How to fill out a timesheet
- Pick the pay period, 1 or 2 weeks, and the first day of it. The days get dates.
- Enter the start and end time for each day you worked, and the unpaid break in minutes. Use + shift for a split shift.
- Add the hourly rate and choose the overtime rule for your state.
- Check the totals and download the PDF with signature lines, or the CSV for payroll.
Example: a biweekly timesheet
Week 1: five days of 8:00 AM – 5:00 PM with a 30-minute lunch = 42.5 hours. Week 2: four such days = 34 hours. Total 76.5 hours, of which 2.5 hours are overtime: overtime is counted per week, so the short second week does not cancel it.
Weekly, biweekly, semimonthly and monthly pay periods
| Pay period | Paychecks a year | Full-time hours | Paid |
|---|---|---|---|
| Weekly | 52 | 40 | Every week, same weekday |
| Biweekly | 26 (sometimes 27) | 80 | Every other week |
| Semimonthly | 24 | 86.67 on average | Twice a month, e.g. 15th and last day |
| Monthly | 12 | 173.33 on average | Once a month |
Whatever the pay period, federal overtime is counted per 7-day workweek. A semimonthly or monthly timesheet still needs weekly totals to find overtime.
Timesheet questions
How do I calculate hours on a timesheet?
For each day, subtract the start time from the end time and take off any unpaid break. Add the days together for the week. Convert minutes to decimal hours by dividing them by 60 before multiplying by the hourly rate: 38 hours 45 minutes is 38.75 hours.
Is overtime calculated weekly or biweekly?
Weekly. Under federal law overtime is counted per workweek, even when people are paid every two weeks. 50 hours in week one and 30 in week two means 10 overtime hours, not zero. Set the pay period to 2 weeks and the calculator splits the weeks for you.
How many work hours are in a biweekly pay period?
A full-time biweekly pay period has 80 hours: 40 hours a week for two weeks. There are 26 biweekly pay periods in most years, and 27 in some years, depending on the calendar.
Can I make timesheets for several employees?
Yes. Use “+ Add employee” to start a separate timesheet with the same period and settings. Each employee keeps their own hours and rate, and the team table adds them up. Everything stays in this browser; download the CSV for payroll.
How long should employers keep timesheets?
Under federal recordkeeping rules, payroll records must be kept for at least 3 years, and time cards and other records used to calculate wages for at least 2 years. Some states require longer.