Free Timesheet Template - Track Employee Hours

Professional Timesheet Templates - Accurate Time Tracking

PDFDaddy offers free timesheet templates for businesses, freelancers, and contractors. Accurate time tracking ensures proper payroll processing, client billing, labor compliance, and project cost management.

Why Use Timesheets?

• Accurate Payroll - Track regular hours, overtime, breaks, and PTO for precise paychecks
• Client Billing - Document billable hours for consulting, legal, and professional services
• Labor Law Compliance - Meet FLSA requirements for tracking non-exempt employee hours
• Project Costing - Understand actual labor costs per project for profitability analysis
• Productivity Tracking - Identify time spent on tasks and optimize workflow efficiency
• Dispute Resolution - Documented timesheets provide evidence in wage disputes
• Budget Management - Compare actual hours to estimated hours for project budgets

Essential Timesheet Components

• Employee Information - Name, ID number, department, position
• Pay Period - Start and end dates (weekly, bi-weekly, semi-monthly, monthly)
• Date Column - Each day of the pay period
• Time In/Out - Clock-in and clock-out times for each shift
• Break Times - Unpaid meal breaks (typically 30-60 minutes)
• Total Hours - Daily and weekly hour totals calculated automatically
• Regular vs Overtime - Separate columns for regular (up to 40) and overtime hours
• Project/Task Codes - Optional: categorize hours by project or job code
• Signatures - Employee and supervisor approval signatures
• Approval Date - When timesheet was reviewed and approved

Types of Timesheets

Simple Timesheet - Basic daily time in/out with total hours. Best for straightforward hourly employees with consistent schedules.

Weekly Timesheet - 7-day period (e.g., Monday-Sunday). Most common format for businesses with weekly pay periods.

Bi-Weekly Timesheet - 14-day period. Popular for salaried and hourly employees paid every two weeks.

Monthly Timesheet - 30-31 day tracking. Used for contractors, consultants, and project-based work.

Project Timesheet - Tracks hours by project, task, or client. Essential for professional services, agencies, and consulting firms.

Contractor Timesheet - Designed for independent contractors with fields for invoice number, rate, and total billing amount.

Overtime Calculation Rules

Federal FLSA Standard:

• Overtime = 1.5x regular rate for hours over 40 in a workweek
• Workweek = 7 consecutive 24-hour periods (168 hours)
• Daily overtime does NOT exist under federal law (but some states require it)

State-Specific Overtime Laws:

• California - 1.5x for hours over 8 in a day or 40 in a week; 2x for hours over 12 in a day
• Colorado - 1.5x for hours over 12 in a day or 40 in a week
• Alaska - 1.5x for hours over 8 in a day or 40 in a week
• Check your state labor department for specific requirements

Best Practices for Time Tracking

• Track Daily - Record hours every day; don't rely on memory at week's end
• Be Accurate - Round to nearest 15 minutes or use exact times (never inflate hours)
• Include Breaks - Document meal breaks (usually unpaid) separately from work time
• Submit On Time - Turn in timesheets by deadline to ensure timely payroll processing
• Get Approval - Supervisor must review and sign before payroll submission
• Keep Records - Retain timesheets for 3-7 years depending on jurisdiction
• Use Consistent Format - Standardize across organization for easy processing
• Address Errors Immediately - Correct mistakes with supervisor approval; don't alter after submission

Digital vs Paper Timesheets

Paper Timesheets (Pros):

• No technology required - works in any environment
• Simple for employees unfamiliar with software
• Physical signature provides legal documentation
• Low or no cost to implement

Paper Timesheets (Cons):

• Manual calculations increase error risk
• Time-consuming data entry for payroll
• Difficult to track and store long-term
• No real-time visibility into hours worked

Digital Time Tracking (Pros):

• Automatic calculations eliminate math errors
• Instant submission and approval workflows
• Integration with payroll systems
• Real-time reporting and analytics
• GPS tracking for remote/field workers

Common Timesheet Mistakes to Avoid

• Rounding Errors - Inconsistent rounding can under or overpay employees
• Missing Breaks - Failing to deduct unpaid meal breaks inflates hours
• Incomplete Information - Missing employee names, dates, or signatures
• Late Submissions - Delays payroll and frustrates employees
• No Backup - Lost paper timesheets with no copies cause disputes
• Unclear Overtime - Not separating regular and OT hours causes payroll errors
• Off-the-Clock Work - Employees must be paid for ALL work, including email/phone after hours