What is a timesheet and why do you need one?
A timesheet is a document that records each employee's arrival and departure times, day by day. It forms the legal basis for calculating pay (regular hours + overtime), proving attendance in case of disputes, and complying with labor inspection requirements.
In West Africa, employers are legally required to maintain an attendance register (Senegalese, Ivorian, Beninese, and Togolese labor codes). A properly maintained timesheet, even in Excel, is valid proof. A time tracking solution like Weplanify produces this register automatically, without manual entry.
Building an Excel timesheet with 5 essential columns
The minimum structure for an effective Excel timesheet:
- Date: DD/MM/YYYY format for each row
- Arrival time: HH:MM format (make sure the cell is formatted as "Time" in Excel)
- Departure time: same format
- Duration: formula =(Departure_time - Arrival_time) * 24 to get decimal hours. If you have a break, subtract its duration: =(Departure_time - Arrival_time - Break_duration) * 24
- Overtime: formula =MAX(0; Duration - 8) to isolate hours beyond 8h per day
Add a monthly total row with =SUM() on the Duration column, and a gross salary calculation formula if you handle payroll directly from this file.
Construction site timesheet: specific requirements
On a construction site, the timesheet must handle additional constraints:
- Multiple teams and trades: masons, electricians, plumbers, equipment operators — each with their own hourly rate and bonuses
- Bad weather and site stoppages: columns for hours not worked due to weather or technical issues, which may qualify for compensation
- Travel time: depending on construction collective agreements, travel time between the depot and site may be counted
- Site bonuses: dirt allowance, dust allowance, tool allowance — to be columned separately for payroll
- Employee signature: on paper or digitally to validate each workday
For BTP sites with digital time tracking, Weplanify's GPS geolocation confirms the worker is physically on site before validating the clock-in — particularly useful for geographically dispersed sites.
Classic mistakes on Excel timesheets
These mistakes are common and can be costly in the event of an audit or dispute:
- Incorrect time format: entering 8h30 instead of 08:30 or 8.5 — Excel interprets them differently and calculations are wrong
- Forgetting the break: not deducting the lunch break artificially inflates hours and generates false overtime
- No night/day/holiday distinction: all hours counted at the same rate, which is legally incorrect and potentially costly if miscalculated
- Unsigned/unvalidated file: a timesheet without a signature or managerial validation can be challenged in labor disputes
- Insufficient retention: law generally requires attendance records to be kept 5 years — an accidentally deleted Excel file no longer exists
FAQ — Excel Timesheet
Can an Excel timesheet be used as legal evidence in Senegal?
Yes, provided it is complete (date, times, employee name), durably retained, and validated (manager or employee signature). However, in case of a dispute, a digital register with automatic timestamps (like the one Weplanify produces) is harder to challenge than an Excel file that could have been modified.
How long should timesheets be kept?
The Senegalese Labor Code requires keeping attendance records for at least 5 years. In Côte d'Ivoire, Benin, and Togo, the minimum period is also 5 years. With time tracking software, archiving is automatic and securely stored in the cloud.
How do I get an electronic signature on a timesheet?
Several options: use Adobe Acrobat Sign, DocuSign, or a simple Google Form with a digital signature. Weplanify directly integrates digital validation of time entries by both the employee and manager, without any additional document.
Can an Excel timesheet handle night work?
Yes, but manually. You need to create a 'Night Hours' column with a formula that isolates hours worked between 9pm and 5am (or per your collective agreement's definition) and apply the corresponding premium rate. Doable but a frequent source of errors.
Switch to digital time tracking with Weplanify
Weplanify replaces the Excel sheet with automatic time tracking (QR code, NFC, GPS) with instant calculation of regular, overtime, and night hours. 14 days free — Request a demo.