Timesheet

A timesheet is a record of hours worked by an employee over a specific period, typically a week or month. Timesheets document when work occurred and often categorize time by project, task, or client.

Key Characteristics

• Time documentation: Records hours worked each day.
• Period-based: Usually covers a week, two weeks, or month.
• Approval workflow: Often requires manager review and sign-off.
• Multi-purpose: Serves payroll, billing, and project management.

Timesheet Components

Basic Elements

• Employee name and ID
• Date range
• Daily hours worked
• Total hours for the period
• Manager approval

Enhanced Elements

• Project/client allocation
• Task breakdown
• Billable vs. non-billable categorization
• Overtime hours
• Leave/PTO entries

Types of Timesheets

Weekly Timesheets

Most common format. Covers Monday through Sunday or a similar 7-day period.

Biweekly Timesheets

Covers two consecutive weeks. Often aligned with payroll cycles.

Monthly Timesheets

Less frequent but useful for salaried employees or project-based billing.

Project Timesheets

Organized by project rather than calendar period. Useful for tracking project budgets.

Impact on Workforce Planning

For businesses using time tracking software like Sandtime.io:

• Payroll accuracy: Timesheets are the foundation for calculating pay.
• Client invoicing: Billable hours from timesheets generate invoices.
• Project costing: Track actual vs. estimated hours per project.
• Utilization rate: Calculate productive time percentage.
• Compliance: Document core hours and overtime for labor law requirements.

Digital vs. Paper Timesheets

Best Practices

• Submit timesheets on time (typically end of pay period).
• Review entries daily to maintain accuracy.
• Use consistent project codes across the organization.
• Keep supporting details for billable time.
• Managers should review promptly to avoid bottlenecks.

Timesheet Approval Process

1. Employee submits completed timesheet.
2. Manager reviews for accuracy and policy compliance.
3. Approval or rejection with feedback if needed.
4. Payroll processing once approved.
5. Archive for compliance and audits.

Common Timesheet Challenges

Late Submissions

Set clear deadlines and automated reminders.

Inaccurate Entries

Encourage real-time time tracking rather than end-of-week reconstruction.

Missing Approvals

Implement escalation workflows for delayed manager reviews.

Inconsistent Coding

Provide clear project code guidelines and training.

Related Terms

Timesheets are produced through time tracking, record billable hours and overtime, and feed into utilization rate calculations.