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Time Entry Using Excel Time Sheet

  1. Save a copy of the blank time sheet, found on the Human Resources webpage, onto computer’s hard drive.  (For further instructions on how to do this contact the Helpdesk, x7070.)
  2. Enter the following information into the top section:
    1. Your name
    2. Department
    3. Your Employee ID number
  3. Enter the “Pay Period” beginning and ending dates in the Pay Period section.
    1. Click the beginning date cell and a drop-down arrow appears.
    2. Click the drop-down arrow and select the correct date from the list of available dates.
      1. The beginning date should be the Saturday before the beginning of the pay period.
      2. For example, if the first day of the pay period is 9/1/19, select 8/31/19 (Saturday) as the beginning date.
      3. Start time with the first day of the pay period.  Do not enter the previous month’s time to complete the week. 
    3. There is a function attached to this date entry.  When beginning date is entered, the dates in column “B” on the time sheet change to reflect the beginning date entered.
    4. Enter the last day of the pay period in the corresponding cell.
  4. The “Hours to be Paid” column needs to be added for each week corresponding with the amount of hours in each week that will have pay.
  5. Enter daily time in the corresponding cells.
    1. Time should be entered in the following format:
      1. 00:00<space>A or P
      2. Example:  8:22 A
    2. Time should reflect “true” time worked.
      1. For example, 8:23 A until 12:00 P.
    3. Enter as many “IN” and “OUT” times as needed in a day.
      1. Most employees will have at least 2 “IN” times and 2 “OUT” times.
      2. Do not enter break times.
        1. 2 breaks daily, each for 15-20 minutes are allowed.
        2. Breaks can be modified or suspended, due to work load, by your supervisor
        3. You cannot “bank” break time to use it at the first or end of the day or to lengthen lunch breaks.
    4. As “IN” time is entered, an incorrect number will display in the Daily Total column.  This total will be corrected, when an entry is made into the “OUT” time cell.
    5. The Daily Total cell contains a formula, and is protected from editing.
  6. Weekly total adds automatically, and reflects daily total worked for the entire week in the “Rounded Totals” box.
    1. This cell contains a formula and is protected from editing.
  7. Time should balance each week, not per day. To ensure the time sheer is balanced for the week, take the number in “Rounded Total” and add any applicable time in the “SL”, “AL”, “CTU”, “HOL”, “Other” columns. If this total equals 40, it is balanced. If the number in the “Rounded Totals” is greater than 40 then “SL”, “AL”, or “CTU” does not need to be used.
  8. To balance the whole months’ time sheet, add “Total Hours Worked Rounded + SL + AL + CTU + HOL + Other. Subtract any comp time that will be accrued. This should equal the number in the “Total Hours to be Paid” box.
  9. Signatures of the employee as well as the supervisor are required and the original document should be turned into Human Resources before noon on the due date.
    1. Refer to the Payroll Schedule to determine due dates.