Weekly staff timesheet

What the weekly staff timesheet does

A weekly timesheet turns a week of shifts into one clear figure per person. Type the hours worked each day, set the hourly rate and the number of normal hours in a week, and the sheet adds up the total, shows the overtime hours above the normal week and works out the gross pay.

Who it is for

Employers who pay casual and part-time staff by the hour, and supervisors who collect hours every week and hand them to whoever runs payroll.

How to use the workbook

1. Set the week-ending date and the normal hours for a full week.
2. List each employee and their hourly rate.
3. Type the hours worked on each day, from Monday to Sunday.
4. Read the total hours, overtime hours and gross pay for each person.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Seven day columns with a weekly total
• Overtime hours above the normal week
• Gross pay from the hourly rate
• Totals for hours and pay for everyone
• Space for 40 employees

The workbook has these sheets: Instructions, Timesheet. The main table has the columns Employee; Mon; Tue; Wed; Thu; Fri; Sat; Sun. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Collect the timesheet at the end of the week while memories are fresh.
• Check overtime rules for your sector before you rely on the overtime column.
• Round hours in a consistent way, for example to the nearest quarter hour.
• Keep signed copies if you are asked to prove hours worked.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to run payroll for a small business in Kenya
• Guide: How PAYE is calculated in Kenya, step by step
• Guide: NSSF contributions explained: tiers, limits and what you pay
• Another template: Annual PAYE and payroll summary
• Another template: Annual leave planner and register
• Another template: Benefits and allowances register

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