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Enter hours by day and download an Excel file with overtime split out and pay totalled.
A timesheet records when someone started and finished each day, what break they took, and how many hours that leaves. It is the document an employer pays from, and the one a wage dispute is settled with, which is why it needs the times rather than a total.
| Date | Day | In | Out | Break | Hours | Remove |
|---|---|---|---|---|---|---|
| Mon | 8 | |||||
| Tue | 8.75 | |||||
| Wed | 7.5 | |||||
| Thu | 9.75 | |||||
| Fri | 6 |
Pay for this period
$960.00
Hours
40
Regular
40
Overtime
0
The download is a real Excel workbook with three tabs, not a comma separated list with a spreadsheet extension. Start and finish times are written as real Excel times, so the hours are worked out by the file rather than typed into it.
1. Timesheet
One row per day with the date, the day name, start, finish, break, hours, and the regular and overtime split. Hours is a formula on every row: finish minus start, times twenty four, less the break.
2. Pay
Regular and overtime hours at their rates, each a formula, with the total underneath. Change the rate here and the pay follows.
3. Timesheet details
Who it is for, how many days it covers, which overtime rule was used and at what multiplier, and the date it was generated.
Header rows are bold on a yellow fill, the header row stays frozen while you scroll, and the times display as h:mm rather than as decimals of a day.
| Line | Formula in the file | Hours | Amount |
|---|---|---|---|
| Regular | =B2*C2 | 40 | $960.00 |
| Overtime at 1.5x | =B3*C3 | 0 | $0.00 |
| Total | =SUM(D2:D3) | 40 | $960.00 |
Overtime here starts over 40 hours a week, the federal rule under the Fair Labor Standards Act. The hours column on the timesheet tab is the finish minus the start rather than a typed number, so editing a time in Excel changes the pay.
Excel
Double click the download. If Excel shows a yellow protected view bar, click Enable Editing so the formulas calculate.
Google Sheets
Upload it to Drive and open it, or use File then Import then Upload inside an existing sheet. Formatting and formulas both carry across.
Numbers on a Mac
Open it directly. Numbers converts the workbook and keeps the totals working, though the yellow header fill may shift slightly.
Formula
Hours = (finish - start) x 24 - break / 60 | Pay = regular x rate + overtime x rate x multiplierFinish - start = A fraction of a day in Excel, which is why it is multiplied by twenty four
Break = Unpaid minutes, taken off before the hours are counted
Multiplier = Time and a half is 1.5, double time is 2, and a flat rate is 1
Worked Example
A Thursday from 09:00 to 19:15 with a 30 minute break
Did you know? The forty hour week is not a law of nature. The Fair Labor Standards Act set it in 1938 at forty four hours and dropped it to forty in 1940, and it has not moved since. The daily eight hour trigger used in California predates it, and the two rules still give different answers on the same timesheet.
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