Free timesheet template, shift schedule template and absence report

Timesheet template: what is inside?

A timesheet (puantaj) is the monthly summary showing what each day was for each employee: worked, on leave, on sick note or absent. The template has the employee name and staff number, one cell for each of the 31 days and eight counter columns on the right. When you type a code into a day cell, the counters show how many days the employee worked, took weekly rest or leave, or was absent.

The timesheet is a SUMMARY; its basis is the clock-in/out record, which is kept separately. Type the codes in capitals as in the template.

Overtime hours go into a separate column by hand. Total overtime may not exceed 270 hours a year (art. 41); the total row at the bottom shows the month, and you track the year by adding up the months. Full method: how to prepare a timesheet; concepts: what is puantaj.

How does the shift schedule template work?

The shift schedule has two tables. In the upper one you define your shifts: code, start, end and break minutes. Net hours (end − start − break) are calculated automatically, including shifts that cross midnight. In the plan below, you enter a shift code for each employee and day, or WR (weekly rest), AL (annual leave), S (sick note).

• Weekly net hours — the sum of the net hours of the planned shifts.
• 45-hour warning — the row is flagged if the weekly total exceeds 45 hours. With working-time averaging a week may exceed 45 hours provided the weekly average stays within 45 hours and no day exceeds 11 hours (art. 63); in that case the warning means “check”.
• Weekly rest warning — the row is flagged if none of the seven days has WR. Employees get at least 24 hours of uninterrupted rest within each seven-day period (art. 46).

The sample shifts respect the statutory limits: the night shift runs 23:30–07:30 with a 30-minute break, 7.5 hours — night work may not exceed 7.5 hours (art. 69). The rest break depends on the length of work: 15 minutes up to 4 hours, 30 minutes up to 7.5 hours, 1 hour for longer work (art. 68). Details: how to create a shift schedule · night work rules.

Absence report: why each field is there

Turkish law does not prescribe a form for an absence report (devamsızlık tutanağı); its value lies in what it can prove in a dispute. Each field in the template answers a question: which day the employee did not come, whether anyone tried to reach them, what the missing clock-in record is based on, who witnessed it and what the employee explained on return.

• A separate report for each day: the art. 25/II-g thresholds (two consecutive working days, twice in a month on the working day after a holiday, three working days in a month) are documented day by day.
• The question of an excuse stays open: a justified reason such as illness prevents the absenteeism outcome. The report records the fact; it does not rule on it.
• The right to terminate must be used within six working days of learning of the absence (art. 26); waiting after drawing up the report may forfeit it.

Thresholds and deadlines in detail: absenteeism records guide.

Template or time & attendance system?

A template is enough for a small workplace with fixed shifts. As headcount and shift variety grow, a hand-filled table shows three weaknesses: the day code is written from someone’s memory rather than from a clock-in record; several versions of the same file circulate; and at month end overtime, leave balances and absences are added up separately.

In our workforce management system these tables are produced from the record: employees clock in and out by phone with location or QR, or with a PIN on a shared tablet at the door; the timesheet, overtime bands and leave balances are calculated daily with the same rules and exported. No biometrics. Details: workforce management software.

The templates are for information only and are not legal or payroll advice. A collective agreement or your employment contract may contain more favourable terms.