In hr management, timesheets, don't just stuff recorded hours of work of employees, but also the important basis to calculate the salary, bonus and performance ratings. A timesheet obviously, science will help the business avoid errors, save time, ensure transparency.
However, not HR also know how to do timesheets effective, especially when you need Excel application to manage data number of personnel. This article Lac Viet Computing will guide in detail how to do timesheets and easy to make, just meet the requirements of strict management, to help businesses optimize processes timesheets – payroll.
To get started, businesses can download now template timesheet standard to apply now for hr, from that save time, improve transparency, optimal management process hr.
1. Instructions on how to do timesheets on excel-standard details the most
Step 1: Determine the structure timesheets
Before embarking on creating tables on Excel, hr departments need to define the table format will be used. Common structures include:
- Horizontal: staff list (employee code, name, department).
- Vertical columns: the day of The month (from 1 to 31), plus the column the total number of public holidays, overtime, notes.
Determining the structure clear right from the start saves time edit time limit confusion when importing data.
For example, If the company applied the recording timesheets daily shift, need additional columns morning Shift, afternoon Shift, night Shift; but if by the hour, should have the column “Current on” and “Time out” for ease of calculation.
Step 2: Create and format tables on Excel
Open a new, enter a title, table, frame table with row/column as defined in step 1. Use features Merge & Center to gross umbrella title, format, font, bold, centered, help table easier to read.
Some notes to timesheet more professional:
- Use Conditional Formatting to automatically color the box with the symbol of stay (P – holiday lets, L – holidays, KL – leave without pay).
- Framing the entire panel and fixed header row so that when scrolling down still see the column name.
- Apply Data Validation to restrict entered the wrong sign timekeeping. For example: only allow to enter P, L, KL, or number of hours.
Step 3: application Excel formula to automatically calculate the
After having tables, important step is to set up the formula to Excel automatically calculates the total of overtime hours, or except holidays. A number of formula is often used:
- COUNTIF: Counts the number of days or vacation days, according to the sign. For example: =COUNTIF(B2:AF2,”P”) to count the number of vacation days.
- SUM: Calculates the total number of hours if you go by the hour.
- IF combined with VLOOKUP: identifying and classifying according to the rules of the company (for example, if overtime, holidays, generation of the 3 fold).
This helps to significantly reduce the computational time last month.
Step 4: set up formula calculate automatically
After you have a frame table and attendance data, the next step is to apply the formula to Excel auto calculation. For example:
- Calculates the number of days the reality: Use the function COUNTIF or SUMPRODUCT to count number of cells with the symbol of work (for example “X”) in January.
- Calculate overtime hours: Use the function SUM or IF combined to hours beyond the specified time.
- Calculate the overall conversion: With the ca to do a special (night shifts, holidays), apply the multiplier under the provisions of the business.
The set recipe not only save time but also reduce the risk of errors.
Step 5: Check verification data
Before using timesheets to payroll, the need for reference data to ensure accuracy. A number of steps to check often used:
- Compare attendance data with reports from the timekeeper or the application time management.
- Reviewing the special symbols such as vacation, sick leave, overtime, etc. to ensure have been recorded properly.
- Check the joints between the total number of days the number of days in months, avoid or network data.
This step is important because just a minor deviations in attendance can lead to labor disputes or affect the prestigious hr department.
Step 6: storage share timesheets
After finishing, timesheets need to be stored science and security. Can save the file according to the structure: Year → Month → parts.
- Data security: Use the feature to set a password for Excel file, or stored on the internal system has access rights division.
- Share flexibility: If you need to send for the leader or the related parts, can export to PDF to avoid editing unintended.
According to SHRM (society for Human resource Management United States), the storage data timekeeping a minimum of 3 years is required to serve for projectors, report, or internal audit.
Step 7: Apply the formula format for calculate automatically
After entering attendance data initially, this is when you set up the formula and format to timesheets becomes “smarter” than. For example, you can use COUNTIF to count the number of days to work full or SUM to calculate the total number of overtime hours. To calculate salary or allowances based on the industry, and can combine VLOOKUP or INDEX-MATCH to retrieve the unit price from a reference table.
Applying the formula not only helps save time but also reduce up to 90% risk of errors compared with the data entry manually, according to statistics from Microsoft about the effect of automation in Excel.
Besides, conditional formatting (Conditional Formatting) will helps you easily recognize holidays, public, teen or input errors. This is especially useful when managing a number of personnel, to avoid the omission of information.
Step 8: storage, security and sharing timesheets
After the sheet was complete, businesses need to have a strategy, storage, and data security. Please name the file according to the conventions clearly (for example: “Bang_cham_cong_T7_2025.xlsx”), save in folder general manager or on the platform cloud storage such as OneDrive, Google Drive.
The access rights are also very important: employees should only be viewing the data of his division, while hr or accounting has the right to edit in order to ensure transparency, but still protecting sensitive information about wages.
In addition, enterprises should set up backup schedules periodically to avoid data loss due to system error or unplanned incidents.
2. Download now template timesheet standard for business
To the personnel management becomes simple, accurate business should apply the template timesheet standard. The table has been designed to fit the many forms of work, easy to use help hr department save time and reduce errors.
The template timesheet popular
- Timesheet shift: Record the time in and time out for each work shift, in accordance with business there are many different shifts during the day.
- Timesheet hourly: suitable for employees to work flexible hours exactly every minute.
- Timesheet overtime: Recorded overtime hours, official service, payroll, bonus, OT.
- Timesheets vacation: track vacation days, sick leave, holidays of staff, ensure transparency, compliance with labor laws.
Download full the type of timesheet popular in business at articles “ 10+ Sample timesheet excel file/word 2025 free, easy to use”
3. Note when design timesheets on excel
3.1 Compliance with laws and regulations labor
When designing timesheets, businesses need to ensure all the information is recorded in accordance with The Labour law 2019. This includes: standard office hours, overtime hours, vacation days, holidays, the rights of workers.
For example, according to the law, an employee is not working more than 48 hours/week in terms of normal and overtime hours must be recorded specific to payroll in accordance with the regulations. This compliance helps businesses avoid the risk of legal disputes about wages, welfare, and build environments work transparently, fair.
3.2 principles of management of data, accuracy, transparency
Attendance data is the foundation to calculate salaries, bonuses, reviews the work efficiency. So, businesses need to adhere to the principle:
- Cross-check information: Verify hours in/out, overtime and leave to each employee.
- Limit fraud: Use of control measures, for example, electronic signature, fingerprint time attendance or QR code.
- Storage security: attendance Data need to be stored systematically, easy to access when you need security as prescribed.
3.3 combining software personnel management to optimize
The use of software personnel management as LV SureHCS bring more practical benefits for business:
- Automated attendance: Employees can timekeeping in many forms: fingerprint, QR code, mobile app, check and record the working hours exactly.
- Salary calculator fast accurate: the System automatically aggregate data from timesheets to payroll, minimize errors compared to calculate on Excel.
- Analysis report: report aggregated by department, staff, shift; support management decision-making efficiency.
Actual value:
- Save 30-50% of the time compared to traditional methods.
- Ensure transparency, compliance with labor laws.
- Help hr focus on the strategic mission over.
4. Application software hr LV SureHCS to optimal timesheets
To manage timesheets in a professional, accurate, saving time, many businesses have chosen LV SureHCS – solution management, the comprehensive. The software supports not only creating and storing timesheets in many forms (according to the ca, hourly, overtime, vacation) but also automatically aggregated data, calculate the production report quickly.
Benefits when using LV SureHCS:
- Automated attendance: Employees can go through many forms such as fingerprint, QR code, mobile app help reduce errors compared to recorded or Excel.
- Integrated payroll smart: Data from timesheets is automatic system synthesis, support wages, bonuses, overtime, reduced by 40-50% processor time compared to traditional methods.
- Report effectiveness analysis: software export aggregated reports by employee, department or work shifts, helping managers make decisions, hr accurate.
- Transparency compliance with laws: All data is stored securely, easy inspection and ensure compliance with the regulations on labour and insurance.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
LV SureHCS is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
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INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL
Vietnam has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
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BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?
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- 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
Free trial LV SureHCS now to start managing timesheets transparency, efficiency and save time
Mastering how to make timesheet not only help the hr department reduced pressure processed data, monthly data, but also bring long-term benefits for the business and staff management and cost. When combined timesheets standard with tools such as Excel or software personnel managementbusinesses will be more active in control hours, limit errors increase transparency in pay. If the business wants to upgrade from timesheets manual to automation solutions, the application management software, attendance – payroll will be step strategies to help save you 30-50% on the processing time, improve operational efficiency.
