How to Automate a Weekly Timesheet in Excel

Overview

This guide demonstrates the process of automating a weekly timesheet in Excel. Learn to auto-populate dates, calculate regular and overtime hours, and format for correct timekeeping. Additional resources and templates are available for download.

Steps to Automate a Weekly Timesheet

1. Auto-Populate Dates and Pay Period:

   • Enter the pay period start date in a designated cell (e.g., G3).
   • Use a formula to auto-calculate the end date by adding six days to the start date.
   • Format cells as dates to avoid number display.

2. Date and Day of the Week Automation:

   • Use a formula (=TEXT(cell, "dddd")) to populate the day of the week automatically.
   • Change the pay period start date to see instant updates on the timesheet.

3. Time Entry Formatting:

   • Format time entry cells to custom (hh:mm AM/PM) for accuracy.
   • Ensure users enter time in the correct format for accurate calculations.

4. Calculating Total and Overtime Hours:

   • Subtract time in from time out, minus break time, and multiply by 24 to calculate total daily hours.
   • Use formulas to determine regular hours (up to 40) and overtime hours (hours over 40).

5. Pay Calculation:

   • Enter the base pay rate and use formulas to calculate regular and overtime pay.
   • The overtime rate of pay is set at 1.5 times the regular rate, adjustable if needed.

6. Printing and Page Setup:

   • Set printing layout to fit one page wide and tall for easy printing or saving as PDF.

7. Creating Multiple Weeks:

   • Duplicate the weekly timesheet tab for multiple weeks by right-clicking and selecting "Move or Copy."
   • Optionally, use VBA to create tabs for 52 weeks automatically.

8. Using VBA for Automation:

   • Insert a VBA module to automate the creation of weekly tabs.
   • Save the workbook as a macro-enabled file to execute the macro.

Conclusion

This process allows you to manage employee timesheets more efficiently with automated formulas and VBA code.