A timesheet is a work record showing which days an employee worked, was on leave or sick leave, and any overtime, within a given period. A well-run timesheet records every day on time, instead of estimating at month end.
The most practical way to keep a timesheet
- Define the employees and the period. Clarify the business, project, employee, month, and who is responsible for the record.
- Log the work status every day. Record full day, half day, leave, sick leave, non-working day, and overtime against the relevant date.
- Link it to the project. If the work belongs to a project, keep the timesheet together with the project, so the employee cost can also flow into the project view.
- Check at the end of the day. Look for missing dates, conflicting entries on the same day, or the wrong employee/project selected.
- Report at the end of the period. Export total work, overtime, and payment-related records; compare them with your payroll and accounting process.
What information should a timesheet sheet contain?
| Field | Why is it needed? |
|---|---|
| Employee information | Clarifies which employee the record belongs to. |
| Date and project | Shows which day and which job the work was done for. |
| Day type | Distinguishes the work coefficient, such as full, half, double, or one-and-a-half day. |
| Leave / non-working day | Prevents non-working days from being mixed up with work records. |
| Overtime | Tracks hour-based extra work separately from a normal day. |
| Notes and review | Makes visible the reason for a later correction and who reviewed it. |
Keep a timesheet in Excel, or use software?
For a small number of employees and a single project, Excel may seem sufficient at first. As the number of employees, projects, and payments grows, updating the same information across multiple sheets creates problems such as wrong dates, forgotten leave, and incomplete project cost. Timesheet software that links the daily record to the employee account, project cost, and reporting reduces repeated data entry.
Frequently asked questions
Does a timesheet need to be filled in every day?
The most reliable method is to record it as the work happens or at the end of the day. Making bulk entries at the end of the month can increase forgotten leave days and incorrect dates.
How is the timesheet kept for daily-wage employees?
For each employee, record the type of day worked, any overtime, and the related project, by date. The daily wage and the coefficients to apply should be defined according to the employment contract or your company's practice.
Does a timesheet replace payroll?
No. A timesheet is a record of work data; payroll, Social Security Institution (SGK) notifications, and other legal calculations are separate processes. Consult your accountant for exact practice.
Regulatory note: Practices related to overtime work and timesheet records may vary depending on employee status and contract. For up-to-date official guidance, see the Ministry of Labor and Social Security and Social Security Institution (SGK) announcements.