Since I have started this blog, the Excel timesheet calculator template has been one of the most requested templates.
I often get queries on how to calculate regular hours and overtime hours of employees based on the ‘In time’ and ‘Out time’.
I also couldn’t find a good Excel timesheet template online, so I decided to make one.
This is a dynamic timesheet template in Excel where you can change the start date and the weekends. You can also specify hourly rates (regular/overtime).
There is a weekly, bi-weekly, and monthly timesheet template in the download file (each in a separate worksheet tab).
Also, when you print this timesheet template, it will fit perfectly on a single page.
This Tutorial Covers
Excel Timesheet Calculator Template
Here is a snapshot of the Weekly Excel Timesheet Template:
As soon as you enter the ‘In time’ and the ‘Out time’, the template automatically calculates the regular and overtime hours.
If there are any breaks (such as lunch breaks) that are not paid, you can also enter that. Based on it, it also calculates the total pay (considering there are hourly rates).
This Excel template is available in three formats – Weekly Timesheet, Bi-weekly Timesheet, and Monthly Timesheet (provided as different tabs in the download file).
How to Use this Excel Timesheet Calculator Template
Here are the steps to use this Excel Timesheet Template:
- Select the Week Start Date.
- Specify the weekend. You can select from various options in the drop-down. The options include – No Weekend, 1-day weekend (Mon, Tue…) or 2-days Weekend (Fri & Sat, Sat & Sun..). As soon as you select the weekend, those days get shaded in red on the timesheet.
- Specify the Start Time, # of Regular Hours, and Hourly Rate (Regular and Overtime). The start time should be in the hh:mm format (24-hour format). For example, 6 AM would be 06:00 and 6 PM would be 18:00.
- If all the Weekend hours are to be treated as overtime, select the checkbox. If unchecked, weekend hours would also be split into regular and overtime hours.
- Enter the In and Out time for a date, and break hours (if any). This Excel timesheet has formulas that will automatically calculate the total number of Regular hours and Overtime (OT) hours.
- Note that break hours are deducted automatically from regular hours.
A couple of points to keep in mind while using this Excel Timesheet template:
- There is an inbuilt check to make sure ‘In time’ is not later than the ‘Out time’. The template would not let the user enter the time in such a case. [This has been made possible using the data validation rules].
- If the work shift of an employee or team member spans to the next day (for example, starts at 6 PM and ends at 6 AM the other day), then make sure Day 1 time is 18:00 to 24:00 and Day 2 time is 0:00 to 6:00.
- Do not change any formulas in the timesheet. Only make the entries in the ‘In time’ and ‘Out time’ columns. While deleting entries, delete it only from the ‘In time’, ‘Out Time’, and ‘Break Hours’ columns.
- I have changed the page margins to make it fit on a single sheet when printed.
What went into making this Excel Timesheet Calculator template
- Excel Formulas: A number of Excel functions such as DATE, MATCH, INT, IF, and IFERROR is used to calculate the values (such as the date from selection or regular/overtime hours) in this timesheet template.
- Excel Drop Down List: It is used to allow the user to select the month name.
- Check Box -it is used to allow the user to specify if the weekends are to be charged at the overtime rate or not.
- Named Ranges/: These are used to refer to the data in the back end (in the data tab).
- Conditional Formatting.: It is used to highlight the rows when a given date is a weekend.
If there is an Excel template you wish existed, let me know in the comments section.
Frequently Asked Questions (FAQs)
Since I get a lot of queries about using this timesheet template, I thought of creating this FAQ section to answer some of your queries. If you have got a question, you can ask me in the comment section, but I would request you to go through this section first.
Q: I only see the Weekly timesheet template. Where are the bimonthly and monthly templates? Ans: All three timesheet templates I provided as separate tabs. You will find the other templates when you click on the tab for the template (tabs have been named accordingly). Q: What if I want to track the timing of multiple employees using this timesheet template. How do I do it? Ans: this template is made for one person per sheet. If you need to track multiple employees or team members, you need to create multiple sheets in that case. Q: Can I have multiple sheets being recorded in the same template? Ans: This template is made for one time-shift only - which you can specify by mentioning the start time and the number of regular hours. Q: Can I print this timesheet template? Ans: Yes, these timesheet templates have been made to fit a single page when printed. You can go to File and then clic on Print, or use the keyboard shortcut Control + P. This will open the Print preview page. Q: In monthly timesheet template, when I select February 1 as the start date, why does it still show me dates from the next month? Ans: The monthly timesheet is made to cover 31 days in total. So it will show you 31 days, starting from the date that you have specified.
You May Also find the following Excel Templates useful:
- Calendar Integrated with a To Do List
- Calculate Time in Excel (Time Difference, Hours Worked, Add/ Subtract)
- Excel To Do List (4 Templates).
- Holiday Calendar Template (US Only).
- Project Management – Employee Leave Tracker.
- Shared Expense Calculator.
- Vacation Itinerary and Packing List Template.
- Excel Calendar Template (Monthly & Yearly)
If you are looking for an online timesheet calculator, check this.