An employee time card is a manuscript utilized by employers to keep a history of the number of hours worked by their employees. The time card usually has fields for the employee’s name, the time they start the work, the date, and any breaks they take during the workday.
Employers use time cards to accurately estimate employee pay and are sure that employees are paid for the correct number of hours worked. Time cards may be filled out manually, such as through an electronic system such as a time clock or software program, or on a paper form.
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Download Free Editable Employee Time Card Templates
Types of Employee Time Cards
- Punch Cards: it is a physical card that employees insert into a time clock to record their time in and time out.
- Biometric Time Clocks: Biometric time clocks use an employee’s fingerprint or other biometric data to keep track of their time in and time out.
- Web-Based Time Clocks: These allow employees to log in and out of work using a computer or smartphone.
- Mobile Time Tracking: It authorizes employees to clock in and out utilizing their smartphones, often using GPS to verify their location.
- Paper Time Sheets: These are manual records of hours worked that employees fill out and submit to their employer for approval.
- Electronic Time Sheets: These are digital records of hours toiled that employees fill out and submit to their employer for approval, usually through an online portal.
- Card Swipe Systems: Card swipe systems use a physical card or ID badge that employees swipe to record their time in and time out.
Benefits of using Employee Time Cards
Time cards can be beneficial to be sure that employees’ hours are accurately recorded, decreasing errors and the risk of overpaying or underpaying employees. It keeps accurate timekeeping, which is important for obedience to labor laws. Automated timekeeping systems can save time and decrease the executive burden of manual timekeeping procedures. It can be helpful to specify accountability by giving a transparent history of employee hours worked and breaks taken. These can be utilized to keep track of employee productivity and identify trends in employee attendance. It is significant for accurate payroll methods, which can be beneficial to dodge conflicts and legal issues related to employee pay.
How to fill out an Employee Time Card
- Write Your name and employee ID number at the top of the time card.
- Record the date or dates you worked during the pay period.
- Write the time you started and ended work each day, containing any breaks or meal periods.
- Record any overtime hours worked or any other kind of hours that may need special tracking, such as sick time or holiday pay.
- Sign the time card to insure that the data is accurate and complete.
- Submit the time card to your director or HR department according to your employer’s methods.
How to create an Employee Time Card Template
Creating an Employee Time Card Template implicates a few key steps. Here’s a general overview:
- Choose a program: You can create a time card template in a combination of programs, such as Microsoft Excel or Google Sheets. Decide the program that you are the most comfortable working with.
- Define the fields: Decide on the fields that you want to contain in your time card template. Common fields comprise the employee’s name, the date, the time in and out, the total hours worked, and any notes or comments.
- Create a header: Create a header for your time card template that includes the name periodmpany, the employee’s name, and the time period that the time card covers.
- Set up the layout: Set up the layout of your time card template by creating columns for each of the fields that you defined earlier. You may also want to add formatting to make the time card easier to read, such as alternating row colors or bolded headers.
- Add formulas: Use formulas to automatically calculate the total hours worked based on the time in and out of fields. This will save you time and lessen the risk of errors.
- Test your template: Test your time card template by entering sample data to ensure that it works correctly and that the calculations are accurate.
- Save and distribute: Once you’re happy with your time card template, save it and distribute it to your employees. You may want to deliver instructions on how to use the time card and how to submit it for approval.
Remember to update your time card template as needed, such as when you change your company’s policies or when new employees are hired.