Timesheets: What They Are & How to Fill One Out
A timesheet records your hours worked for payroll. Learn what goes on a timesheet, how to fill one out correctly, and why accurate timesheets matter for getting paid right.
What Is a Timesheet?
A timesheet is a record of hours you worked during a pay period. It shows when you clocked in and out each day, breaks taken, and your total hours—the information your employer needs to calculate your pay.
In 2026, timesheets can be paper forms, spreadsheets, or digital records from a time clock system. The format varies, but the purpose is the same: document your work hours accurately.
Quick Answer
A timesheet records your daily start times, end times, breaks, and total hours worked. It’s the basis for your paycheck if you’re an hourly employee.
What Does a Timesheet Look Like?
A basic timesheet includes:
| Day | Date | Clock In | Break Start | Break End | Clock Out | Total Hours |
|---|---|---|---|---|---|---|
| Mon | Jan 20 | 9:00 AM | 12:00 PM | 12:30 PM | 5:00 PM | 7.5 |
| Tue | Jan 21 | 9:00 AM | 12:00 PM | 12:30 PM | 5:00 PM | 7.5 |
| Wed | Jan 22 | 9:00 AM | 12:00 PM | 12:30 PM | 5:00 PM | 7.5 |
| Thu | Jan 23 | 9:00 AM | 12:00 PM | 12:30 PM | 6:00 PM | 8.5 |
| Fri | Jan 24 | 9:00 AM | 12:00 PM | 12:30 PM | 5:00 PM | 7.5 |
| Week Total | 38.5 |
Your timesheet will also typically include:
- Your name and employee ID
- The pay period dates
- Your signature confirming accuracy
- Manager approval signature
How Do I Fill Out a Timesheet?
Step 1: Record Your Clock-In Time
Write down when you actually started work—not when you arrived at the building or when your shift was scheduled.
Step 2: Record Your Breaks
If your company requires tracking breaks:
- Note when your meal break started and ended
- Unpaid breaks (usually 30+ minutes) must be recorded
- Paid breaks may not need separate tracking—check your policy
Step 3: Record Your Clock-Out Time
Write down when you actually stopped working—not when your shift was scheduled to end.
Step 4: Calculate Daily Totals
Total hours = Clock-out time - Clock-in time - Unpaid break time
Example:
- Clock in: 9:00 AM
- Lunch: 12:00 PM - 12:30 PM (30 min unpaid)
- Clock out: 5:00 PM
- Total: 8 hours - 0.5 hours = 7.5 hours
Step 5: Calculate Period Total
Add up all your daily totals. If you’re over 40 hours in a week, the extra hours are usually overtime.
Step 6: Review and Sign
Before submitting:
- Check your math
- Verify dates are correct
- Make sure you didn’t miss any days
- Sign to confirm accuracy
What Are Common Timesheet Mistakes?
| Mistake | Problem | How to Avoid |
|---|---|---|
| Forgetting to record breaks | May show more hours than you actually worked | Record breaks as they happen |
| Estimating times | Creates inaccurate records | Record actual times, not rounded guesses |
| Waiting until end of week | Hard to remember exact times | Fill out daily or as you clock in/out |
| Math errors | Wrong total hours, wrong pay | Double-check calculations |
| Missing days | Appears like you didn’t work | Review the full pay period before submitting |
| Wrong dates | Confuses payroll processing | Verify dates match the calendar |
According to EY research, manual timesheet processes have error rates up to 20%. The average cost to fix a single payroll error is $291.
What If My Timesheet Has an Error?
If You Made the Mistake
- Tell your manager before submitting (if not yet submitted)
- Request a correction through your company’s process
- Provide the correct information
If the System Is Wrong
- Check your records—do you remember the actual times?
- Report the discrepancy to your manager or HR
- Submit a written correction request
- Follow up if not fixed by next pay period
You have the right to be paid for all hours worked. The Department of Labor requires employers to pay for all hours worked—but without records, disputes are harder to resolve.
Why Do Accurate Timesheets Matter?
For Your Pay
Your timesheet directly determines your paycheck. Errors mean:
- Underreported hours = Less pay than you earned
- Overreported hours = Overpayment you may have to repay
- Missing overtime = Losing 1.5x pay you’re owed
For Your Employer
Accurate timesheets help with:
- Processing payroll correctly and on time
- Managing labor budgets
- Staying compliant with labor laws
- Scheduling future shifts based on actual needs
For Legal Compliance
The Fair Labor Standards Act requires employers to keep accurate records of hours worked. Your timesheet is that legal documentation.
What’s the Difference Between Paper and Digital Timesheets?
| Feature | Paper Timesheet | Digital Timesheet |
|---|---|---|
| How you record | Write by hand | Automatic from time clock or app |
| Calculations | Manual (you do the math) | Automatic |
| Error checking | None | System flags missing punches |
| Submission | Hand in physical form | Click submit |
| Storage | Paper files | Digital records |
| Corrections | Cross out and rewrite | Edit request with approval |
Digital timesheets reduce errors because they:
- Calculate totals automatically
- Flag missing clock-ins/outs
- Pull data directly from time tracking systems
- Can’t be lost like paper
When Are Timesheets Due?
Your company sets the deadline, but typically:
- Weekly pay periods: Due by end of shift on the last day of the week
- Bi-weekly pay periods: Due 1-2 days after the pay period ends
- Semi-monthly pay periods: Due by the 1st and 15th (or similar)
Late timesheets can delay your pay. Some companies have strict policies—submit late and you wait until the next pay cycle.
What’s the Bottom Line?
Timesheets are simple but important: they’re how your work hours become your paycheck.
Key points to remember:
- Record your actual times, not estimates
- Fill out your timesheet daily rather than waiting until the end
- Check your math before submitting
- Report errors immediately
- Submit on time
Want to skip the paper hassle? Try ShiftFlow’s free time clock that automatically creates digital timesheets, or explore our full timesheet features for teams.
Sources
- U.S. Department of Labor – FLSA Recordkeeping Requirements
- EY – Payroll Error Cost Research
Further Reading
- Clock In Clock Out Explained – How time recording works
- Time Clock Systems – From punch cards to apps
- Employee Scheduling – How shifts get assigned
Frequently Asked Questions
What is a timesheet?
A timesheet is a record of hours worked during a pay period. It shows when you clocked in and out, breaks taken, and total hours—used to calculate your pay.
How do I fill out a timesheet?
Record your clock-in time, break times (if required), and clock-out time each day. Calculate daily totals, add them for the period total, review for accuracy, then sign and submit.
When should I fill out my timesheet?
Fill it out daily or as you clock in/out. Waiting until the end of the week makes it hard to remember exact times, leading to errors.
What happens if my timesheet is wrong?
Wrong timesheets mean wrong pay. Report errors to your manager immediately and submit a correction request. Underpayment costs you money; overpayment may need to be repaid.
How do I calculate my hours?
Total hours = Clock-out time - Clock-in time - Unpaid break time. For example: 5:00 PM - 9:00 AM - 0.5 hours lunch = 7.5 hours.
What should a timesheet include?
Your name, pay period dates, daily clock-in times, break times, clock-out times, daily totals, period total, and your signature confirming accuracy.
Are digital timesheets better than paper?
Digital timesheets reduce errors through automatic calculations, flag missing punches, and can’t be lost. They also speed up payroll processing.
What if I forgot to clock in?
Tell your manager immediately, note when you actually started, and request a time correction. Don’t wait—the longer you wait, the harder it is to verify.
