Official form guide
Form Weekly time and wages record template: Weekly time and wages record template
This is a template from the Fair Work Ombudsman for recording an employee's weekly time and wages. It helps employers track hours worked, overtime, leave, and payments like superannuation and deductions. Use it to meet record-keeping obligations under Australian workplace laws.
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Form Overview
Fair Work Ombudsman Form Weekly time and wages record template - Weekly time and wages record template
This is a template from the Fair Work Ombudsman for recording an employee's weekly time and wages. It helps employers track hours worked, overtime, leave, and payments like superannuation and deductions. Use it to meet record-keeping obligations under Australian workplace laws.
Risk Radar
Scan points- 1The most common mistake is not recording unpaid breaks correctly, which can lead to overpaying or underpaying employees.
- 2Not recording start and finish times accurately, leading to incorrect pay.
- 3Forgetting to deduct unpaid breaks from total hours.
- 4Mixing up overtime hours or not paying the correct overtime rate.
- 5Not keeping records for the full seven years required by law.
Plain English
This form is a simple way to keep track of what hours someone worked each week and what they got paid. You fill in the employee's details, the hours for each day, and then add up the pay including overtime, leave, and super. It's a handy record to have if there's ever a question about pay or hours.
Submission Date
- Filing date: There is no fixed deadline to submit this form. It's a record-keeping template, so you should fill it out each pay period and keep it for at least seven years as required by the Fair Work Act.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- Use this template to record an employee's weekly hours and pay details, including ordinary hours, overtime, leave, and allowances.
- It helps you meet record-keeping obligations under the Fair Work Act and can be used for full-time, part-time, or casual employees.
- The form includes sections for calculating gross pay, deductions, and superannuation, making it a complete pay record.
- Fields marked with an asterisk (*) are not required by the Fair Work Regulations 2009 but are recommended as best practice.
- Adapt the template if you pay fortnightly or monthly – the core fields remain the same.
Form selector
Use this form or another form?
Situation: Employee works irregular hours or overtime
Why: It captures daily start/finish times and overtime hours
✓ Check: Ensure all required fields are completed accurately.
Likely form: This weekly time and wages record
Situation: Employee is on a fixed salary with no overtime
Why: This template focuses on hourly tracking which may not be needed
✓ Check: Confirm your award or agreement requirements.
Likely form: A simpler pay record
Situation: You need to provide a payslip to an employee
Why: This record is for employer records, not for issuing payslips
✓ Check: Use the official payslip template that meets legal requirements.
Likely form: Separate payslip template from Fair Work Ombudsman
Situation: Employee takes leave (annual, personal, etc.)
Why: The form has a section for leave hours
✓ Check: Record leave accurately and keep supporting documents.
Likely form: This record with leave hours noted
Deadline or filing window
No specific deadline for this form, but you must keep it for at least seven years after the record is made. Update it each pay period.
Before you submit
- 1Complete all employer and employee details at the top of the form.
- 2Record the pay period start and end dates, and the actual pay date.
- 3Fill in daily start and finish times, including unpaid breaks, for each day worked.
- 4Calculate total ordinary hours, overtime hours, and any leave hours.
- 5Enter all applicable rates and calculate gross pay, deductions, and superannuation.
- 6Have the employee sign and date the declaration at the bottom.
- 7Keep a copy for your records – do not submit this form to the Fair Work Ombudsman unless requested.
How to file this form
- 1Enter the employer's name and the employee's name in the designated fields.
- 2Write the pay period start and end dates, and the actual pay date.
- 3For each day, record the start time, unpaid break times, restart time, and finish time.
- 4Calculate total hours for the week, separating ordinary hours, overtime, and leave.
- 5Fill in the rates for ordinary hours, overtime, allowances, and penalty rates as applicable.
- 6Calculate gross pay, then list deductions (tax, etc.) and superannuation contributions.
- 7Have the employee sign the declaration confirming the hours worked and pay received.
- 8Store the completed record securely for at least 7 years.
Known limitations
- 1This is a template, not a legal document, and may not cover all award-specific requirements.
- 2Fields marked with an asterisk (*) are optional under the Fair Work Regulations 2009 – they are best practice but not mandatory.
- 3The form is designed for weekly records; for fortnightly or monthly pay cycles you need to adapt the layout.
- 4It does not include detailed superannuation contribution calculations – only a field for the amount and fund details.
- 5The template does not automatically calculate totals; you must do the math yourself or use a spreadsheet.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
Almost done reviewing the fields?
Fillable formOpen in Editor->This is a current template from the Fair Work Ombudsman. It is a best practice record, not a mandatory form. Employers must keep accurate time and wage records under the Fair Work Act, but this specific layout is optional.
What changed or needs a fresh check
- Check that you have the latest version of the template from the Fair Work Ombudsman website.
- Verify that all fields relevant to your employee's situation are present and filled in.
- Ensure the pay period dates are correct and match your payroll cycle.
- Confirm that the employee declaration is signed and dated after the record is completed.
- Review that all calculations (hours, rates, totals) are accurate and consistent.
Quick Facts
Sources
- SRCForm fields: Employer’s name, Employee’s name, Pay period (start/end), Pay date
- SRCHours worked section: Start time, Break unpaid, Restart time, Finish time, Other times/breaks, Total hours
- SRCCalculation section: Ordinary hours, Overtime hours, Part-time loading, Casual loading, Other loading, Penalty rates, Monetary allowance/bonus, Leave hours
- SRCDeductions and superannuation: Taxation, Superannuation contribution, Other deductions, Super fund details, Period of contributions
- SRCDeclaration: Employee statement about hours and pay, signature and date
- SRCNote: Asterisk (*) fields are not a requirement under the Fair Work Regulations 2009confirmed from form text.
- SRCGeneral record-keeping obligations under the Fair Work Actnot explicitly in the form but implied by the template's purpose.
Common confusion points
People often confuse overtime hours with penalty rates – overtime is extra hours worked, penalty rates are higher pay for certain times (e.g., weekends).
The 'Break unpaid' field – you only record unpaid breaks, not paid rest breaks.
The declaration at the bottom must be signed by the employee – it is not just for the employer.
Fields with an asterisk (*) are not required by law, but leaving them blank may mean you miss important information.
The form asks for 'ordinary hours' – this may differ from the employee's contracted hours if they work overtime.
Superannuation is recorded as a dollar amount, but the form does not show how to calculate it – check the current super guarantee rate.
Source transparency
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