Is commuting time normally compensable?

Many employers treat ordinary home-to-work travel as non-compensable. Travel between job sites or required on-duty travel may be compensable under wage rules; consult company policy and federal wage regulations for specific guidance.

How do I correct an entry after submission?

Contact your supervisor or payroll team promptly. Corrections usually require a revised signed entry and approver acknowledgement; make corrections within the employer’s stated correction window to avoid payroll adjustments.

Can the log be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state e-signature laws such as UETA; ensure the platform captures intent, consent, attribution, and retention.

What supporting documents should I attach?

Attach map exports, odometer photos, fuel receipts, or client appointment confirmations when required by policy to substantiate mileage and business purpose.

How long must the employer retain signed logs?

Retain payroll-related records at least 3 years for IRS purposes (IRC §6501(a)). If logs include PHI, follow HIPAA retention of six years (45 CFR §164.530(j)).

Who signs and approves the log?

The employee signs to attest accuracy and the supervisor or authorized approver verifies purpose and mileage before payroll processing; approver identity and timestamp should appear on the final record.

Commuting Time Log

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

Commuting Time Log and Acknowledgement Agreement

Employee Name: Employer Name:

Recitals

WHEREAS, Employee performs duties for Employer and may be required to travel between Employee's residence and worksite or between work sites in the course of employment; and

WHEREAS, Employer maintains a policy regarding compensation and recordkeeping for compensable travel time and requires contemporaneous documentation of commuting time and mileage to establish eligibility for reimbursement, time credit, or other benefits; and

WHEREAS, the parties wish to record and acknowledge daily commuting time and mileage using this Commuting Time Log and to set forth related terms governing payment, confidentiality, and the term of this acknowledgement.

Scope of Work / Purpose

Scope and description of commuting activities to be logged

Commuting Time Log (Complete daily)

Instructions: Record each commute event on the day it occurs. For each row enter date, origin, destination, departure and arrival times, total commute duration, miles driven, purpose of the trip, and employee initials. Employer may request supporting receipts or route documentation for reimbursement.

Date	Origin	Destination	Depart	Arrive	Duration (hrs)	Miles	Purpose	Employee Initials

Payment Terms

Compensation Amount for qualifying commuting time or mileage:

Rate or flat amount Payment schedule and method Late payment fee or penalty

Term and Termination

This acknowledgement commences on: and continues until:

Notice period for termination

Either party may terminate this acknowledgement for cause if the other party materially breaches any obligation hereunder and fails to cure the breach within the notice period indicated above. Termination does not affect obligations that by their nature survive termination, including payment of accrued amounts and confidentiality obligations.

Confidentiality

Both parties acknowledge that certain wage, routing, client, and operational information may be proprietary. Employee shall not disclose confidential information obtained through performance of duties or through use of this log except as required by law or as necessary for processing reimbursement or payroll. Employer agrees to limit access to submitted logs to authorized personnel for payroll and compliance purposes only.

Employee acknowledges and agrees to the confidentiality obligations stated above.

Governing Law

This acknowledgement and any dispute arising out of or relating to it shall be governed by the laws of the state designated below without regard to conflict-of-law principles.

Governing law state

Entire Agreement

This document, together with any attachments or completed logs submitted hereunder, constitutes the entire agreement between Employee and Employer concerning the subject matter hereof and supersedes all prior oral or written agreements, representations, and understandings. Any amendment must be in writing and signed by both parties.

Employee certifies that the information entered in this Commuting Time Log is complete and accurate to the best of Employee's knowledge. Intentional falsification of records may subject Employee to disciplinary action, including repayment, denial of reimbursement, or termination.

Employee:

By:

Date:

Employer:

By:

Date:

What the Commuting Time Log Is and When It’s Used

A Commuting Time Log is a standardized record that captures employee travel between home and work or between work locations, including dates, start and end times, distances, and purpose. Employers use it to evaluate reimbursement requests, determine compensable travel under internal policy or wage regulations, and support payroll and mileage accounting. When completed accurately the log supports auditing, tax reporting, and internal controls and can be stored or submitted electronically with an audit trail to demonstrate authenticity and consent.

Why a Clear Commuting Time Log Matters

A complete, consistent log reduces payroll errors, documents reimbursable travel, and provides an auditable record for compliance and tax purposes. It also helps employers and employees align on what travel is compensable under company policy and applicable wage rules.

Who Typically Completes and Reviews This Log

The Commuting Time Log is completed by employees who travel for work and reviewed by payroll, HR, or supervisors prior to reimbursement or payroll processing.

Employees submitting daily or periodic travel and mileage for reimbursement or timekeeping purposes.
Supervisors who verify purpose, route, and reasonableness before approving reimbursement.
Payroll or HR teams that reconcile logs with pay periods and tax reporting.

Accurate completion minimizes follow-up questions and ensures consistent treatment across pay periods and locations.

Step-by-Step: Recording and Submitting a Trip

Follow these steps for each trip to ensure consistent records that payroll and auditors can accept.

01

Record Trip: Enter date, times, origin/destination immediately after travel.
02

Calculate Distance: Use odometer readings or mapping tool; note rounding method.
03

Add Purpose: Describe business purpose in one sentence for approver clarity.
04

Submit for Approval: Send to supervisor or payroll before the payroll cutoff.

Typical Submission and Approval Flow

A clear digital workflow reduces manual errors and speeds reimbursement processing.

Employee Entry: Employee fills trip row with required fields.
Supervisor Review: Approver checks purpose, route, and totals.
Payroll Processing: Payroll verifies totals against pay period cutoffs.
Archive: Signed final log and audit trail stored for retention.

How to Configure an Online Commuting Time Log

Key settings define validation, authentication, and output for a reliable digital process.

Field Validation	Require date and time formats; validate numeric mileage.
Authentication	Use email or SMS code for signer verification.
Approval Routing	Set supervisor as required approver before payroll handoff.
Reminders	Enable automated reminders for unsubmitted logs.
Export Format	Produce CSV or PDF for payroll and archiving.

Technical Requirements for eSubmission and Storage

Choose a platform that supports common file formats, robust authentication, and integrations with payroll or HR systems.

Integrations: Salesforce | Microsoft 365 | NetSuite available
File Formats: PDF, DOCX, HTML supported
Authentication: Email, SMS code, and two-factor options

Ensure the platform you use can produce an immutable audit trail (timestamps, IPs, signer identity) and export signed records for payroll and retention.

Electronic Signing Options for Commuting Time Logs — vendor comparison

Compare typical pricing and capabilities for signing and storing Commuting Time Logs; signNow is shown first for direct 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	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Essential Fields and Data to Capture

Employee Name: Full legal name

Employee ID: Payroll identifier

Trip Date: MM/DD/YYYY

Times: Start and end times

Distance: Miles or kilometers

Business Purpose: One-line description

Core Components of a Professional Commuting Time Log

A robust log combines structured trip entries, validation, approvals, and export capabilities so data can be processed reliably by payroll and audited when needed.

Header Section

Includes employee name, ID, department, and reporting period so each log can be associated with payroll and manager records for reconciliation and audit.

Trip Rows

Each row captures date, origin, destination, start/end times, miles driven, and purpose to document individual journeys and support per-trip approvals.

Odometer Evidence

Fields or attachments for odometer start/end or map export reduce disputes and support accurate mileage reimbursement calculations.

Approver Fields

Supervisor name, approval timestamp, and comment fields record verification and form the basis for payroll inclusion or denial.

Totals and Calculations

Automatic mileage-to-dollar conversion and daily/period totals reduce manual errors and speed payroll review.

Audit Trail and Export

Signed PDF or CSV export with timestamped audit trail enables storage for retention and regulatory review.

Timing Expectations and Typical Deadlines

Establish clear internal deadlines to avoid reimbursement delays and payroll adjustments.

Submission Frequency:

Submit trips each pay period or weekly as required.

Payroll Cutoffs:

Send approved logs before payroll cutoff to ensure inclusion.

Reimbursement Window:

Employers often reimburse within 30 days of approval.

Corrections:

Request corrections within 60 days or per company policy.

Audit Access:

Maintain signed records available for internal or external audit.

Common Errors to Avoid When Completing the Log

Using inconsistent date or time formats which causes validation failures and processing delays.
Entering rounded or estimated mileage without supporting odometer readings or mapping evidence.
Omitting business purpose or entering vague descriptions that prevent supervisor verification.
Submitting logs after payroll cutoff which forces manual adjustments or delayed reimbursement.

Risks and Potential Consequences of Incorrect Logs

Payroll Errors: Incorrect pay calculations

Tax Misreporting: Incorrect withholding or reporting

Overpayments: Unrecoverable reimbursements

Compliance Exposure: Recordkeeping violations

Audit Liability: Increased audit risk

Employee Disputes: Incorrect time claims

Frequently Asked Questions About the Commuting Time Log

Answers to typical questions on compensability, corrections, e-signing, supporting documents, storage, and approvals.

Need help? Contact support

Is commuting time normally compensable?
Many employers treat ordinary home-to-work travel as non-compensable. Travel between job sites or required on-duty travel may be compensable under wage rules; consult company policy and federal wage regulations for specific guidance.
How do I correct an entry after submission?
Contact your supervisor or payroll team promptly. Corrections usually require a revised signed entry and approver acknowledgement; make corrections within the employer’s stated correction window to avoid payroll adjustments.
Can the log be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state e-signature laws such as UETA; ensure the platform captures intent, consent, attribution, and retention.
What supporting documents should I attach?
Attach map exports, odometer photos, fuel receipts, or client appointment confirmations when required by policy to substantiate mileage and business purpose.
How long must the employer retain signed logs?
Retain payroll-related records at least 3 years for IRS purposes (IRC §6501(a)). If logs include PHI, follow HIPAA retention of six years (45 CFR §164.530(j)).
Who signs and approves the log?
The employee signs to attest accuracy and the supervisor or authorized approver verifies purpose and mileage before payroll processing; approver identity and timestamp should appear on the final record.

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