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In enterprise environments today, the management of working time of employees is the key factor to ensure operational efficiency and fairness in pay. How to record timesheets daily not only helps enterprises track work hours, overtime, vacation which is also correct base to calculate the salary and bonuses with other benefits. Applying the method of recording attendance accurately transparency helps organizations, businesses save time processing data, reduce errors and enhance the experience of employees.
The same Lac Viet Computing learn recording timesheets every day how professional right in this article.
1. How to record timesheets daily, what is?
Daily timesheet is the document used to record the number of hours worked, vacation time, tardiness, overtime... of employees by day by day. It can be done by manual method (Excel, paper) or through the automated system, such as software, HRM, fingerprint machine, card from.
For example: A simple timesheet can include the columns:
- Working days
- Time in and time out
- The number of hours actually worked
- Type of hours (typically, overtime, vacation)
- Signature of employee
The meaning of the recording timesheets
- Ensure transparent, fair: Every hours, vacation, or more, are recognized clearly, to avoid disputes between employees and management.
- Base salary: timesheet is the document important legal help the hr department payroll accurate transparency.
- Support hr manager: Helps managers understand performance work, get to know employees come late, leave without permission, or add too many hours.
- Compliance with labor laws: According to The Vietnam Labor law, responsible business recorded working time, annual leave of employees to ensure the rights.
Illustrative example
| Date | Staff | Hours on | Time out | The number of hours worked | Type hours | Notes |
| 01/09/2025 | Nguyen Van A | 08:00 | 17:00 | 8 | The often | – |
| 01/09/2025 | Tran Thi B | 08:15 | 17:00 | 7,75 | The often | Late 15 minutes |
| 01/09/2025 | Le Van C | 08:00 | 19:00 | 11 | Do more | 3 more hours overtime |
Through the example above, the business can easily synthesized hours, handling wage and analyze the performance of each employee. This is the foundation to build process timekeeping professional, reduce errors and increase efficiency of personnel management.
2. Detailed instructions how to record timesheets daily
2.1. Sample preparation timesheets
Before start recording attendance, businesses need to prepare sample timesheets in accordance with the scale, peculiar work. The popular formats include:
- Timesheets paper: suitable for small business, hr less. The advantage is easy to deploy, low cost. The downside is the difficulty long-term storage, easy to errors when the aggregate.
- Timesheets Excel/Word: in accordance with the organization small and medium. Advantages: easy to calculate automatically, can store and share quickly. Cons: still depends on the input crafts, easy to errors if the employee lot.
- Timekeeping software HRM: Suitable for medium and large business. Pros: automatically recorded hours, direct link to payrollreduce errors by up to 90%, providing detailed reports. Cons: need to invest in software, and trained personnel.
Business can refer to the template timesheet standard according to the guidelines of the Ministry of Labor – invalids and Social affairs
TẢI MẪU CHẤM CÔNG HÀNG NGÀY & TOÀN BỘ FILE CHẤM CÔNG PHỔ BIẾN TRONG DOANH NGHIỆP
2.2. Rules the way of recording
To ensure accuracy, consistency, businesses need consistency symbols used in timesheets. A number of notation popular:
- X: Available
- P: Vacation
- L: overtime
- KP: Not allowed
- OM: sick leave
The notation helps to avoid confusion and errors, the basis for the synthetic data last month. For example, if each department used different symbols for the same type of break, the wage calculation may lead to disputes with employees.
2.3. Recorded data daily attendance
Process recorded data need clear, transparent, ensure all the hours of work will be followed:
- Employee attendance/timekeeping: Use timekeeper, software, or record manually.
- The hr department recorded test: validate input data, enter the table synthetic or software HRM.
- Storage for projecting end of the month: comparison with vote leave, single rose ca, ensure the accurate data.
Illustrative examples:
| Date | Staff | Hours on | Time out | The number of hours the | Type hours | Notes |
| 01/09/2025 | Nguyen Van A | 08:00 | 17:00 | 8 | The often | – |
| 01/09/2025 | Tran Thi B | 08:15 | 17:00 | 7,75 | The often | Late 15 minutes |
| 01/09/2025 | Le Van C | 08:00 | 19:00 | 11 | Do more | 3 more hours overtime |
Through this table, the manager can easily track work hours, overtime, vacation thereby optimizing the calculation of salary and bonus.
2.4. Synthetic collated end of the month
Last month, businesses need general collated data to prepare payroll reports:
- Public hours: includes the standard, overtime, overtime.
- Test for screening: comparison with application for leave, overtime, ensuring all data is accurate.
- Avoid errors: hr data manager must check carefully before send the report to the Board of directors.
Thanks to this process, the organizations and businesses not only save time but also increase the accuracy, transparency, enhance the confidence of employees.
3. Common mistakes when recording a daily timesheet
Recording daily timesheet seemingly simple but actually to develop many flaws if the business is no standard procedure. Here are common mistakes and how to recognize, help the organizations and enterprises are seeking information about how to record daily timesheet avoid risk:
3.1. Inconsistency sign
One of the common mistakes is to use symbols not homogeneous between the parts or between the hr manager. For example, the notation “P” can be understood to be on leave under the Labor Laws in one department, but is understood as a leave without pay in another room.
Consequences: Data timekeeping conflicted lead to salary calculator wrong or dispute with the employees.
Solution: Businesses need to promulgate regulations standard notation common to all parts, instructing employees how to use.
3.2. Input crafts flaws
When timesheets are entered manually on paper or Excel, risk flaws very high: enter the wrong hours on/off, missed days, miscalculated the number of hours of overtime.
Solution: Use the timekeeper or software HRM automatic time recording, direct link with payroll, minimize errors, increase transparency.
3.3. Do not store in full, difficult test
One other mistake is not stored timesheets carefully, or just hold the paper without the digitized data. When there is a dispute about wages, vacation or overtime, the business will have difficulty in checking proofs.
Solution:
- Storage timesheets in both the paper version and electronic.
- Use the software with data security access logs to make it easy to reference when needed.
3.4. Use the form table does not fit the particular business
Some businesses use the form timesheets general, not consistent with the type of work, shifts, or number of employees. For example, the business produced many ca use templates just for hours.
Consequences: do Not accurately track hours, overtime, or vacation, cause difficulties in payroll and hr management.
Solution: design template timesheet flexible properly reflect the particular business. For example, division by shift, type of hours (the regular, overtime, vacation), integrated column notes to capture detailed information.
4. The optimal solution to record timesheets daily
With respect to the organizations and enterprises are seeking information about how to record timesheets daily, choosing the right method will determine the effective hr management and payroll. Currently, there are three popular methods:
4.1 Recording manually/Excel
- Fit small business hr less.
- Advantages: low cost, easy to deploy.
- Cons: easy to errors when data entry, difficult to aggregate big data take much time to check.
4.2 attendance Machine, fingerprint/card from:
- Fit medium business and large multiple work shifts.
- Advantages: automatic time recording, reduce fraud attendance.
- Cons: only recorded data, still need the aggregate, collate, payroll manually.
4.3 attendance software – payroll automatically (HRM)
This is the most optimal solution for businesses that want to optimize personnel management and reduce errors.
Lac Viet SureHCS is software personnel management, HRM designed exclusively for the business organizations to help automate the entire process from timekeeping, payroll, records management staff to track benefits, performance reviews. With intuitive interface, ease of use and the ability to flexibly customized according to specific business, SureHCS HRM helps the hr department save time, reduce errors and improve management efficiency.
Advantages of software Lac Viet SureHCS HRM:
- Automatically recorded hours of work: Every hours, overtime, vacation, are recognized accurate, up to 95% errors compared to manual method.
- Data direct link with payroll: Employee attendance system, automatic synthesis, connect with payroll software help the hr department save time reduce the risk of errors.
- Detailed reports quickly for management: Management can track the performance, synthesis, overtime, vacation according to individual employees or departments with just a few taps.
- Support all forms of workAlthough business apply administrative hours, shifts or flexible work, Lac Viet SureHCS HRM can set the correct track.
- Security, data storage, long-term: Data is stored electronically, ensuring access easily when you need to check or for screening, compliance with laws and regulations labor.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM
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WHAT DO BUSINESSES GET WHEN DEPLOYING LAC VIET SUREHCS SOFTWARE?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
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CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
The recording timesheets daily not only the administrative procedure, which is also important platform to help businesses ensure transparency, fairness accuracy in hr management and payroll. Apply the correct method, combined with support tools such as software lacviet SureHCS HRM, businesses can automate processes, reduce errors, save time, improve the experience of employees. With respect to the organizations and enterprises are seeking information about how to record timesheets daily, the deployment of a standard procedure the same tool is the optimal step practical to increase the effective operational management.
