Can a timesheet be signed electronically

Yes. Under the ESIGN Act and state e-signature laws, an electronic signature can authenticate a timesheet provided intent, consent, attribution, and record retention requirements are met.

What if an employee makes an error

Correct the entry before payroll cutoff and have the employee re-sign; if post-payroll, document an adjustment and supervisor approval to maintain an audit trail for reconciliation.

Are notarization or witnesses usually required

Not for routine employee timesheets. Notarization or witness requirements are rare and typically tied to specific legal or contract obligations rather than standard payroll records.

How long must we keep signed timesheets

Follow IRS and labor retention rules: generally retain for at least three years, longer where industry or state law requires; retain healthcare-related records six years under HIPAA rules.

Can eSigned timesheets be admitted in audits

Yes if the eSign platform provides an audit trail with timestamp, signer attribution, and tamper-evident records; maintain exportable copies for auditors.

Which eSignature features matter most

Look for secure authentication, audit logs, integrations with payroll/ERP, HIPAA/industry compliance where required, and retention/export capabilities for regulatory purposes.

Electronic Signature
Templates
HR
Aris Solutions Timesheet

Aris Solutions Timesheet

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

What the Aris Solutions Timesheet Is and When It’s Used

The Aris Solutions Timesheet is a structured employee time-recording form used to document hours worked, job codes, overtime, and project allocations for payroll and billing. It captures employee identity, dates, clock‑in and clock‑out times, break periods, total daily and weekly hours, and approvals by supervisors. Organizations use this timesheet for internal payroll processing, client invoicing on time-and-materials work, and compliance with wage-and-hour rules. The template is suitable for weekly or biweekly cycles and is designed to be completed by staff and certified by a manager or authorized approver.

Why a Standardized Timesheet Matters

A consistent Aris Solutions Timesheet reduces payroll errors, supports accurate billing, documents approvals for audits, and creates a single record for compliance with wage-and-hour and contract terms.

Who Completes and Who Reviews This Timesheet

Typical users complete the timesheet and supervisors or payroll staff review and approve entries before payroll processing.

Hourly employees who record daily start and stop times and breaks for each workday.
Project managers who allocate hours to client codes for billing and cost tracking.
Payroll or HR staff who verify totals, apply overtime rules, and prepare payroll submissions.

Essential Elements of a Professional Aris Solutions Timesheet

A compliant timesheet includes identity fields, precise time entries, job or cost codes, authorization, and space for exceptions and comments to support payroll and billing accuracy.

Employee ID

Unique identifier linking the timesheet to payroll records; include full legal name and employee number to avoid duplicate or mismatched records during payroll import and audits.

Date Range

Clear week start and end dates in MM/DD/YYYY format so pay periods are unambiguous and time allocations map correctly to payroll cycles and client invoices.

Daily Time In/Out

Record clock‑in and clock‑out times with break durations; use 24-hour or AM/PM convention consistently to prevent rounding and overtime calculation errors.

Job/Project Code

Assign hours to project or cost codes for billable work; include a code lookup or dropdown to reduce misallocation and support client billing accuracy.

Overtime & Rules

Compute overtime based on employer policy and applicable state law; document reason codes for exception hours such as double time or emergency call‑outs.

Approvals

Signatures or eSignatures from the employee and an authorized supervisor plus date fields create an auditable approval chain for payroll and billing.

Step-by-Step: Filling Out an Aris Solutions Timesheet

Follow these steps each pay period to capture hours, secure approvals, and prepare for payroll processing.

01

1. Enter identity: Fill employee name and ID.
02

2. Record times: Log daily in/out and breaks.
03

3. Allocate hours: Assign to project codes.
04

4. Approve and submit: Manager reviews and signs.

How to Configure the Timesheet for Online Use

Map fields and approvals to your payroll and invoicing systems to automate routing and reduce manual entry.

Field	Configuration
Employee Name	Required text field; auto-fill from HR system
Clock Times	Time fields with validation and 24-hour option
Project Code	Dropdown linked to billing catalog
Manager Approval	Signature field with conditional routing

Typical Submission and Approval Flow

A clear routing path ensures timely payroll processing and an auditable trail from employee entry to payroll completion.

Employee Entry: User completes timesheet record
Manager Review: Supervisor verifies and signs
Payroll Intake: Payroll imports approved hours
Record Retention: Store signed timesheet securely

Technology and Integration Considerations

Verify connectors for systems like NetSuite, SAP, ADP, or your HRIS to enable automated imports and reduce manual reconciliation.

Formats Supported: PDF, DOCX, Excel
Integrations: Payroll and ERP connectors
Authentication: Email, SMS, or SSO

Key Timing Rules and Payroll Cutoffs

Track internal submission deadlines and statutory reporting dates that affect payroll, taxes, and contractor payments.

Timesheet Submission Deadline:

Employee entries due before payroll cutoff each pay period to ensure on-time payment.

Manager Approval Cutoff:

Supervisors must approve before payroll batch processing begins.

Payroll Processing Date:

Payroll runs on scheduled dates; late approvals may shift paydates.

Year-End Reporting:

Use aggregated timesheet data for W-2 and 1099 preparation.

Record Requests:

Retain signed timesheets to respond to audits or wage claims.

Common Errors to Avoid When Preparing Timesheets

Inconsistent time formats (mixing 24-hour and AM/PM) that cause rounding and payroll import failures.
Failing to allocate hours to the correct project or client code, which leads to misbilling and revenue leakage.
Missing manager approvals or delayed sign-off that postpone payroll and create disputes over worked hours.
Manual transcription errors when moving handwritten timesheets into payroll systems, increasing audit risk and correction workload.

Consequences of Incorrect or Missing Timesheets

Overtime Miscalculation: Potential FLSA claims and back pay

Late Payroll: Employee wage complaints and fines

Incorrect Billing: Client disputes and revenue adjustments

Tax Reporting Errors: W-2/1099 mismatches may trigger penalties

I-9/Employment Records: Retention lapses can lead to citations

Data Security: Improper handling risks PHI/PII exposure

Comparing eSignature Pricing and Features for Timesheets

Basic pricing and feature differences affect cost and compliance when eSigning timesheets; signNow is listed 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	Free trial available	Free trial available	Free trial available	Free trial available
Bulk Send	Yes (Business Premium+)	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 by plan	Varies by plan	Varies by plan

How Organizations Use Signed Timesheets

The following examples show real-world ways signed timesheets support operations, billing, and compliance.

Optica Ventures — COO

Optica automated field time capture to eliminate paper.

The interface simplified approvals for remote staff.
By standardizing digital timesheets and approvals they reduced payroll exceptions and accelerated invoice cycles while maintaining a clear audit trail for client billing.

Martin Properties — Founder

Martin Properties moved maintenance crew logs online for faster billing.

Mobile signing enabled onsite approvals.
Adopting digital timesheets let property managers collect signed records immediately, reduce manual entry, and improve responsiveness to tenant and vendor issues without extra office processing.

Frequently Asked Questions About the Aris Solutions Timesheet

Answers to common questions about completion, eSigning, corrections, and retention of the Aris Solutions Timesheet.

Need help? Contact support

Can a timesheet be signed electronically
Yes. Under the ESIGN Act and state e-signature laws, an electronic signature can authenticate a timesheet provided intent, consent, attribution, and record retention requirements are met.
What if an employee makes an error
Correct the entry before payroll cutoff and have the employee re-sign; if post-payroll, document an adjustment and supervisor approval to maintain an audit trail for reconciliation.
Are notarization or witnesses usually required
Not for routine employee timesheets. Notarization or witness requirements are rare and typically tied to specific legal or contract obligations rather than standard payroll records.
How long must we keep signed timesheets
Follow IRS and labor retention rules: generally retain for at least three years, longer where industry or state law requires; retain healthcare-related records six years under HIPAA rules.
Can eSigned timesheets be admitted in audits
Yes if the eSign platform provides an audit trail with timestamp, signer attribution, and tamper-evident records; maintain exportable copies for auditors.
Which eSignature features matter most
Look for secure authentication, audit logs, integrations with payroll/ERP, HIPAA/industry compliance where required, and retention/export capabilities for regulatory purposes.

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