Monthly Timesheet Template
Here you’ll find a generic monthly timesheet template. We’ve generated this with Microsoft Word but it would be easy to convert it into a Microsoft Excel timesheet template as well if you prefer that format. You can also convert this to a PDF file, and the document is printable. Whether in Word or Excel format, you could upload these to Google Sheets/Google Docs for easy sharing online timesheets as well.
All employees should fill out an employee timesheet for payroll, paid time off, and reference situations. Generally exempt (salaried) employees do not need to record their comings and goings; however, many employers like to have salaried employees record their time in some manner for reference purposes. Non-exempt (hourly) employees should always have their time recorded as any hours worked in excess of 40 hours in one week should be paid at 1.5% of their hourly rate.
There are many versions of time records that can be obtained and used. This template is one example of a basic time record or time sheet for monthly record-keeping.
We’ve included primary items sorted by day such as total hours, regular hours, time in, time out, time off for lunch breaks, breaks, overtime hours, sick time, holiday time, etc. You can technically use this as a weekly timesheet, or bi-weekly timesheet as well – though we’ve built a specific weekly timesheet template available for download as well. We’ve not included pay period information or pay rate information due to potential human resources/privacy concerns.
This document is set to be used on a monthly basis and can denote which month it relates to both with a heading and with the date field, aligned far left. This is a perfect item for a small business who is trying to keep track of monthly allocated hours to process payroll, or for tracking interns or junior employee project time or billable hours – while being a much cheaper option than timesheet software.
Wage laws can be very different depending on the state where the time is being recorded. It is strongly advised that you contact an accountant or HR professional to avoid running up against any state or federal regulations. This, in turn, could cause you and/or your company to be fined or sued for inaccurate timekeeping and payroll issues.
It should be made clear to all employees – as well as contained in your company employee handbook – that employees are to fill out their own time sheet. Anyone failing to comply with this requirement by completing and/or signing another employee’s time sheet, thus falsifying the information, could face legal action as well as company discipline, up to and including termination of employment.
According to the U.S. Department of Labor (“DOL”), each employer shall preserve for at least three years payroll records, collective bargaining agreements, sales and purchase records. Records on which wage computations are based should be retained for two years, i.e., time cards and piece work tickets, wage rate tables, work and time schedules, and records of additions to or deductions from wages. These records must be open for inspection by the DOL Wage and Hour Division’s representatives, who may ask the employer to make extensions, computations, or transcriptions. The records may be kept at the place of employment or in a central records office.
One helpful link is from the U.S. Department of Labor, Wage and Hour Division, on record-keeping requirements under the Fair Labor Standards Act (FLSA):
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Monthly Time Sheet
Employee Name (Printed): __________________________ Month of: __________________
|Day/Date||Time In||Time Out||Time In||Time Out||Time In||Time Out||Regular Hrs||Overtime Hrs||PTO Hrs||Holiday Hrs|
Employee Signature: ______________________ Supervisor Signature:______________________
INSTRUCTIONS: All non-exempt (hourly) employees must fully complete a Monthly Time Sheet by filling in the required information at the top and recording daily total work hour information. Record each daily total to the nearest 0.25 hour. Any overtime hours must be approved in advance by your supervisor. Each supervisor shall initial the approved overtime hours once entered above. By signing this Monthly Time Sheet, you, as the employee, acknowledge and agree that you worked these hours. Falsified time sheet(s) may lead to immediate termination of employment.
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