How to Track Your Work Hours Accurately

Write your times down as you go

Times written down at the end of the week are guesses. Note your start, your breaks and your finish on the day, on paper, in a notes app or in a time-tracking app.

Record the time you actually started work, not the time you arrived at the building, unless your employer counts that as working time.

Record breaks correctly

Only unpaid breaks are taken off your hours. Short rest breaks are usually paid working time, while a longer meal break when you are free to leave is usually unpaid.

If you work through your lunch break, write down that you did, so the time is paid.

Know your overtime rules

Check your contract and the law where you work: when overtime starts (per day, per week or both), the rate it is paid at, and whether it must be approved in advance. In the US, non-exempt employees get at least 1.5× pay for hours over 40 a week.

Check your pay slip against your hours

Multiply your regular hours by your hourly rate and your overtime hours by the overtime rate, then compare the result with the gross pay on your pay slip. Differences are easier to fix when you raise them on the next payday.

Keep your records

In the US, employers must keep time cards for 2 years and payroll records for 3 years under the FLSA. Keep your own copies too: a downloaded CSV or a printed timesheet is enough.

Checklist

Before you hand in a timesheet, check these points:

• Every day has a start time, an end time and a break.
• Shifts past midnight are on the day they started.
• Days off and holidays are left empty or marked as your employer requires.
• The total in decimal hours matches what you enter in the payroll system.
• Overtime is approved if your employer requires it.