How to use the bi-weekly timesheet template

Using the bi-weekly timesheet template is simple. Follow these 4 steps to get started:

Step 1: Download the template

Download the bi-weekly timesheet and save a copy to your computer. You can fill out the Excel file digitally to automate calculations, or print a hard copy for your team to complete by hand. Just be sure to keep a blank "master" version saved so you can easily reuse it for every new pay period.

Step 2: Enter employee and pay details

Fill in the header with the employee's name, their manager, and your company name. You'll also need to add the pay period start date and the employee's specific pay rates. Entering both the standard and overtime rates upfront helps the template calculate the final totals accurately.

Step 3: Track daily hours and time off

Have employees record their hours for each of the 14 days, including their "Time In," "Time Out," and any unpaid breaks. Use the specific columns for overtime, sick time, and vacation hours to make sure every hour is categorized correctly for your records.

Step 4: Review and approve for payroll

Once the pay period ends, have the employee sign and date the timesheet to confirm their hours are accurate. You should then review the entries to verify overtime and totals before adding your own signature. The completed timesheet is then ready for payroll processing.

Want to eliminate manual timesheet entry? QuickBooks Time automates time tracking by letting employees clock in and out digitally, automatically calculating totals and syncing with payroll.

Benefits of using a bi-weekly timesheet

Managing payroll efficiently starts with accurate time tracking, and switching to a bi-weekly cycle offers several advantages that can simplify your operations.

Those benefits include:

• Improved payroll accuracy: A 2-week window gives you more time to review entries and catch errors before processing paycheques.
• Reduced administrative work: You only process payroll 26 times a year instead of 52, which cuts your data entry and filing time in half.
• Lower processing costs: Many payroll providers charge per pay run. Moving to a bi-weekly schedule can significantly reduce your annual processing fees.
• Easier overtime management: Tracking hours over 14 days makes it easier to spot patterns in overtime and adjust schedules before labour costs climb.

Bi-weekly timesheet best practices for businesses

Getting the most out of your bi-weekly timesheets requires clear policies and consistent processes to stay compliant with Canadian regulations.

Some best practices you can follow include:

• Set clear submission deadlines: Require employees to submit their timesheets at least 2 days before you process payroll. This gives you a buffer to fix errors without delaying paycheques.
• Review timesheets promptly: Most provinces calculate overtime on a daily or weekly basis. Check each day's entries, not just the 2-week total, to make sure you're paying overtime correctly.
• Keep records for 6 years: The CRA requires you to keep all payroll records (including timesheets) for 6 years from the end of the tax year they relate to. Store them in a secure, organized folder for easy access.
• Address errors immediately: If you spot a mistake, clarify it with the employee right away. Once corrected, have both parties initial or re-sign the final version.
• Consider automated tracking: Manual timesheets work fine for small teams, but as your business grows, payroll automation may become necessary. Software like QuickBooks Time eliminates manual entry, calculates totals automatically, and reduces errors.

Manage your time tracking with QuickBooks

Bi-weekly timesheets are a solid way to keep your payroll records organized. But as you hire more people, manual entry can take up more of your time.

QuickBooks time tracking eliminates the back-and-forth by letting employees clock in and out digitally. Hours sync directly with payroll, so you don't have to enter data twice. The system also calculates totals automatically and helps keep your records organized for CRA compliance.

If you're ready to save time on payroll, download our free bi-weekly timesheet template to get started, or explore QuickBooks Time to see how automation fits your business.