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Free printable template

Free employee sign-in sheet

A printable daily sign-in sheet with columns for each employee's name, time in, lunch out, lunch in, time out, total hours and signature. Set the title and number of rows, then print it, save it as a PDF, or download a blank CSV for Excel or Google Sheets.

Rows

Employee sign-in sheet

Company:
Location:
Date:
Supervisor:
#Employee nameTime inLunch outLunch inTime outTotal hoursSignature
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Write times to the minute. Total hours = (time out − time in) − (lunch in − lunch out).

How to use an employee sign-in sheet

  1. Put the sheet where people start work, with a pen on a string.
  2. Each person writes their name and the time they arrive, to the minute.
  3. At lunch they write when they leave and come back; at the end of the day, when they leave.
  4. A supervisor checks the sheet and signs it each day.
  5. Total each row, convert minutes to decimals, and enter the hours into payroll.

Working out the total hours

Total hours = (time out − time in) − (lunch in − lunch out). For someone who signs in at 7:02, out to lunch at 11:30, back at 12:00 and out at 3:35, that's 8 hours 33 minutes minus 30 minutes: 8 hours 3 minutes, or 8.05 hours. The timesheet calculator does this for a whole week.

What a sign-in sheet can't do

  • Stop buddy punching. Anyone can write a friend's name and a time.
  • Keep honest times. People round to the nearest quarter hour, or fill in the morning at lunchtime.
  • Total itself. Someone has to add up every row and type it into payroll.

The FLSA requires accurate records of hours worked each day and week, kept for at least two years — see FLSA recordkeeping requirements.

Frequently asked questions

What should an employee sign-in sheet include?

The employee's name, the date, the times they start, leave for and return from unpaid breaks, and finish, plus the total hours and a signature. A supervisor should review and sign it daily.

Are paper sign-in sheets legal for payroll?

Yes. The FLSA doesn't require any particular method — only accurate records of hours worked each day and workweek. Paper is legal, but it's easy to fill in inaccurately and slow to total.

How long do I have to keep sign-in sheets?

Under federal rules, time cards and sheets used to compute wages must be kept for at least two years, and payroll records for three. Some states require longer.

Keep reading

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Print a QR badge for everyone and scan them in and out with any phone or tablet. Free for up to 3 people — try it with your real crew before you sign up.

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