The Fair Labor Standards Act requires employers to keep accurate records of the hours non-exempt employees work each day and each workweek. This timesheet captures exactly that, with space for meal breaks and overtime.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
Small teams without a time clock app
A backup when the time clock fails
Recording hours for part-time staff
Tips before you use it
Record actual times worked, not scheduled times.
Short rest breaks (usually 20 minutes or less) count as paid working time; bona fide meal breaks of 30 minutes or more where the employee is fully relieved of duty usually do not.
Keep time cards for at least two years and payroll records for at least three years.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template.
Find your state labor office (U.S. Department of Labor)
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Weekly Timesheet
Employee name: [Employee Name]
Job title: [Job Title]
Manager: [Manager Name]
Workweek starting: [Week Start Date]
Day
Date
Start
Meal break out
Meal break in
Finish
Total hours
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Note for employer (delete before use): Change the order of days if your workweek starts on a different day. The workweek is a fixed, recurring period of seven consecutive 24-hour days.
Total hours this workweek
Regular hours (up to 40)
Overtime hours (over 40, or as state law requires)
Paid time off / sick hours used (type and hours)
I confirm this timesheet is a true and complete record of all hours I worked this week. I did not work any hours that are not recorded here.
Under the FLSA, records on which wage calculations are based, such as time cards, must be kept for at least two years, and payroll records for at least three years. Some states require longer.
Are lunch breaks paid?
Under federal law, a bona fide meal period — usually 30 minutes or more, with the employee completely relieved of duty — does not have to be paid. Short rest breaks of about 5 to 20 minutes must be paid. Some states require meal or rest breaks.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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