How to Fill Out a Timesheet (Step-by-Step)

Filling out a timesheet correctly takes five minutes once you know the order — and getting it right means your paycheck is accurate and your manager isn't chasing corrections. This step-by-step guide walks through the whole process, from the first clock time to a signed, approved sheet, plus the mistakes that cause most timesheet errors.

Step 1: Add your details

At the top, enter your name, role or department, and the period dates the timesheet covers (the week, two weeks, or month). If your sheet has an employee ID or manager field, fill those too.

Step 2: Record your times each day

For every day you worked, write your Time In and Time Out. Record them as you clock in and out, not from memory later. Converting to 24-hour time — 5:30 PM as 17:30 — makes the next step easier.

Step 3: Note your breaks

Enter the length of any unpaid break, like lunch. Paid rest breaks stay in your worked time; unpaid ones get subtracted. Be honest and consistent here — it's the most common source of pay errors.

Step 4: Calculate daily totals

For each day, subtract Time In from Time Out, then subtract the unpaid break. Convert the result to decimal hours: divide the minutes by 60. So 8 hours 30 minutes becomes 8.5, not 8.30. Write that decimal total in the day's Total column.

Step 5: Total the week

Add the daily decimal totals for a weekly figure. If your period is biweekly or monthly, keep each week's subtotal separate — overtime is calculated per workweek.

Step 6: Mark overtime (if any)

If a week is over the overtime threshold — 40 hours in a standard US workweek — split the excess into an overtime line. Your employer applies the overtime rate.

Step 7: Review and submit

Check for missing days, duplicate entries, and totals that look off. Then sign and submit it by the deadline so your manager can approve it before payroll runs.

Common mistakes to avoid

• Writing minutes as decimals — 8:30 is 8.5, not 8.30.
• Filling it in from memory at the end of the week.
• Forgetting to subtract unpaid breaks.
• Missing the week boundary on a biweekly sheet, hiding overtime.
• Submitting late, so it misses the approval window.

Make filling it out effortless

Every step here happens automatically when you clock in digitally. Timesheet Maker records your times, subtracts breaks, totals in decimals, and flags overtime — so "filling out your timesheet" is just clocking in and out, and submitting is one tap.

Frequently asked questions

How do I fill out a timesheet correctly? Add your details, record time in and out each day, subtract unpaid breaks, total each day in decimal hours, sum the week, mark any overtime, then review and submit.

How do I convert minutes to decimals on a timesheet? Divide the minutes by 60. Thirty minutes is 0.5, so 8 hours 30 minutes is 8.5 hours.

Do I subtract lunch from my timesheet? Yes, if it's unpaid. Paid rest breaks stay in your total; unpaid breaks like lunch get subtracted.

What if I make a mistake on my timesheet? Correct it before submitting, or tell your manager so it's fixed before payroll. Don't leave an error hoping it balances out.

Get it right in five minutes

Record times live, subtract unpaid breaks, total in decimals, submit on time. To make the whole thing automatic, try Timesheet Maker free.