Structured Fields
Clear fields for employee ID, dates, hours, break times, project codes, and pay types reduce ambiguity and support automated processing and reporting.
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Aris Solutions Electronic Timesheet
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What the Aris Solutions Electronic Timesheet Is
Why an Electronic Timesheet Matters for Payroll and Billing
An electronic timesheet reduces manual errors, improves payroll accuracy, and creates a single, auditable record for labor costs. It streamlines approvals, supports regulatory retention requirements, and enables faster billing and reconciliation without requiring in-person signatures or physical storage.
Who Typically Completes and Uses This Timesheet
Typical users include payroll administrators, supervisors, and employees who record and approve hours in corporate, public, and contractor settings.
- Payroll administrators responsible for processing wages and maintaining audit-ready records.
- Field or hourly employees logging start/stop times, breaks, and project codes daily.
- Project managers and billing specialists approving hours for client invoices and cost allocation.
Step-by-Step: Complete and Submit an Electronic Timesheet
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01Prepare Entry: Enter date, hours, job code, and notes clearly.
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02Attach Evidence: Upload timecards, GPS logs, or shift reports when required.
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03Approve: Supervisor reviews and applies digital signature or approval code.
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04Submit: Send to payroll queue and retain confirmation with audit trail.
How the eSubmission Workflow Operates
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Upload: Add the completed timesheet template as a PDF or DOCX.
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Place Fields: Insert name, dates, hours, and signature fields where required.
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Authenticate: Choose authentication level: email, SMS code, or KBA.
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Store: Save signed record with audit trail and version history.
Typical Workflow Settings to Configure
| Configuration Field Name and Purpose | Configuration |
|---|---|
| Document signing order and routing | Sequential or parallel signer order |
| Authentication methods and strength settings | Email, SMS, or KBA per risk profile |
| Retention period and access control settings | Set archive retention period and access controls |
| Payroll integration and field mapping rules | Map fields to payroll/ERP for automatic import |
Platform, Integration, and Format Considerations
Ensure the platform integrates with your HRIS and storage solutions, supports required document formats, and meets authentication needs for payroll records.
- Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
- Supported Formats: PDF, DOCX, XLSX export and import
- Authentication Options: Email, SMS, KBA, SSO
Key Components of a Professional Electronic Timesheet
Validation Rules
Validation checks include overlapping-shift detection, maximum daily and weekly hour caps, mandatory code selection, and numeric format enforcement; these stop incorrect totals and improve payroll accuracy at intake.
Approval Routing
Configurable multi-level approvals and condition-based routing ensure supervisors or project leads review entries before payroll runs, with timestamps and approver comments recorded.
Audit Trail
Comprehensive audit logs capture signer identity, IP address, timestamps, and field-level edits, preserving a tamper-evident history for compliance, payroll audits, and dispute resolution.
Export Options
Export signed timesheets to CSV, Excel, or PDF/A for archival; include metadata for import into payroll systems or delivery with client invoices, preserving audit details.
Third-party Integrations
Connect to payroll, ERP, and project-management systems to sync hours, automate cost allocation, and reduce duplicate data entry, improving payroll cycle time and billing accuracy.
Supporting Documents and File Handling
Template Library
Standardized templates reduce onboarding time and ensure required fields are present for every pay period, aiding consistent data capture across teams and locations.
Attachments
Attach supporting evidence such as timecard scans, GPS logs, or job reports to substantiate hours worked; this strengthens audit defense and client billing records.
Version Control
Maintain full version history showing who edited entries and when; version control simplifies reconciliation, supports internal audits, and allows rolling back to prior states when needed.
Secure Export
Produce tamper-evident PDF/A or digitally signed export files with embedded audit metadata to meet archival and regulatory requirements for payroll records.
Best Practices to Reduce Errors and Speed Processing
Enforce single-source official time entry
Require employees to use the official electronic timesheet rather than emailed spreadsheets. A single source reduces transcription errors, simplifies reconciliations, and establishes a clear record for audits and regulator inquiries.
Standardize rounding and decimal-entry rules
Define and publish rounding policies (for example, nearest six minutes) and decimal entry conventions. Consistent rules prevent disputes, ensure uniform overtime calculations, and simplify automated payroll math.
Document exception, correction, and approval workflow
Create a written process for correcting timesheet errors, including required evidence, approver levels, and edit logging. Capture who authorized the change, why it occurred, and attach supporting documentation.
Schedule regular internal audits and reconciliations
Perform periodic reconciliations between scheduled hours, payroll outputs, and job costs. Use automated reports to flag anomalies and resolve exceptions before payroll processing to avoid costly retroactive adjustments.
Key Processing Dates and Cutoffs
Pay Period Close Date:
Day when all employee entries must be submitted.
Supervisor Approval Cutoff:
Final approval deadline before payroll run.
Payroll Submission to Processor:
Date payroll files must be transmitted to bank or processor.
Tax Reporting Deadlines:
Quarterly and annual filing dates for payroll taxes.
Record Retention Start Date:
Date from which statutory retention periods are measured.
Common Risks and Legal Consequences
Incorrect Hours:
Payroll mispayments and disputes
Missing Approvals:
Questioned authenticity; audit exposure
Late Submission:
Payroll fines or late fees
Tax Reporting Errors:
Penalties under IRC §6721
I-9 Noncompliance:
Violations per 8 CFR §274a.2
HIPAA Exposure:
BAA required; 45 CFR §164.530(j)
eSignature Pricing and Feature Comparison
| 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, no credit card | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Practical Examples of Electronic Timesheet Use
Small Business Payroll
A property management firm centralizes hourly data from multiple sites into a single electronic timesheet system
- Reduced payroll processing time by consolidating entries and approvals
- By consolidating submissions and using electronic approvals, the firm eliminated manual data entry, reduced errors, shortened payroll cycle time, and maintained a searchable audit trail for tenant billing and labor disputes.
Construction Contract Compliance
A general contractor adds certified payroll fields and project codes to each timesheet to meet public works reporting
- Faster certified payroll preparation and fewer disputes
- The contractor captured project-level hours, linked wage classifications, and automated certified payroll exports, simplifying compliance with prevailing wage requirements and client audits.
Frequently Asked Questions and Troubleshooting
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How do I correct submitted hours?
Create a clear correction entry that documents the original entry, reason for change, and supporting evidence. Require supervisor approval for edits and preserve the prior version in the audit trail so auditors can trace the sequence of changes.
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Is an electronic signature legally valid?
Yes in most contexts under the ESIGN Act (15 U.S.C. ch. 96) and UETA; validity requires intent, consent, attribution, and retrievability. Note exceptions such as wills and certain court filings where e-signatures may not be accepted.
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When should I retain timesheets and for how long?
Follow federal minima—retain payroll records at least 3 years per IRC §6501(a) and FLSA rules (29 CFR §516.5). Industry or state rules may require longer retention; align your archive policies accordingly.
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Do timesheets ever require notarization or witnesses?
Not typically for payroll. Notarization or witnesses are rarely required for ordinary timesheets; certain contract or grant contexts may demand additional attestations—verify contract language or legal requirements before adding notarization.
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What signer authentication should we use?
Choose authentication proportionate to risk: email link for low risk, SMS or KBA for moderate risk, and multi-factor or advanced signer authentication for high-value or regulatory workflows. Platform tiers often determine available methods.
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How do I integrate timesheets with payroll systems?
Map timesheet fields to payroll/ERP targets, test end-to-end imports on a subset of payroll data, and validate totals before production. Maintain field-level mapping documentation and rollback procedures in case of mismatches.
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