Free templateAdministration

Individual Staff Hours Log

A one-page hours log for a single employee: date, start time, lunch, finish time, regular and other hours for each day, with total hours, rate per hour and total pay at the bottom.

Format: Printable PDF · US Letter
Pages: 1 (12 daily rows)
Best for: Directors · payroll
Updated: Sept 2026

Download free template See what’s inside

No sign-up required. Print it and share it with your team — it’s free for any child care program to use.

Preview of the Individual Staff Hours Log

What’s inside

One employee’s hours and pay on a single sheet

Employee detailsLines for employee, supervisor, hourly rate and the start date of the first week.
Daily time columnsDate, start time, lunch time, lunch end and finish time — twelve rows, one per day worked.
Hours by categoryRegular hours, an ‘Other’ column for sick, vacation and holiday hours, a second blank ‘Other’ column, and total hours.
Totals at the bottomTotal hours, rate per hour and total pay for each hours column.

How to use it

Four steps to put it to work this week

1
Fill in the headerWrite the employee, supervisor, hourly rate and the start date of the first week before the first shift.
2
Log times dailyEnter start, lunch and finish times and the hours in each category on the day they are worked. Reconstructed timesheets are inaccurate and hard to defend.
3
Total the sheetAdd up each hours column, enter the rate per hour and work out total pay once the rows are full or the pay period ends.
4
Keep it with payroll recordsEmployment standards require you to retain hours records; file them where payroll can find them.

Tips from operators

What centers that use this well do differently

Learned the hard way across 3,000 child care spaces — and from the directors and educators who join our Lunch & Learns and Learning Labs.

Watch the small overtime

Fifteen minutes a day of unapproved overtime is six hours a month per educator. Set an auto clock-out rule.

Group by certification level monthly

If your province pays wage enhancements by level, note each educator’s level on their sheet; a monthly summary by level makes the claim much quicker.

Export, don’t retype

If staff clock in on a tablet, export the hours instead of copying them onto this sheet.

Do it digitally in ChildFriendly Pro

Staff files, hours and reviews that keep themselves current

ChildFriendly Pro keeps every educator’s certifications, clearances, PD hours, timecards and review notes in one HR file — with expiry alerts, ratio-aware scheduling and wage top-up hours grouped by level.