Why was my time rejected?

Rejected entries usually miss required fields, use incorrect project codes, or lack a manager approval. Correct the entry, ensure codes match the finance list, and re-submit before payroll cutoff.

Can electronic signatures be used?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention requirements are met.

What authentication is sufficient?

Use email link with audit trail for most internal forms; higher-risk workflows may require SMS codes, SSO, or stronger multi-factor authentication per company policy.

How long must I keep records?

Retain time records for at least three years after filing or termination to meet IRS and FLSA expectations; industry rules like HIPAA may require longer retention.

What if employee name differs from payroll?

Mismatched names can cause tax-reporting or pay delays. Update HR records first or use a consistent employee identifier to align data before payroll import.

Can time be adjusted after payroll?

Post-payroll corrections are possible but should be minimized. Document the reason, obtain approvals, and process an off-cycle correction if necessary to maintain audit trails.

Electronic Signature
Templates
HR
Employee Time Tracking Form

Employee Time Tracking Form

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

EMPLOYEE TIME TRACKING FORM

Personal Information

Full Name Address

Phone:

Email:

Position & Pay Period

Job Title

Department:

Reporting Manager:

Employee ID:

Employment Status: Hourly Exempt

Pay Period: From to

Time Entries (Record actual start/stop times)

Enter time in 24-hour or 12-hour format consistently. Record meal breaks and any unpaid time. Round to the nearest 6 minutes (0.1 hour) only when allowed by company policy. Time reported below will be used for payroll processing.

Day / Date	Start Time	End Time	Meal Break (mins)	Regular Hours	Overtime Hours	Project / Task
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Total Regular Hours:

Total Overtime Hours:

Total Hours:

Exceptions / Notes

Employment History

Provide the two most recent employers. This information may be used for verification where permitted by law.

Employer 1 - Company

Dates Employed: to

Employer 2 - Company

Dates Employed: to

Education

Highest Degree / Institution

Graduation Date:

References

Provide three professional references familiar with your recent work performance.

Reference 1 Reference 2 Reference 3

Legal Disclosures & Certifications

At-Will Employment: Nothing in this form alters the at-will nature of employment where applicable. Employment may be terminated by the employee or employer at any time, with or without cause, subject to applicable law and any separate written agreement.

Equal Opportunity: The employer provides equal employment opportunities to all employees and applicants without regard to protected characteristics. Timekeeping and payroll determinations are applied consistently and in accordance with policy and law.

Timekeeping Accuracy: I understand that knowingly falsifying time records, including reporting hours not worked or altering hours, is grounds for disciplinary action up to and including termination and may subject me to civil or criminal liability. Hours submitted on this form represent actual time worked during the stated pay period.

Payroll Deductions: I authorize the employer to make authorized deductions from my pay as required by law or as authorized in writing for benefits, tax withholding, wage garnishments or other lawful deductions.

Applicant Certification and Authorization: I certify that all information provided on this form (including employment history and references) is true and complete to the best of my knowledge. I authorize the employer to contact prior employers and references for verification and to perform background checks where authorized by law. I release prior employers and references from liability for providing such information.

Employee Certification (initials)

Acknowledgment

By signing below, the employee certifies that the hours recorded are accurate and complete, and the supervisor attests that the hours have been reviewed and approved for payroll processing. Any corrections after submission must be accompanied by a written explanation and approved by the reporting manager and payroll.

Employee Printed Name:

By (Signature):

Date:

Supervisor Printed Name:

By (Signature):

Date:

What the Employee Time Tracking Form Is and when it's used

An Employee Time Tracking Form is a standardized record used to capture an employee's hours worked, break and meal periods, overtime, project or job codes, and any paid or unpaid leave taken during a payroll period. Employers use it to calculate wages, verify compliance with the Fair Labor Standards Act (FLSA), reconcile project labor costs, and support payroll audits. Time tracking forms can be paper, spreadsheet, or digital; when completed accurately they form the basis for payroll entries, tax reporting, and labor-cost allocation across departments or contracts.

Why a clear time tracking form matters

A well-designed Employee Time Tracking Form reduces payroll errors, documents compliance with wage-and-hour rules, and supports accurate job costing and invoicing across projects and clients.

Typical users and stakeholders

Different people interact with the form at different stages; below are common user groups.

HR and payroll specialists: Collect time, approve exceptions, and import hours into payroll systems for wage calculation and tax reporting.
Managers and supervisors: Review and approve employee hours, allocate time to cost centers or projects, and validate overtime requests.
Employees: Record start/stop times, breaks, paid time off, and sign or certify accuracy for each pay period.

Accurate completion by each group helps ensure compliant pay practices and reliable labor-cost data.

Step-by-step: completing and certifying the time tracking form

Follow these steps each pay period to ensure the form is complete, accurate, and ready for payroll processing.

01

Record Hours: Enter start/end times and breaks for each workday immediately after shift.
02

Add Codes: Assign project or cost-center codes for billed or internal work.
03

Calculate Overtime: Mark hours over the configured threshold for manager review.
04

Sign and Submit: Employee certifies accuracy and manager approves before payroll cutoff.

Essential elements of a professional time tracking form

A robust Employee Time Tracking Form includes fields and controls that support payroll accuracy, auditability, and managerial oversight.

Employee details

Full name, employee ID, job title, and department for unambiguous identification across HR and payroll systems.

Pay period information

Clear start/end dates and payroll code that link entries to the correct payroll run and tax reporting period.

Daily time entries

Start/stop times, break times, and total daily hours with consistent time format and rounding rules.

Overtime and exceptions

Flags for overtime, differential pay, missed punches, and notes explaining exceptions or adjustments.

Project or cost allocation

Project, job or GL codes to associate labor costs with clients, grants, or internal projects.

Certifications and approvals

Employee signature, date, and supervisor approval to document review and acceptance before payroll runs.

Required data elements for compliance and payroll

Employee Name: Full legal name

Employee Identifier: Payroll or HR ID

Pay Period: Start and end dates

Time Entries: Start/stop and break times

Pay Codes: Regular, overtime, PTO

Approval: Employee and manager signature

Typical workflow for submitting and processing the form

Time tracking feeds a short chain of handlers: employee input, manager approval, payroll import, and final reconciliation.

Employee entry: Employee records hours and codes each day or at period end.
Supervisor approval: Manager reviews exceptions and authorizes totals.
Payroll import: Approved hours are imported to payroll or exported as CSV.
Reconciliation: Payroll performs calculations and resolves discrepancies before disbursement.

Configuring an online time-tracking workflow

Map form fields to payroll system fields and set approval routing to match organizational responsibilities.

Field	Configuration
Employee Name	Map to payroll 'name' field
Pay Period	Auto-fill date range from payroll calendar
Project Code	Dropdown linked to finance GL list
Approval	Two-step manager sign-off required

Technical requirements for digital completion and submission

Choose a platform that supports required file formats, authentication, and audit trails before deployment.

File formats: PDF and DOCX are standard for signed records
Authentication: Email link, SMS code, or SSO for stronger identity assurance
Audit trail: Capture timestamp, IP, and action history for each signature

Ensure integrations are configured for payroll import and that retention settings meet legal and company policies.

Timing considerations and payroll deadlines

Establish internal cutoffs and reconcile time entries before payroll cutoff to prevent late adjustments or off-cycle payments.

Payroll cutoff:

Set at least 48–72 hours before payroll processing to allow approvals

Overtime approvals:

Require manager sign-off before payroll cutoff to authorize OT

Corrections window:

Allow adjustments within one pay period or before tax reporting

Tax reporting:

Ensure W-2 and 1099 inputs match payroll totals by Jan 31

Record requests:

Respond to employee time-record requests per state law timelines

Key milestones in the timekeeping lifecycle

Sequence the main stages from entry to archival so teams can coordinate approvals and audits.

01

Entry by employee

Daily or per-shift recording of start, stop, and break times.

02

Manager review

Supervisor verifies entries and resolves exceptions before cutoff.

03

Payroll processing

Approved hours imported, taxes calculated, and pay processed.

04

Archive and retention

Store final signed records according to retention policy and legal requirements.

Common errors to avoid

Late submissions that miss payroll cutoff and require manual off-cycle corrections.
Mismatched names or IDs that prevent data imports into payroll systems.
Unclear project codes that misallocate labor costs and complicate billing.
Missing manager approvals that leave hours uncertified for audit purposes.

Risks and compliance consequences of inaccurate records

Wage disputes: Can lead to backpay claims and interest

Regulatory fines: FLSA violations may result in penalties and civil remedies

Tax reporting errors: Inaccurate totals affect W-2/1099 filings and may trigger IRS penalties

Contract billing issues: Incorrect hours misstate billable amounts to clients

I-9 timing: Improper timing of I-9 completion can lead to DHS penalties

Record retention failures: Failure to retain records can impair defense in audits or litigation

Typical eSignature vendor pricing and capability snapshot

Compare starting prices and a few core capabilities relevant when choosing an eSignature provider for time-tracking forms and payroll 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	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about completing and submitting time tracking forms

Answers to common issues encountered when filling out, approving, or storing Employee Time Tracking Forms.

Need help? Contact support

Why was my time rejected?
Rejected entries usually miss required fields, use incorrect project codes, or lack a manager approval. Correct the entry, ensure codes match the finance list, and re-submit before payroll cutoff.
Can electronic signatures be used?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention requirements are met.
What authentication is sufficient?
Use email link with audit trail for most internal forms; higher-risk workflows may require SMS codes, SSO, or stronger multi-factor authentication per company policy.
How long must I keep records?
Retain time records for at least three years after filing or termination to meet IRS and FLSA expectations; industry rules like HIPAA may require longer retention.
What if employee name differs from payroll?
Mismatched names can cause tax-reporting or pay delays. Update HR records first or use a consistent employee identifier to align data before payroll import.
Can time be adjusted after payroll?
Post-payroll corrections are possible but should be minimized. Document the reason, obtain approvals, and process an off-cycle correction if necessary to maintain audit trails.

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