How to fill out a timesheet
Updated 2026-10-24
For each shift, record the date, start time, finish time and unpaid break. Worked hours = finish − start − unpaid break. Total the week, then split out overtime and penalty hours.
Step by step
- Fill in the header: your name, employee ID, pay period and manager.
- Log every shift on the day you work it, not from memory at the end of the week.
- Use 24-hour time or clearly mark am/pm, especially for overnight shifts.
- Subtract unpaid breaks (usually meal breaks of 30–60 minutes).
- Convert to decimal hours (7 h 45 min = 7.75).
- Total and categorise: ordinary, overtime, and weekend or public holiday hours if your rates differ.
- Sign it and submit it before the cutoff, and keep a copy.
Example
| Day | Start | Finish | Unpaid break | Hours |
|---|---|---|---|---|
| Mon | 08:00 | 16:30 | 30 min | 8.00 |
| Tue | 08:00 | 17:15 | 45 min | 8.50 |
| Thu | 14:00 | 22:00 | 30 min | 7.50 |
| Sat | 22:00 | 06:00 (Sun) | 30 min | 7.50 |
| Total | 31.50 | |||
Overnight shifts: if the finish time is earlier than the start, add 24 hours. In Australia, hours after midnight Saturday are usually Sunday hours for penalty purposes, so split them.
Minutes to decimal hours
| Minutes | 5 | 10 | 15 | 20 | 30 | 40 | 45 | 50 |
|---|---|---|---|---|---|---|---|---|
| Decimal | 0.08 | 0.17 | 0.25 | 0.33 | 0.50 | 0.67 | 0.75 | 0.83 |
Mistakes that cost you money
- Rounding down every shift
- Forgetting early starts or staying late to close
- Not separating weekend or public holiday hours
- Treating 7:45 as 7.45 hours instead of 7.75
Then check the pay with the shift pay calculator.
Frequently asked questions
How do I convert minutes to decimal hours?
Divide the minutes by 60. 15 min = 0.25, 30 min = 0.5, 45 min = 0.75, 20 min = 0.33.
Should unpaid breaks be on my timesheet?
Yes. Record them, then subtract them from the shift. Paid rest breaks stay inside your worked hours.