Where do I submit a completed CDCR 998?

Submit the verified and signed form to your unit payroll coordinator or upload it to the designated payroll portal per local agency procedure. Retain a copy for your records until payroll confirms receipt.

Can I correct a submitted timesheet?

Yes; request a correction through your supervisor and payroll. Corrections should be documented with an amended CDCR 998 or a correction form and submitted within your agency’s correction window to avoid retroactive adjustments.

Are electronic signatures acceptable?

Electronic signatures are generally acceptable if agency policy allows and the platform preserves an audit trail. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, attribution, consent, and retention are demonstrated.

How long should I keep timesheet copies?

Retain copies for a minimum of three years per federal guidance (IRS and DOL), and follow any state or agency-specific retention rules that may require longer storage.

What if hours are missing or disputed?

Document the discrepancy immediately, notify your supervisor, and provide evidence such as badge logs or shift reports. Timely resolution minimizes payroll exceptions and potential wage disputes.

Who can approve overtime entries?

Supervisors or authorized approvers designated by agency policy must review and sign overtime requests before payroll processes elevated pay rates to ensure compliance with agency approval rules.

Electronic Signature
Templates
HR
CDCR 998 Timesheet Form

CDCR 998 Timesheet Form

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

What the CDCR 998 Timesheet Form Is and Who Uses It

The CDCR 998 Timesheet Form is a standardized payroll record used within California corrections operations to capture employee hours, overtime, pay codes, and supervisor approvals for a specific pay period. It documents daily start and end times, total regular and overtime hours, and identifies the employee and department. Proper completion supports accurate wage calculation, tax reporting, audit readiness, and internal controls for correctional facilities and associated contractors.

Why Accurate CDCR 998 Completion Matters

Accurate CDCR 998 completion ensures correct pay, maintains compliance with payroll laws, reduces audit exposure, and speeds processing by payroll teams.

Primary Users and Responsible Parties

Departments and roles that commonly complete or review the CDCR 998 form.

Correctional staff and custody employees who record their daily hours and overtime.
Supervisors and shift leads who verify hours, sign approvals, and route timesheets to payroll.
Payroll administrators and HR personnel who audit, process wages, and maintain records for reporting.

Anatomy of a Professional CDCR 998 Timesheet Form

A well-structured CDCR 998 contains fields that minimize ambiguity, support audit trails, and map directly to payroll system inputs for seamless processing.

Employee ID

Unique CDCR or personnel number linking the form to payroll and HR records for unambiguous identification.

Pay Period

Start and end dates in MM/DD/YYYY format so payroll can allocate hours to the correct pay cycle.

Daily Hours

Separate fields for start/end times and total daily regular and overtime hours for accurate calculations.

Pay Codes

Standardized codes for regular time, overtime, differential, leave, and other pay types to match payroll mappings.

Supervisor Approval

Signature, printed name, and date to document verification and authorization of recorded hours.

Comments / Exceptions

A concise notes field for missed punches, leave notations, or corrections that require payroll attention.

Step-by-Step: Completing and Submitting a CDCR 998

Follow these sequential steps each pay period to ensure the form is processed without delays.

01

Gather Records: Collect time clocks, leave slips, and corrections before populating the form.
02

Enter Hours: Record daily start/end times, breaks, regular and overtime hours per policy.
03

Supervisor Review: Have the supervisor verify totals, sign, and date the form for approval.
04

Submit to Payroll: Send the verified form to payroll by the established cutoff for that pay cycle.

How Timesheet Routing Typically Works

A standard routing workflow reduces processing time and preserves an audit trail of approvals.

Employee Entry: Employee completes form and attaches supporting notes for exceptions.
Supervisor Approval: Supervisor reviews and signs, confirming hours and exceptions.
Payroll Intake: Payroll receives the signed form and validates entries against timekeeping.
Record Retention: Payroll stores the finalized record in the official payroll repository for retention.

Digital Workflow Settings for eSubmission of CDCR 998

Configure a digital workflow that enforces required fields, routing order, and signer authentication for compliant eSubmission.

Field	Configuration
Required Fields	Make Employee ID, Pay Period, Total Hours, and Supervisor Signature mandatory.
Routing Order	Set employee -> supervisor -> payroll sequential routing to prevent skipping approvals.
Signer Authentication	Use email link or SMS code; consider stronger methods for sensitive payroll changes.
Audit Trail	Enable timestamping and IP capture to support later verification or audits.

Technical and Integration Considerations for eSubmission

Choose a platform that supports standard file formats, audit trails, and integrations with payroll and HR systems.

File Formats: PDF, DOCX, and XLSX commonly supported for timesheet import and archival.
Integrations: Connectors to HR/payroll systems reduce manual entry and reconciliation.
Security: TLS/AES encryption and audit logs are essential for payroll data protection.

Common Deadlines and Cutoffs for CDCR 998 Processing

Timely submission and approval are required to meet payroll processing windows and avoid delayed pay.

Pay Period End:

Record the official pay period end date; all hours belong to this period.

Submission Deadline:

Submit completed forms within two business days after the pay period end when possible.

Supervisor Approval Cutoff:

Supervisors should approve within three business days to allow payroll validation.

Payroll Processing Cutoff:

Payroll cutoff typically occurs five business days before payday; verify local schedule.

Correction Window:

Request any corrections within 30 days to limit retroactive adjustments and tax complications.

Key Milestones in a Timesheet Pay Cycle

Track these sequential milestones to avoid missed payroll deadlines and maintain a clear audit trail.

01

Pay Period Close

Final day for recording hours and leave for that cycle.

02

Employee Submission

Employee submits completed CDCR 998 to supervisor with supporting notes.

03

Supervisor Verification

Supervisor reviews, signs, and forwards the approved form to payroll.

04

Payroll Finalization

Payroll reconciles, processes payments, and archives the signed record.

Common Errors and Pitfalls to Avoid

Miscalculating totals or failing to separate regular and overtime hours, which can trigger payroll corrections and audits.
Missing supervisor signature or date, causing payroll to reject the timesheet and delay payment processing.
Using vague comments for exceptions instead of precise reasons, which complicates audit review and reconciliation.
Late submissions that miss payroll cutoffs, resulting in pay delays or off-cycle corrections with administrative overhead.

Risks and Potential Consequences of Incorrect Timesheets

FLSA Liability: Underpayment exposure and back wage claims.

Wage Claims: Employee complaints or state labor investigations.

Tax Errors: Incorrect withholding and reporting to IRS.

Payroll Delays: Late pay cycles and administrative corrections.

Audit Exposure: Increased scrutiny during internal or external audits.

Disciplinary Action: Supervisor or employee accountability for repeated errors.

How CDCR 998 Differs from Typical Employee Timesheets

Compare the CDCR 998 to common timesheet variants to clarify unique fields and approval requirements.

Criteria	CDCR 998	Generic Timesheet
Mandatory ID		sometimes
Supervisor Signature	required	often required
Pay Code Standardization		varies by employer
Agency Retention	specified	employer-dependent

Typical eSignature Provider Comparison for CDCR 998 eSubmission

Platform pricing and feature availability vary; the table summarizes starting prices and key capabilities relevant to secure timesheet signing and routing.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (premium tier)	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Timesheet Scenarios and Lessons Learned

These short case examples illustrate common outcomes from proper or improper timesheet handling in correctional settings.

Payroll Reconciliation Example

A facility standardized pay codes across units to reduce mismatches.

Reduced reconciliation time by two days per cycle.
As a result, payroll exceptions fell by 45% and off-cycle payments were reduced significantly, improving employee satisfaction and lowering administrative costs.

Audit Response Example

After an internal audit found unsigned sheets, the agency enforced supervisor approvals.

Implemented mandatory electronic signatures and routing.
This change produced an auditable trail and eliminated missing-approval findings on subsequent audits, strengthening internal controls.

Frequently Asked Questions About the CDCR 998 Timesheet Form

Answers to common questions about completing, submitting, correcting, and retaining the CDCR 998 form.

Need help? Contact support

Where do I submit a completed CDCR 998?
Submit the verified and signed form to your unit payroll coordinator or upload it to the designated payroll portal per local agency procedure. Retain a copy for your records until payroll confirms receipt.
Can I correct a submitted timesheet?
Yes; request a correction through your supervisor and payroll. Corrections should be documented with an amended CDCR 998 or a correction form and submitted within your agency’s correction window to avoid retroactive adjustments.
Are electronic signatures acceptable?
Electronic signatures are generally acceptable if agency policy allows and the platform preserves an audit trail. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, attribution, consent, and retention are demonstrated.
How long should I keep timesheet copies?
Retain copies for a minimum of three years per federal guidance (IRS and DOL), and follow any state or agency-specific retention rules that may require longer storage.
What if hours are missing or disputed?
Document the discrepancy immediately, notify your supervisor, and provide evidence such as badge logs or shift reports. Timely resolution minimizes payroll exceptions and potential wage disputes.
Who can approve overtime entries?
Supervisors or authorized approvers designated by agency policy must review and sign overtime requests before payroll processes elevated pay rates to ensure compliance with agency approval rules.

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