Part-Time Job Hours and Pay Log

Who this is for

Every shift worked, and what it should pay. Hours come from start, finish and break, pay from the hourly rate you enter, and a payslip table sets each payslip against what your own log says, so a missing shift shows up.

Students working part-time alongside a course who want to check their payslips and keep their weekly hours within a limit they, their visa or their course have set.

What this helps you track

• Hours worked on each shift, less unpaid breaks
• Pay per shift at your own hourly rate, plus tips
• Hours in any week you choose, against your own weekly limit
• Each payslip set against the hours and pay in your log
• Which shifts have been paid and which are still to come

How to use it

1. Write the employer, your role, your hourly rate from your contract, your pay day and the weekly hours limit you are keeping to.
2. After each shift, log the date, start and finish in 24-hour decimal hours (17.5 is half past five) and any unpaid break in hours.
3. Hours and pay are worked out in the browser and the workbook; on paper, take the break off the shift length and multiply by your rate.
4. Set the week starting date to see that week's hours against your limit in the summary.
5. When a payslip arrives, copy its hours and gross pay into the payslip table with the totals from your log, then tick the shifts it covered as paid.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why decimal hours rather than clock times?

So the sheet can subtract them: 9.25 is quarter past nine and 17.75 is quarter to six. For a shift that runs past midnight, add 24 to the finish time, so a finish at 1am is written as 25.

Where does the weekly hours limit come from?

From you. It might be a condition of your visa, a rule of your course or simply what you can manage alongside study. The sheet sets no limit; check the rules that apply to you and enter the figure yourself.

What if my rate changes, or weekends pay more?

Start a new sheet from the date a new rate begins, so earlier shifts stay at the old rate. For a different weekend rate, keep weekend shifts on a second copy with that rate in the header.

Does it work out tax or deductions?

No. It works out gross pay from your hours and rate. Compare that with the gross figure on your payslip; deductions depend on your circumstances and the rules where you are, so they are not calculated here.