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February 8, 2023

How To Fill Out A Time Card Correctly (With Examples)


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Tired of paperwork?

Time cards play a crucial role in the payroll and compensation process, as they provide a record of the hours worked by employees. Understanding how to fill out a time card is important because it ensures that employees are paid accurately and fairly for the time they have worked.

This blog post provides valuable guidance on the steps involved in accurately filling out a time card and by following these steps, employees can ensure that their time cards accurately reflect the hours they have worked and that they receive the proper compensation for their efforts.

The importance of filling and calculating time cards correctly

Time cards are essential for recording and tracking employee work hours, making them a large component of the payroll and compensation process. However, to ensure the process runs smoothly and effectively, it is important to know how to fill out time cards accurately. Proper time card completion helps to avoid errors and disputes, and provides a clear record of an employee's work schedule.

How to fill out a time card in 5 simple steps

How to fill out a timecard? Completing a time card is a straightforward process and requires meticulous accuracy to minimize payroll discrepancies.

Employee Name & Social Security Number

Write your full name and social security number at the top of the card, making sure that your name is spelled correctly and your social security number is accurate. This information is needed for payroll and tax purposes. There should also be a time card number at the top of the sheet, which can be used to refer to specific hours worked by an employee.

Date and Start/End Times

Fill in the date of the workweek in the appropriate field, this allows the employer to keep track of the dates you worked and to pay you for the correct time period. In addition, remember to record the exact time you started and ended your shift, as well as any overtime you worked

Recording Breaks

If you take any breaks during your shift, record the start and end times of those breaks in the appropriate fields. This may include lunch breaks, rest breaks, or other types of breaks that are given to employees.

Calculate Time Worked

How to calculate a time card? Add up time card hours worked for each day, making sure to subtract any break time. Time card calculations should take into account any overtime hours worked, as well as any time off taken during the workweek.

Time Card Approval

Ensure to get your manager's signature when you submit timecard in order to verify the accuracy of the information. This is an important step in ensuring that your time card is complete and accurate, and that you will be paid correctly for the hours that you have worked.

Manual time card calculations vs using time card software

The difference between manual time card calculations and using a time card software lies in the method of recording and calculating the hours worked.

Manual time card time calculations require manual entry of start and end times, breaks, and the knowledge of how to add up a time card accurately. This method can be time-consuming and prone to human error, leading to inaccuracies in the calculation of hours worked.

On the other hand, using a time card app automates the recording and calculation of hours worked. Employees can easily clock in and out using their smartphones or computer, and the software can automatically calculate billable hours worked, taking into account any breaks or overtime.

The benefits of using a timesheet app include:

  • Increased accuracy: Automated calculations reduce the risk of human error, ensuring that the hours worked are accurately recorded and calculated.

  • Time-saving: Automation eliminates the need for manual calculations, freeing up valuable time for both employees and managers.

  • Convenient: Employees can clock in and out from anywhere, using their smartphones or computers, making it easy and convenient to record hours worked.

  • Improved efficiency: Time card software streamlines the time tracking process, making it easier for managers to approve and process time cards, reducing the risk of delays or errors.

  • Enhanced reporting: Time card software generates comprehensive reports on employee hours worked, making it easier for managers to monitor time and attendance, and make informed decisions.

Key takeaways on how to fill out and how to calculate my time card

In conclusion, it is hoped that the significance of accurately completing a time card has been reinforced throughout the blog and that you are aware of how to calculate your timecard with precision. One of key takeaway points is that when it comes to using a manual time card, it is the responsibility of the employee to be diligent in accurately recording their start and end times, breaks, and any overtime hours worked. 

This will ensure the most precise methodology to calculating time card hours worked and provide peace of mind that the proper compensation will be received.


What is the difference between a time card and a timesheet?

A time card is a record of the start and end times of an employee's work hours, including breaks and overtime, while understanding what is a timesheet, it is important to note that a timesheet is a document that provides a more detailed record of an employee's work activities, including specific tasks performed and the amount of time spent on each task.

How do you write time on a time sheet correctly?

To write time correctly on a time sheet, record start and end times in a 24-hour format, such as 09:00 for 9:00 am and 21:00 for 9:00 pm.

Do employees fill out their time cards?

Yes, typically employees are responsible for filling out their own time cards, recording the start and end time of each workday, including breaks and overtime hours worked. The time card is then reviewed and approved by the manager to ensure accuracy before being processed for payment.

Should employees approve their time cards?

Employees should not approve their own time cards. The time card should be reviewed and approved by a manager or supervisor to ensure accuracy and impartiality in the time tracking process.

Can employers edit time cards?

Yes, employers can edit time cards if necessary. However, any changes made should be done in collaboration with the employee and clearly documented to ensure accuracy and fairness in the time tracking process.

Can employees ask for a copy of their time cards?

Yes, employees have the right to request a copy of their time cards. This information is considered part of their employment records and is typically available upon request. Employers are required to provide this information in a timely manner.

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