Timesheet Template
Make a ready-to-sign weekly or biweekly timesheet. Enter clock-in, clock-out and break times and the hours, overtime and pay total themselves, then download a printable PDF, a blank form for handwriting, or an Excel file with working formulas.
Last updated:
Quick fill:
The Excel file keeps live formulas: type times in it later and the hours, overtime and pay update by themselves. The blank PDF has empty rows for writing times by hand.
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How to use the Timesheet Template
- Enter the company and employee details and choose a weekly or biweekly period.
- Pick the columns (break minutes or lunch out/in) and the overtime rule.
- Type the in and out times for each day, or use Fill weekdays to add a standard shift.
- Check the totals: hours, overtime and pay update as you type.
- Download the PDF, blank PDF or Excel file, then sign and hand it in.
Timesheet formulas
Each row works out the paid time for one day, and the week rows then split it into regular and overtime hours.
| Value | Formula | Example |
|---|---|---|
| Daily hours (break column) | (Out − In) − break minutes ÷ 60 | 8:00 to 16:30, 30 min → 8.00 h |
| Daily hours (lunch columns) | (Lunch out − In) + (Out − Lunch in) | 8:00–12:00 + 12:30–16:30 → 8.00 h |
| Weekly overtime | Weekly hours − 40, if positive | 43.5 h → 3.5 h overtime |
| Daily + weekly overtime | Hours over 8 each day, then regular hours over 40 | Four 10-hour days → 8 h overtime |
| Gross pay | Regular h × rate + OT h × rate × multiplier | 40 × $20 + 3.5 × $20 × 1.5 = $905 |
Minutes to decimal hours
| Minutes | 5 | 10 | 15 | 20 | 30 | 40 | 45 | 50 |
|---|---|---|---|---|---|---|---|---|
| Decimal hours | 0.08 | 0.17 | 0.25 | 0.33 | 0.50 | 0.67 | 0.75 | 0.83 |
Tips for accurate timesheets
- Record times when they happen rather than from memory at the end of the week.
- Under federal rules, short rest breaks of about 5 to 20 minutes are generally paid time; only bona fide meal periods (typically 30 minutes or more, fully relieved of duty) are deducted. Enter only unpaid time in the break column.
- Keep signed timesheets: US employers must keep payroll records for at least three years, and the time cards they are based on for two years.
- Use the Excel version for a shared template that every employee can fill in, and the PDF for the signed copy that goes to payroll.
Frequently asked questions
How are daily hours calculated?
Hours = (clock-out − clock-in) − unpaid break. For example, 8:00 AM to 4:30 PM with a 30-minute lunch is 8.5 − 0.5 = 8.00 hours. If the clock-out time is earlier than the clock-in time, the shift is treated as crossing midnight.
How is overtime calculated?
Under the US federal Fair Labor Standards Act, non-exempt employees earn at least 1.5 times their regular rate for hours over 40 in a workweek. Some states, such as California, also count hours over 8 in a day; choose the daily rule for that. Hours counted as daily overtime are not counted again toward the 40-hour weekly limit.
Does a biweekly timesheet use 80 hours for overtime?
No. For most private employers, overtime is figured per workweek, not per pay period, so each of the two weeks is checked against 40 hours separately. That is why the biweekly sheet shows a total for each week.
What is the difference between the PDF and the blank PDF?
The regular PDF prints the times and totals you entered. The blank PDF keeps the dates, headers and signature lines but leaves the time cells empty, with taller rows, so employees can fill it in by hand.
Will the Excel file calculate automatically?
Yes. The .xlsx file contains real formulas for daily hours, regular hours, overtime and pay. Enter or change a time in Excel, Google Sheets or LibreOffice and every total updates.
How do I convert minutes to decimal hours?
Divide the minutes by 60. 15 minutes = 0.25 hours, 30 minutes = 0.50, 45 minutes = 0.75. The tool shows totals in decimal hours for payroll and in hours:minutes.
Is my timesheet data stored online?
No. Everything is calculated in your browser and saved only in this browser's local storage so you can come back to it. Files are created on your device.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.
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