Managing temporary staff requires clarity, accuracy, and compliance—especially when it comes to tracking hours and processing payroll. One of the most effective tools at your disposal is a well-designed timesheet.
Whether you’re running a healthcare staffing agency, a temp recruitment firm, or an internal HR department managing flexible roles, using a standardized timesheet template can save hours of admin work and ensure every hour is accounted for—accurately and legally.
Why Every Staffing Business Needs a Professional Timesheet
Accurate Payroll & Invoicing Timesheets ensure that every hour worked is correctly recorded, including breaks and on-call hours. This makes payroll processing more efficient and accurate while giving clients peace of mind.
Verification & Accountability Signatures from both the candidate and an authorised staff member provide an extra layer of compliance. It protects both parties from disputes.
Expense Tracking Built-in fields for logging travel or agreed-upon expenses simplify reimbursement workflows.
Audit & Fraud Prevention Timesheets act as audit trails that protect your business in case of investigations or disputes. Clear terms and consent declarations can deter fraudulent claims.
Standardised Reporting Weekly submission deadlines help standardize processes and ensure all timesheets are submitted on time—reducing delays in payment.
What Should a Good Timesheet Include?
Here’s a breakdown of the ideal structure, which you’ll also find in the free downloadable version below:
✅ Section 1: Candidate & Client Information
First Name
Surname
Client Name
Unique Reference (optional, for internal use)
✅ Section 2: Weekly Work Hours Log
Includes fields for:
Ordinary Hours: Start, Break, Finish, Total Hours
On-Call Hours: Start, Finish, Total Hours
Ward/Unit/Site
Daily entries from Monday to Sunday
Totals for each category
Section for agreed expenses (e.g. travel or supplies)
✅ Section 3: Declarations & Signatures
Candidate Declaration: Confirms the accuracy of the hours logged and acknowledges responsibility for any falsified claims.
Client Authorisation: Confirms that an authorised staff member verifies the shift details and approves payment.
Each includes fields for:
Name
Signature
Position (client side)
Date
How to Use This Timesheet Template
Print or send digitally to each temp at the start of the week.
Ensure it is completed daily (or shift-by-shift) with accurate hours and break times.
Submit by Monday 12pm (or your set deadline) to ensure timely processing.
Retain a copy for the client, the agency, and the worker for auditing purposes.
Free Download: Generic Weekly Timesheet Template
We’ve improved the structure and layout of the timesheet for ease of use—while keeping it brand-free so any business can adopt it.
Implementing a consistent and legally-sound timesheet process improves your operations, protects your finances, and builds trust with both clients and staff.
Whether you’re managing 10 temps or 200, the right template can make all the difference.
