Timesheet Procedure
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: All Employees, Supervisors, Payroll
Purpose
Establish accurate, timely timesheet submission procedures to ensure employees are paid correctly and project costs are properly tracked.
Timesheet Requirements
Who Must Submit Timesheets
- All hourly employees
- All field personnel
- Salaried employees (project allocation)
Submission Deadline
- Daily: Enter time same day or by 7:00 AM next day
- Weekly: Supervisor approval by Monday 10:00 AM
- Pay Period: Complete by payroll cutoff (varies)
What to Record
Required Information
| Field | Description | Example |
|---|---|---|
| Date | Date worked | 02/01/2026 |
| Project | Project name/number | Downtown Office - PRJ-001 |
| Cost Code | Work activity code | 03-300 (Concrete) |
| Start Time | Time arrived | 7:00 AM |
| End Time | Time departed | 3:30 PM |
| Break Time | Lunch and breaks | 30 min lunch |
| Regular Hours | Up to 8 hours | 8 |
| Overtime Hours | Over 8 hours/day | 0 |
| Double Time | Per company/union rules | 0 |
Cost Code Accuracy
CRITICAL: Proper cost coding enables:
- Accurate project costing
- Budget tracking
- Billing support
- Future estimating
Always:
- Use correct project number
- Use correct cost code for work performed
- Ask supervisor if unsure
- Split time if working multiple codes
Step-by-Step Process
Step 1: Daily Time Entry
At Start of Day:
- Note start time when arriving at jobsite
- Confirm project assignment
Throughout Day:
- Track time by activity/cost code
- Note project changes
- Record breaks
At End of Day:
- Enter time before leaving
- Verify project and cost codes
- Note any special circumstances
Step 2: Weekly Timesheet Review
Employee Responsibilities:
- Review all entries for accuracy
- Verify totals are correct
- Add notes for any unusual hours
- Submit for approval by deadline
Supervisor Responsibilities:
- Review each employee's timesheet
- Verify hours against daily reports
- Confirm cost codes are correct
- Approve or return for correction
- Submit to payroll by deadline
Step 3: Payroll Processing
Payroll Department:
- Receive approved timesheets
- Verify all required approvals
- Process payroll
- Job cost allocation
- Issue paychecks/direct deposits
Timesheet Template
=====================================
WEEKLY TIMESHEET
=====================================
Employee Name: ____________________
Employee ID: _____________________
Week Ending: ____________________
Department: _____________________
DAILY TIME ENTRIES:
| Day | Date | Project | Cost Code | In | Out | Break | Reg | OT | DT |
|-----|------|---------|-----------|-----|-----|-------|-----|----|----|
| Mon | | | | | | | | | |
| Tue | | | | | | | | | |
| Wed | | | | | | | | | |
| Thu | | | | | | | | | |
| Fri | | | | | | | | | |
| Sat | | | | | | | | | |
| Sun | | | | | | | | | |
WEEKLY TOTALS:
Regular Hours: _______
Overtime Hours: _______
Double Time Hours: _______
TOTAL HOURS: _______
Notes/Explanations:
_________________________________________
_________________________________________
Employee Signature: _____________ Date: _____
Supervisor Approval: ____________ Date: _____
=====================================
Overtime Rules
California Overtime Rules
| Hours | Rate |
|---|---|
| 0-8 hours/day | Regular time |
| 8-12 hours/day | 1.5x (overtime) |
| Over 12 hours/day | 2x (double time) |
| Over 40 hours/week | 1.5x (overtime) |
| 7th consecutive day (0-8 hrs) | 1.5x |
| 7th consecutive day (over 8 hrs) | 2x |
Prevailing Wage Projects
- Rates set by DIR
- Overtime after 8 hours
- Fringe benefits tracked separately
- Certified payroll required
Common Timesheet Errors
❌ Avoid These Mistakes:
- Rounding to even numbers (7.75 hours, not 8)
- Using wrong cost codes
- Forgetting to record breaks
- Submitting late
- Missing supervisor approval
- Not splitting time across projects/codes
✅ Best Practices:
- Enter time daily (don't wait)
- Double-check cost codes
- Report actual time worked
- Communicate with supervisor
- Submit on time, every time
Missed Time / Corrections
If You Forget to Clock In/Out:
- Notify supervisor immediately
- Complete time correction form
- Supervisor must approve
- Submit with timesheet
If Timesheet Has Errors:
- Contact supervisor
- Complete correction form
- Both signatures required
- Submit to payroll
Time Theft Policy
Time theft includes:
- Clocking in/out for another employee
- Reporting hours not actually worked
- Extended breaks not recorded
- Personal activities during work time
Consequences:
- First offense: Written warning
- Second offense: Suspension
- Third offense: Termination
Related Documents
- Cost Code List
- Overtime Authorization Form
- Time Correction Form
- Certified Payroll Procedure
- Employee Handbook
Software Integration
BLDR Pro / BLDR Time Features:
- GPS time clock
- Project selection
- Cost code assignment
- Photo verification
- Supervisor approval workflow
- Payroll export
- Certified payroll generation
Template provided by support.construction. Customize with your company information.