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Monthly Timesheet Template (plus Daily Timesheet)
A 31-day monthly timesheet with meal breaks, weekly overtime subtotals, leave codes and sign-off, plus a daily timesheet and an October 2026 example.
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What you get
- A 31-row monthly grid: time in, meal out/in, time out, hours, overtime and leave code
- Weekly subtotals so overtime is calculated per workweek, not per month
- A worked example showing why paid time off does not count toward overtime
- A daily timesheet with task or job-code lines
- FLSA recordkeeping items and the rules on rounding and meal breaks
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Timesheet header
- Employee name and ID
- Department / job title
- Month and year— e.g. October 2026
- FLSA status— Non-exempt / exempt
Leave and pay codes
| Code | Meaning | Counts as hours worked? |
|---|---|---|
| REG | Regular hours worked | Yes |
| PTO | Paid time off / vacation | No |
| SICK | Paid sick leave | No |
| HOL | Paid holiday | No |
Worked example: first two weeks of October 2026
Workweek runs Sunday to Saturday. Oct 1 is a Thursday. Meal breaks of 30 minutes or more are unpaid when the employee is fully relieved.
| Date | Day | Time in | Meal out | Meal in | Time out | Hours worked | Leave (code: hrs) | Notes |
|---|---|---|---|---|---|---|---|---|
| 1 | Thu | 8:00 | 12:00 | 12:30 | 4:30 | 8.00 | ||
| 2 | Fri | 8:00 | 12:00 | 12:30 | 5:30 | 9.00 | Month-end close | |
| Week to Sat Oct 3 (with Sep 27–30) | see Sept sheet | Workweek spans two months | ||||||
| 5 | Mon | 8:00 | 12:00 | 12:30 | 4:30 | 8.00 |
Why no overtime in the week of October 4–10: the employee was paid for 42 hours, but only 34 were hours worked. Under the FLSA, PTO, holidays and sick days are not hours worked, so they do not count toward the 40-hour threshold unless your policy or a union contract says they do. In California the 10-hour Thursday would still earn 2 hours of daily overtime.
Monthly timesheet
Write the day of week next to each date. Draw a line under the last day of each workweek and enter the weekly subtotal below.
| Date | Day | Time in | Meal out | Meal in | Time out | Hours worked | Leave (code: hrs) | Notes |
|---|---|---|---|---|---|---|---|---|
| 1 | ||||||||
| 2 | ||||||||
| 3 | ||||||||
| 4 |
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How to use this template
- 1
Fill in the header and workweek
Enter the employee, month and the fixed workweek your company uses (for example Sunday 12:00 a.m. to Saturday 11:59 p.m.). Overtime is always calculated per workweek.
- 2
Record actual times each day
Write the real time in, meal out, meal in and time out, not the scheduled times. Record leave in the leave column with a code rather than as hours worked.
- 3
Subtotal each workweek
Add hours worked for each workweek. Hours over 40 in a workweek are overtime for non-exempt employees; in some states, hours over 8 in a day are too.
- 4
Sign and approve
The employee certifies the sheet is accurate; the manager approves by the payroll cut-off. Corrections are made by the employee and initialled, not overwritten by the manager.
Frequently asked questions
How do you fill out a monthly timesheet?
Enter the employee details, month and workweek. For each day, record the actual time in, meal out, meal in and time out, then calculate hours worked. Record paid leave separately with a code. Subtotal hours by workweek to calculate overtime, then total the month, sign it and send it for approval.
How do you calculate overtime on a monthly timesheet?
Not by month. Under the FLSA, overtime is owed for hours worked over 40 in each fixed workweek, so subtotal each workweek separately, including weeks that start in one month and end in the next. States such as California also require daily overtime after 8 hours in a workday.
Does PTO count toward overtime?
Not under federal law. Paid time off, holidays and sick days are not hours worked, so an employee who works 34 hours and takes 8 hours of PTO is paid for 42 hours with no overtime. Some employers count paid leave toward overtime by policy or union agreement.
Can employers round time on a timesheet?
Under federal law, rounding to the nearest 5 minutes, tenth of an hour or quarter hour is allowed if it is neutral over time and does not consistently favor the employer. California courts have restricted rounding, particularly for meal periods, so many California employers pay to the exact minute.
How long must timesheets be kept?
Under the FLSA, keep time cards and records of daily start and stop times for at least two years, and payroll records for at least three years. Many states require longer, and the IRS expects employment tax records to be kept for at least four years.
What is the difference between a daily and a monthly timesheet?
A daily timesheet records one day in detail, often split by task or job code for billing and costing. A monthly timesheet records one line per day for a whole month and is used to calculate pay. Many teams use daily sheets in the field and roll them up into a monthly or weekly sheet for payroll.