Can I reuse last week’s timesheet?

Keep the blank one and fill it again — an edited copy of last week is easy to get wrong, and some agencies check the metadata date.

Fill in a timesheet online

A timesheet is a record of the hours someone has worked over a set period, usually a week or a month, broken down by day. Employers, agencies and clients use it to work out pay or bill for time. A typical timesheet has a grid of dates and hours, a total, and signatures from the worker and an approver.

Timesheets are the classic weekly PDF: a grid, a total, a signature line, and an agency that will not pay without it.

Fill the grid on screen, keep the numbers aligned, sign once and reuse that signature every week after.

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Filling it in, section by section

Name and employee or payroll number: There is no standard timesheet. These are the fields most templates have. Write your name exactly as your employer or agency holds it, and add your worker, payroll or contractor number if there is a box for it.
Client, assignment or project code: Agency and contractor timesheets usually ask where the work was done, so the hours can be billed to the right client. Copy the code from your booking confirmation or purchase order.
Week ending or pay period: The date the period ends, or the start and end dates. In the US, employers must record the time and day the workweek begins, so the period on the sheet should match the employer’s workweek.
Date and day columns: One row or column for each day. Fill in every day you worked and leave days off blank or marked, not skipped.
Start time, finish time and breaks: Use the format the form shows: 24-hour or am/pm. Record unpaid breaks in the break column so they come off the total.
Hours worked: Hours for each day. Check whether the form wants decimals or hours and minutes: seven and a half hours is 7.5 in decimals, not 7.30.
Overtime or rate type: Some timesheets split normal, overtime and weekend hours into separate columns because they are paid at different rates. Put each hour in one column only.
Total hours: Add up the period. Nothing on a printed or flat PDF does the sum for you, so add it up twice.
Employee signature, approver signature and date: You sign to confirm the hours. A manager or client contact usually signs to approve them. If you only have a printable timesheet with no form fields, PDFpad lets you type onto the grid and sign it without printing.

Filling it in neatly

Save your signature the first week — every week after it is two taps.
Use the same font size in every cell so the columns read as a grid.
Right-align numbers in hour columns if the form has a totals row.
If you submit the same form weekly, keep the blank PDF rather than the filled one, and start fresh each time.

Common mistakes

Writing 7.30 on a decimal timesheet when you mean seven and a half hours. That is 7.5.
Forgetting to take unpaid lunch breaks off the daily hours, so the total is too high.
Putting the wrong week-ending date, so the hours are paid in the wrong period or rejected.
Sending the sheet without the approver’s signature when the agency will not pay unsigned hours.
Putting the same hours in both the normal and overtime columns.

Also searched as: weekly timesheet, contractor timesheet. Used in the UK and the US.

Questions

Can I reuse last week’s timesheet?: Keep the blank one and fill it again — an edited copy of last week is easy to get wrong, and some agencies check the metadata date.