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Timesheet Form

Version 1.0 Updated 19 Mar 2018
Forms & Checklists Manage

Who can use this form?

This form can be used by all employers.

Commentary

Many employers require employees to complete and sign timesheets as ‘proof’ of their attendance at work. Provisions in industrial instruments (awards, enterprise agreements, contracts, etc) may set requirements in this regard. Legislation and regulations also require employers to keep records of hours worked for some employees.

Timesheets (whether in print or electronic form) can be an effective means of recording employees’ hours of work and complying with an employer’s record-keeping requirements. Timesheets may also assist if there is a dispute over pay or absence from work. Many organisations also use timesheets for other purposes, such as allocating job costing.

Under the Fair Work Act 2009 (Cth) (the Act) and the Fair Work Regulations 2009 (Cth) (the Regulations), an employer is required to make and keep employee records for 7 years, The Regulations provide that employers must keep records regarding the hours worked by employees in certain circumstances. Employers are required to keep records for employees who are entitled to be paid a penalty rate or loading (however described) when working overtime hours, of either:

  • the number of overtime hours worked by the employee each day; or
  • the starting and finishing times of the overtime hours worked.

 

For casual and irregular part-time employees, who are guaranteed a basic periodic rate of pay (for example, a set hourly rate), employers must keep a record of the hours worked by those employees.

An employer’s record-keeping requirements may differ based on whether the employee is employed under an industrial instrument or not. Accordingly, you should seek specific advice if you are unsure of your record-keeping obligations under the Act or the Regulations.

Employers often design their timesheet records so that they can use them for processing payroll. Some forms also require employees to indicate the time they spent on each particular job, which allows each job to be costed separately. In such cases, it is useful to use job numbers or code names.

It is a lawful and reasonable direction for an employer to require employees to complete timesheets. If an employee refuses or fails to comply with this direction, the employee may be disciplined. However, it is important that an employer investigate s the circumstances for non-compliance before taking disciplinary action against an employee. If you are in doubt, seek legal advice prior to implementing the disciplinary action proposed.

This document is a sample form which can be used for the abovementioned purposes. You will need to amend the form to meet the individual requirements of your business. For example, according to the industrial instruments which govern the employment of your employees, the capacity in which employees are employed, and whether overtime, penalty rates, or allowances are payable for hours worked, etc.

In addition, the Regulations also prescribe that other employment records (e.g. guarantees of annual earnings, individual flexibility arrangements etc.) must also be kept by employers. It is recommended that you consult the website of the Fair Work Commission to ensure that your business continues to comply with relevant legislation.

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