An employee timesheet tracks hours worked for payroll calculation and FLSA compliance. Non-exempt employees must have their time recorded accurately, including overtime at 1.5x the regular rate for hours exceeding 40 per workweek.
- FLSA requires accurate time records for all non-exempt employees
- Records must be retained for at least 3 years
- Overtime rules vary by state — some require daily overtime
FLSA Timekeeping Requirements
The Fair Labor Standards Act (FLSA) requires employers to keep accurate records of hours worked for all non-exempt employees. While the FLSA does not mandate a specific format, it requires that records include:
| Required Record | Details |
|---|---|
| Hours worked each day | Total hours per workday |
| Total hours each workweek | Sum of daily hours (defines the 40-hour OT threshold) |
| Basis of pay | Hourly rate, piece rate, or salary |
| Regular hourly rate | For overtime calculation |
| Total overtime earnings | Hours over 40 × 1.5x rate |
| Total wages per pay period | Gross wages before deductions |
| Deductions | All deductions from gross pay |
The employer is responsible for maintaining accurate time records — not the employee. If an employer fails to keep proper records and a wage dispute arises, courts generally rule in the employee's favor based on the employee's recollection of hours worked.
Overtime Tracking
Federal overtime rules are straightforward — 1.5x the regular rate for hours over 40 per workweek. However, several states have additional overtime requirements:
| Jurisdiction | Overtime Rule |
|---|---|
| Federal (FLSA) | 1.5x after 40 hours per workweek |
| California | 1.5x after 8 hrs/day; 2x after 12 hrs/day; 1.5x first 8 hrs on 7th consecutive day |
| Colorado | 1.5x after 12 hrs/day or 40 hrs/week |
| Alaska | 1.5x after 8 hrs/day and 40 hrs/week |
| Nevada | 1.5x after 8 hrs/day (if rate < 1.5x minimum wage) |
An employer must define a fixed, recurring 168-hour (7-day) workweek. You cannot change the workweek to avoid paying overtime. The workweek does not need to start on Monday — it can begin on any day, but it must remain consistent.
Types of Timesheets
The timesheet period should match your pay period. Biweekly is the most common pay frequency in the United States, used by approximately 43% of employers.
Best Practices
Frequently Asked Questions
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