Free overtime tracker (Excel)
Track overtime hours separately from regular hours worked. Perfect for businesses that need visibility into additional hours without calculating pay rates. Hours only — no pay calculations.
Overtime tracker
Excel format (.xlsx)
No signup required. Works with Excel and Google Sheets.
What's in this template
A simple overtime tracking layout
Employee name
Full name of each staff member
Date
Date of overtime worked
Regular hours
Standard hours for the day
Overtime hours
Additional hours beyond regular
Total hours
Combined regular + overtime
Notes
Reason for overtime or approvals
How overtime is tracked
Separate columns for regular and overtime hours make it easy to see additional hours at a glance. Use Notes to record overtime reasons for approval tracking.
| Employee | Date | Regular | Overtime | Total | Notes |
|---|---|---|---|---|---|
| Sarah Jones | 20/01 | 8 | 2 | 10 | Stock take |
| James Smith | 20/01 | 8 | 0 | 8 | - |
| Sarah Jones | 21/01 | 8 | 3 | 11 | Sick cover |
How to use this template
Get started in four simple steps
Download
Get the Excel file and open it
Add employees
List your team members
Record overtime
Enter hours and reasons
Send to payroll
Export for payroll processing
Who uses this template
Ideal for businesses tracking additional hours
Hospitality
Track extra hours during busy periods
Retail stores
Monitor overtime during sales events
Small businesses
Keep overtime hours visible
Template disclaimer
This template tracks time and attendance only. It does not calculate wages, penalties, or entitlements. Overtime rates vary by award and agreement. For automated calculations and compliance support, use time and attendance software.
When spreadsheets stop working
Manual overtime tracking works for small teams. But as you grow, monitoring approvals, calculating rates, and supporting compliance becomes painful. For automatic overtime alerts and award-aware calculations, try time and attendance software.
Explore time & attendance softwareOvertime tracker FAQ
- No, this template tracks overtime hours only. It does not calculate pay rates, penalties, or multipliers. Overtime pay calculations depend on the applicable award or agreement and should be handled by your payroll system.
- Overtime definitions vary by award, enterprise agreement, and contract. Generally, hours over 38 per week or outside normal rostered hours may be overtime. Consult Fair Work or your HR advisor for your specific situation.
- Yes, use the Notes column to record why overtime was worked (e.g., "Stock take", "Sick cover", "Event"). This helps with approval tracking and budget monitoring.
- Tracking overtime separately makes it easier to monitor additional labour costs and ensure overtime is approved. This template helps you see overtime patterns across your team.
- You can track hours that may be taken as TOIL in the Notes column, but this template doesn't manage TOIL balances. For TOIL management, consider time and attendance software.
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Ready to track overtime?
Download the template now and start recording overtime hours.
Disclaimer
This template tracks time and attendance only. It does not calculate wages, penalties, or entitlements. RosterElf Pty Ltd accepts no liability for any loss arising from reliance on this template. For automated calculations and compliance support, use time and attendance software.