture the activities of employees. In that case, the HR department has to give the timesheets to their employees, and the employees need to fill in data in relevant fields to calculate their monthly salary. 

Fields That a Timesheet Should Include

The timesheet should include the following fields.

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Under Company Name

Pay Period – it is also known as the payroll schedule. It refers to the recurring length of time over which an employee’s time is recorded and paid.

Standard Pay Rate– it refers to an employee’s straight-time earning. The standard pay rate is generally mentioned as an hourly rate. Technically speaking, the standard pay rate refers to an employee’s total weekly pay for a week’s work. 

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Overtime Pay Rate –the overtime pay rate is generally one and half times the regular pay rate. 

Under Employee Name 

Signature – The employee’s signature is required to ensure the data is entered and verified by the employee.

Date – the date in the employee section refers to the date when the timesheet was filled and submitted to the payroll department 

Manager Name – the Manager name is a required field that ensures a supervising authority has verified the timesheet. It is a rule in most organizations that timesheets bearing the employee and manager signature are considered for salary processing. If any party has not signed, the timesheet is deemed to be incomplete and not processed until completed in all aspects.

Manager Signature – the Manager needs to sign after ensuring all details entered in the timesheet are accurate. If there are any discrepancies, the employee will be notified, and they need to correct and submit the timesheet again. 

Date – the Manager should enter the date when the details were verified and found accurate. 

Day – the timesheet should mention all seven days of the week. Monday is the start of the week. 

1st time In– the first time in records the time of starting of the shift

1st Time Out– the first time out records the time when employees take a break

2nd time In – the 2nd time in records the time when employee resumes work after the break

2nd Time Out – the 2nd time out records the time when an employee completes the shift and stops working. 

Total Hours– this field mentions the total number of hours worked by an employee in a day. Generally, the break is not counted in total hours worked as no work is done during the break. It depends on your company policies whether the lunch break should be counted in total work hours. 

Overtime Hours– the field records the overtime hours. If the regular shift is eight hours and the employee has worked for 10 hours, 2 hours should be entered in the Overtime hour’s column

Sick Hours – Every employee is entitled to sick leave as per company rules. The sick hour field captures how many “sick hours” have been utilized by an employee. 

 

Vacation Hours– Every employee gets fixed hours of vacation time every year. If the employee has taken an authorized leave (as a vacation), they need to mention the number of vacation hours utilized in the timesheet. 

If the employee has taken a vacation from Monday to Wednesday, they should enter it in the Vacation hour’s field for Monday and Wednesday. The Manager will mark it as Vacation earning, and the payroll department will not deduct the payment for remaining absent from work. 

Hours This Week– there is a separate calculation of hours worked, overtime hours, holiday hours, and vacation hours. 

Rate – this field mentions rates for regular working hours and overtime working hours. The rate for holiday hours and Vacation hours is the same as the rate for regular working hours. 

Total – this field specifies the total earnings of the employee for the week. 

To sum up, these are fields that need to be part of your timesheet for accurate salary calculations and prevent any confusion.