Many employers, for payroll purposes, will have to track employee’s working hours. To do so, and make the management of such information much easier, they typically resort to something known as a timesheet. A timesheet may also be used by businesses to cut costs, improve their organizational management and planning, as well as by freelancers and/or contractors, who decide to charge on an hourly basis. Through the course of this guide, we’ll take you through writing a timesheet with the help of Microsoft Excel!
Before getting started with creating a timesheet, your organization, business, company, or group will have to decide what information they would like to compile. Typically, payroll includes things like Name, Date, Shift, Time-in, and Time-out. To make the organization easier, other companies choose to add additional categories, such as department, rate of pay, overtime, and a days/week section. As a result, you should decide what information you would like to put down on the timesheet before getting started.
Much like if you were making a timesheet for individual days, you’d require some basic information that will allow Excel to compute weekly hours – Employees will need to fill their Time-in and Time-Out for each day, their names and the dates on which they worked. Some companies prefer adding additional tabs, such as the department, hours/day, hours/week, overtime, and an hourly rate section as well, to make things easier for them to manage and oversee.
How do I compile a weekly timesheet in Excel?
Compiling a weekly timesheet is very easy – First, you’ll need to create these 4 tabs;
Once that’s done, computing the hours is very easy. Under the ‘Total’ Tab, you can choose to add the following function;
(Time out – Time in)
This will automatically compute the number of hours for each working day under the ‘Total’ tab. If you wish to add a weekly total, all you need to do is select the columns and cells under Total, and use the SUM command. The default shortcut for this command is Alt + ‘=’ so you can simply select the cells under the ‘Total’ tab and press Alt + = to generate Total, weekly hours.
Refer to our article above for a step-by-step guide on how to make a weekly timesheet using Microsoft Excel! You can also download our free weekly timesheet templates for Excel and Word.
Typically, the intervals in which timesheets are completed should match the intervals in which payroll is allocated, i.e., employees are paid. If, for instance, you follow a bi-weekly pay schedule, you should collect timesheets on a bi-weekly basis.
Technically speaking, no. Your timesheets are not confidential and are considered to be publicly available information. This is because it only contains information on hours worked, and the amount paid, making them financial records, rather than personal or confidential records.