How should times be entered?

Use a consistent format (MM/DD/YYYY for dates; hh:mm or decimal hours for time). Consistency prevents rounding disputes and simplifies automatic calculations during payroll processing.

Can the report be e-signed?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Who must approve entries?

A direct supervisor or designated approver should validate entries to confirm work was performed as described; approval requirements should be documented in company policy.

What if a time entry is wrong?

Establish a correction workflow: submit an amended report, include rationale, and obtain manager approval before payroll cutoff to avoid incorrect payments.

How long must reports be kept?

Retain records per applicable law: at least three years for tax purposes (IRC §6501(a)); healthcare records six years under HIPAA (45 CFR §164.530(j)); consult state rules for extensions.

Are notarization or witnesses required?

Not typically for internal activity reports. Notarization or witness requirements apply in limited legal contexts; verify only if a contractual or statutory rule specifically demands it.

Electronic Signature
Templates
Miscellaneous
Activity Tracking Report

Activity Tracking Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

ACTIVITY TRACKING REPORT

Identification

Client Name: Project Name:

Reporting Period Start: End:

Recitals

WHEREAS, Client Name: desires regular activity monitoring and reporting for the Project identified above; and

WHEREAS, Service Provider Name: will perform and document the tasks, time expended, and resources used in accordance with the Scope of Work and Payment Terms set forth herein.

WHEREAS, the parties intend for this Activity Tracking Report to constitute an attachment to, and to be governed by, any controlling Service Agreement between the parties and to provide an auditable record of performed activities for invoicing and compliance.

Scope of Work

Detailed description of scope covered by this report

Activity Log

Record each discrete activity performed during the reporting period. Include time, duration, description, resources, and whether activity is billable.

Activity 1

Date: Start: End: Duration (hrs):

Description

Location: Resources:

Billable: Hourly Rate: $ Amount: $

Activity 2

Date: Start: End: Duration (hrs):

Description

Location: Resources:

Billable: Hourly Rate: $ Amount: $

Activity 3

Date: Start: End: Duration (hrs):

Description

Location: Resources:

Billable: Hourly Rate: $ Amount: $

Summary of Hours & Charges

Total Billable Hours: Total Non-Billable Hours: Total Amount Due: $

Payment Terms

Contract Amount (if applicable) Payment Schedule / Invoicing

Late Fee: Payment Terms: Net days from invoice receipt.

Term and Termination

Effective Start Date: Term End Date (if applicable):

Either party may terminate this report’s applicability to ongoing services by providing written notice to the other party at least prior to the intended termination date. Termination does not relieve either party of obligations incurred prior to the effective termination date.

Confidentiality

Each party acknowledges that activity reports, time entries, technical descriptions, and any supporting documentation may contain Confidential Information. The receiving party shall (a) hold Confidential Information in strict confidence; (b) use Confidential Information solely for purposes of performance, invoicing, dispute resolution and related business functions; and (c) not disclose Confidential Information to any third party except to employees, subcontractors or advisors who have a need to know and who are bound by confidentiality obligations no less protective than those herein. Confidential obligations shall survive termination of services for a period of three (3) years, unless a longer period is required by applicable law.

Governing Law

This Activity Tracking Report and any dispute arising out of or related to it shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

Entire Agreement

This Activity Tracking Report, together with any Master Service Agreement or ordering document executed by the parties, constitutes the entire agreement with respect to the subject matter herein and supersedes all prior agreements, understandings and communications regarding activity reporting and related invoicing. Any amendment to this Report must be in writing and signed by authorized representatives of both parties.

Certification

By checking the box and signing below, the signer certifies that all entries contained in this Activity Tracking Report are true, complete, and were performed as described. The signer further certifies that any hours marked billable conform to the applicable engagement terms and that supporting documentation will be provided upon request.

I certify the accuracy of the activities recorded in this report.

Company:

By:

Date:

Service Provider:

By:

Date:

What an Activity Tracking Report Is and when it’s used

An Activity Tracking Report is a structured record that documents who performed work, what tasks were completed, when they occurred, and how long each task took. It collects identifiers (employee or contractor), dates, start and end times, task descriptions, project or cost codes, and approver information. Organizations use these reports for payroll reconciliation, client invoicing, project management, regulatory audits, and internal controls. The report may be maintained as a paper record or as an electronic record with authentication, an audit trail, and retention controls to support legal and operational requirements.

Why maintaining clear Activity Tracking Reports matters

A well-structured Activity Tracking Report reduces payroll errors, supports accurate client billing, and creates an auditable record for compliance and dispute resolution. Clear tracking helps managers assess productivity and supports statutory retention obligations.

Typical users and stakeholders for Activity Tracking Reports

Different teams rely on activity records for related but distinct purposes; below are common user groups and their priorities.

Project managers tracking deliverables, timelines, and client billable hours for invoicing and resource planning.
Payroll and HR teams reconciling time entries, validating overtime, and maintaining employment records for audits.
Finance or billing teams extracting task-level effort to create client invoices and internal cost allocations.

Match the report layout and fields to the needs of primary users to avoid rework and inefficiency during processing.

Representative signers and approvers

HR Manager

HR managers review and certify recorded hours, ensure entries meet company policy, and retain signed reports for payroll audits and compliance purposes. They typically verify employee identity and approval before payroll processing to prevent overtime or tax issues.

Project Lead

Project leads confirm that activity descriptions and project codes match assigned work, approve billable hours for client invoicing, and escalate discrepancies. Their approval links individual tasks to project budgets and milestones for accurate financial tracking.

Essential fields an Activity Tracking Report should contain

Employee Name: Full legal name

Date: MM/DD/YYYY

Activity Type: Task or work category

Time Range: Start and end times

Project Code: Billing or cost code

Approver: Name and signature

Step-by-step: completing an Activity Tracking Report

Follow these four core steps to complete and approve the Activity Tracking Report accurately and consistently.

01

Record identity: Enter full legal name and employee ID.
02

Log date/time: Use MM/DD/YYYY; include start and end times.
03

Describe activity: Provide concise task details and project code.
04

Approve: Manager signs and dates to validate hours.

Configuring an online Activity Tracking Report workflow

Key configuration settings help automate approvals, calculations, and data export for payroll or billing systems.

Field	Configuration
Auto-calc hours	Enable to compute totals from start/end times
Conditional fields	Show project code only for billable tasks
Signature order	Require employee then manager approval sequentially
Notifications	Email reminders for missing or unapproved reports

Where to send or file completed reports

Route each completed Activity Tracking Report to the appropriate internal systems and stakeholders to support payroll and invoicing.

Payroll: Submit verified hours for payment processing
Billing: Export billable entries for client invoicing
Project Archive: Attach reports to project records for audits
HR Records: Store signed copies for employment audits

Distribution channels and technical delivery options

Decide whether to share reports via internal systems, email, or a secure eSignature platform based on sensitivity and workflow.

Email: Internal distribution of PDFs
HRIS / Payroll: Direct integration for automated import
eSignature platform: Signed record with audit trail

Common timelines and processing expectations

Establish clear submission windows and processing cutoffs to align activity reports with payroll cycles and client billing schedules.

Submission frequency:

Daily or weekly entries as company policy

Payroll cutoff:

Follow payroll team’s cutoff each pay period

Billing cycle:

Consolidate billable hours before invoice run

Correction window:

Allow 5–10 business days for adjustments

Audit readiness:

Provide copies within regulator timelines

Common mistakes to avoid when preparing reports

Missing or inconsistent dates that create ambiguous pay periods and delay payroll reconciliation.
Incorrect project codes that result in misbilled client invoices and require manual reallocations.
Rounding or time-entry errors that inflate or underreport hours and lead to payroll disputes.
Lack of an approval signature or audit trail, which complicates audits and weakens internal controls.

Consequences of inaccurate or incomplete Activity Tracking Reports

Payroll errors: Overpayments or underpayments

Billing disputes: Client chargebacks or credits

Audit findings: Regulatory penalties possible

I-9 impact: Employment verification issues

Tax exposure: Incorrect reporting

Data risk: Unauthorized access consequences

eSignature vendor pricing and capability comparison for Activity Tracking Reports

Compare common pricing and capabilities when selecting an eSignature provider to digitize and sign Activity Tracking Reports; signNow appears first for comparison consistency.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key elements to include for a professional Activity Tracking Report

A complete report combines identity, timestamps, task descriptions, cost allocation, approvals, and an auditable signature record to support payroll, billing, and compliance workflows.

Identification

Employee legal name, ID, and contact details to match HR records and tax reporting.

Time Details

Dates, start and end times, breaks, and computed totals for payroll accuracy and overtime calculations.

Activity Description

Concise task description, deliverable reference, and client or project code for billing.

Cost Allocation

Project or general ledger code to assign labor costs to client or internal accounts.

Approvals

Manager signature, date, and role to validate entries and establish responsibility.

Audit Trail

Signed record or eSignature certificate showing timestamps, IP, and action log for disputes.

Frequently asked questions and troubleshooting

Answers to common questions about completing, signing, submitting, and retaining Activity Tracking Reports in a compliant manner.

Need help? Contact support

How should times be entered?
Use a consistent format (MM/DD/YYYY for dates; hh:mm or decimal hours for time). Consistency prevents rounding disputes and simplifies automatic calculations during payroll processing.
Can the report be e-signed?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Who must approve entries?
A direct supervisor or designated approver should validate entries to confirm work was performed as described; approval requirements should be documented in company policy.
What if a time entry is wrong?
Establish a correction workflow: submit an amended report, include rationale, and obtain manager approval before payroll cutoff to avoid incorrect payments.
How long must reports be kept?
Retain records per applicable law: at least three years for tax purposes (IRC §6501(a)); healthcare records six years under HIPAA (45 CFR §164.530(j)); consult state rules for extensions.
Are notarization or witnesses required?
Not typically for internal activity reports. Notarization or witness requirements apply in limited legal contexts; verify only if a contractual or statutory rule specifically demands it.

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