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.

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.

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.

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.

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.

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.

Electronic Signature
Templates
HR
Aris Solutions Electronic Timesheet

Aris Solutions Electronic Timesheet

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

ARIS Solutions Electronic Timesheet Submission Registration Form

Name: * Required (Please print clearly)

E-mail Address: * Required (Please print clearly)

Telephone Number:

I am registering as an Employer Last 4 digits of Social Security # * Required

I am registering as an Employee My Employer’s name is: * Required

Please Check To Indicate If You Are An Employer Or An Employee, Above ↑ (* Required)

Both Employer and Employee Must Be Registered Separately With Individual E-Mail Addresses In Order To Utilize The On-Line Timesheet Submission Portal.

The employer and the employee must have different e-mail addresses.

I understand that by enrolling in ARIS Solutions’ electronic timesheet submission process that I am also agreeing to the following:

• I am aware that ARIS Solutions is a mandated reporter of suspected fraud to the State of Vermont, Department of Health Access and the Medicaid fraud unit of the Vermont Office of the Attorney General. ARIS Solutions automatically refers all suspected cases of Medicaid fraud to the Office of the Attorney General.

• I will not give my User Name or Password to any other individual.

• I agree to notify ARIS Solutions immediately should my e-mail address change or if I am no longer an employee.

• I understand that both employer and employee must have their own email address. Employers and employees may not share an email address.

Employers agree:

• As an employer I agree to submit only for services which my employee has provided. I understand that submitting for any hours or services not provided is considered Medicaid fraud.

• I will only be able to use the Electronic Timesheet Submission system with employees who have enrolled in this system listing me as their employer.

Employees agree:

• I agree to submit only for hours of service I have actually provided. I understand that submitting for any hours or services not provided is considered Medicaid fraud.

• I must register to use the Electronic Timesheet Submission with each employer who has listed me as their employee.

* Required

Date

* Required

For internal ARIS Solutions use, only.

Employer ID#:

Password:

Date Entered

ARIS Solutions ~ PO Box 4409 ~ White River Jct. ~ VT ~ 05001

E-mail ~ aristime@arissolutions.org Fax ~ 1-888-604-0361 Tel. ~ 1-800-798-1658

Electronic Timesheet Submission Information

Employers and employees may choose to submit timesheets electronically through the ARIS Solutions web site.

Both Employer and Employee Must Be Registered Separately In Order To Utilize The On-Line Timesheet Submission Portal.

Take the following steps if you want to register to submit the electronic timesheets:

1. Complete the employer/employee registration form (on the back of this notice). Separate forms are required for each employer and employee. Separate E-Mail addresses are required for the employer and employee.

2. Mail, fax or e-mail the signed registration form to ARIS Solutions

3. The registration form must have your signature on it in order for us to complete registration for you.

4. ARIS Solutions staff will complete your registration for the electronic timesheets. You will receive confirmation of your registration along with your user name and password and electronic timesheet handbook by e-mail.

5. Once you have received confirmation of registration, you may begin to use the Electronic Timesheet system. (Electronic timesheets cannot be used for the first payroll for newly hired employees. Employees may access electronic timesheets following receipt of their first paycheck).

6. To use the system go to our web site, www.arissolutions.org to log in to the Electronic Timesheet Portal.

7. Follow the instructions in the Electronic Timesheet Handbook to enter and approve timesheets.

8. Employees can enter timesheets, only. Only employers can approve and submit timesheets to ARIS Solutions.

9. Employees must submit a new registration for each employer worked for.

10. Electronic timesheets must be approved and submitted by the employer no later than noon on Monday of the pay week. Timesheets submitted later than noon of the pay week will be paid on the next regularly scheduled pay date, in two weeks.

Fax: 1-888-604-0361 E-mail: aristime@arissolutions.org

ARIS Solutions – PO Box 4409- White River Junction, VT 05001

What the Aris Solutions Electronic Timesheet Is

The Aris Solutions Electronic Timesheet is a standardized digital record used to capture employee work hours, job codes, project allocations, and labor charges for payroll and billing. It replaces paper timesheets with an electronic form that preserves timestamps, version history, and signer attribution. Designed for integration with payroll and project-management systems, the form supports recurring entries, overtime calculations, and fields for approvals or corrections. When combined with compliant e-signature and secure storage, an electronic timesheet serves as an auditable employment record for payroll, tax reporting, and contract billing purposes.

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.

Administrators, HR, and accounting teams rely on consolidated electronic timesheets to reconcile payroll, meet audits, and track labor across projects.

Step-by-Step: Complete and Submit an Electronic Timesheet

Follow these sequential steps to complete, approve, and submit the Aris Solutions Electronic Timesheet for payroll and billing.

01

Prepare Entry: Enter date, hours, job code, and notes clearly.
02

Attach Evidence: Upload timecards, GPS logs, or shift reports when required.
03

Approve: Supervisor reviews and applies digital signature or approval code.
04

Submit: Send to payroll queue and retain confirmation with audit trail.

How the eSubmission Workflow Operates

A simplified workflow shows document upload, field placement, signer routing, and secure storage for automated timesheet capture and electronic submission.

Upload: Add the completed timesheet template as a PDF or DOCX.
Place Fields: Insert name, dates, hours, and signature fields where required.
Authenticate: Choose authentication level: email, SMS code, or KBA.
Store: Save signed record with audit trail and version history.

Typical Workflow Settings to Configure

Configure the digital workflow to match payroll cycles, approval chains, and required authentication to ensure compliant eSubmission and downstream system integration.

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

A professional Aris Solutions Electronic Timesheet includes structured fields, validation rules, approval routing, audit trail, export options, and integrations for payroll and project accounting.

Structured Fields

Clear fields for employee ID, dates, hours, break times, project codes, and pay types reduce ambiguity and support automated processing and reporting.

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

Supporting documents and formats help standardize submissions: templates, attachments, version control, and secure exports allow consistent recordkeeping across teams and systems.

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

Adopt consistent procedures for time capture, approvals, and corrections to reduce rework and ensure payroll compliance across locations and pay cycles.

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

Key dates for timesheet processing include pay period close, supervisor approval cutoff, payroll submission, and tax reporting deadlines—align schedules to avoid late payments.

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

Comparison of common eSignature options and vendor pricing; signNow appears first to illustrate costs for timesheet eSubmission workflows.

	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

The following examples illustrate how organizations apply electronic timesheets to reduce processing time and improve auditability.

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

Answers to common questions about completing, submitting, and validating Aris Solutions Electronic Timesheets, including eSignature, authentication, and retention considerations.

Need help? Contact support

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.
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.
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.
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.
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.
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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