Can I accept electronic signatures?

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

Are timestamps required?

Timestamps are strongly recommended. They provide the audit trail and support attribution for each action, which helps in disputes and compliance reviews.

How long must I keep timecards?

Retain timecards at least three years per FLSA and IRS guidance (29 CFR §516.5; IRC §6501(a)), longer where state or industry rules require it.

When should supervisors sign off?

Supervisors should approve timecards before the payroll cutoff to prevent processing delays and to document authorization for pay and adjustments.

Do timecards need notarization?

Not usually. Notarization or witnesses are not standard for routine timecards unless required by specific employer policy or state rule.

What if hours are disputed?

Document the dispute on the timecard, have both parties sign an acknowledgment, and retain records while investigation or payroll adjustments are made.

Electronic Signature
Templates
Miscellaneous
Employee Timecard Template

Employee Timecard Template

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

EMPLOYEE TIMECARD

WHEREAS

WHEREAS Employer requires accurate and contemporaneous records of hours worked to comply with payroll, wage-and-hour, and internal control requirements; and

WHEREAS Employee is required to record start times, end times, break periods and any deviations from assigned hours so that Employer may calculate compensation and benefits correctly.

WHEREAS the parties acknowledge that falsification of time records may result in disciplinary action up to and including termination and may give rise to civil or criminal liability.

Employee Information

Employee Name Employee ID Department Position / Job Title

Pay Period

Pay Period Start: Pay Period End:

Daily Time Entries

Record actual times. Round to nearest 15 minutes unless otherwise authorized.

Monday Date: In: Out: Break (hrs): Reg: OT: Total:

Tuesday Date: In: Out: Break (hrs): Reg: OT: Total:

Wednesday Date: In: Out: Break (hrs): Reg: OT: Total:

Thursday Date: In: Out: Break (hrs): Reg: OT: Total:

Friday Date: In: Out: Break (hrs): Reg: OT: Total:

Saturday Date: In: Out: Break (hrs): Reg: OT: Total:

Sunday Date: In: Out: Break (hrs): Reg: OT: Total:

Totals & Cost Allocation

Total Regular Hours: Total Overtime Hours: Total Hours (Reg + OT):

Job / Cost Code Notes (reason for overtime, partial days, leave, etc.)

Certification & Payroll Authorization

By signing below, Employee certifies that the hours recorded on this timecard are true, complete and represent all hours worked during the stated pay period. Employee acknowledges that intentional falsification of time records is grounds for discipline, up to and including termination, and may also subject Employee to civil or criminal penalties.

Supervisor certifies that the recorded hours are approved for payroll processing and that any approved deviations (overtime, leave, schedule adjustments) comply with applicable company policies. Payroll may adjust pay only upon documented approval as required by policy.

Confidentiality; Record Retention

Timecard information is personnel and payroll data. Access is restricted to payroll, management, and others with a legitimate business need. Employer will retain timecards in accordance with applicable record retention requirements.

Governing Law; Entire Agreement

This timecard and its certifications shall be governed by the laws applicable to payroll and employment matters where the work was performed. This form constitutes the complete written record of the hours reported for the specified pay period and supersedes any prior inconsistent time records for the same period.

Payroll Processing & Late Submission

Timecards must be submitted to Payroll by the established cutoff for the pay period. Late submission may delay payment and may be subject to separate approval. Any payroll corrections after submission require documented supervisory approval.

Payroll Reviewer / Contact

Employee Name:

By:

Date:

Supervisor Name:

By:

Date:

What the Employee Timecard Template Is and When It’s Used

An Employee Timecard Template is a standardized form used to capture an employee’s work hours, break times, paid time off, and approvals for a single pay period. It centralizes daily clock-ins and clock-outs, totals regular and overtime hours, and provides a signer and approver record for payroll and compliance. Employers use timecards to calculate wages, reconcile payroll, and retain employment records for audits and regulatory purposes. Accurate timecards support wage-and-hour compliance, reduce payroll errors, and create a clear audit trail for internal and external reviews.

Why a Reliable Timecard Template Matters

A consistent template reduces calculation errors, supports regulatory recordkeeping, and documents approvals. It helps employers meet wage-and-hour obligations, streamline payroll processing, and produce defensible records in audits or disputes.

Who completes and relies on an Employee Timecard Template

Typical users include hourly employees, supervisors, payroll administrators, and HR teams who need verifiable records of hours worked.

Hourly employees record start/stop times and breaks for each workday.
Supervisors review entries, resolve discrepancies, and provide approval signatures.
Payroll and HR import totals, calculate wages, and retain records for compliance.

Each role uses the template differently: employees record time, supervisors approve entries, and payroll/HR use totals for wage calculations and retention.

Step-by-step: filling out the timecard correctly

Follow these sequential actions each pay period to ensure accurate payroll input and compliance with recordkeeping rules.

01

Record Time: Enter clock-in, break, and clock-out for each shift immediately.
02

Calculate Totals: Sum regular and overtime hours using agreed rounding and conversion rules.
03

Submit to Supervisor: Send the completed timecard before the payroll cutoff for review.
04

Supervisor Approval: Supervisor reviews, signs, and returns the timecard to payroll.

Core elements a professional Employee Timecard Template should include

A well-designed timecard captures necessary data, automates totals, and creates an audit trail. Include fields and logic that support payroll systems and regulatory reviews.

Employee Details

Full name, employee ID, department, and job code so payroll and reporting systems can map hours to the correct wage rates and cost centers.

Daily Entries

Clock-in and clock-out times plus break entries for each calendar day to document hours worked with granularity for audits and wage calculations.

Overtime Rules

Fields or formula fields that flag overtime thresholds and calculate premium pay according to federal and state wage-and-hour rules.

Paid Leave

Separate lines for vacation, sick, and other paid time off to ensure leave is tracked and not counted as worked hours.

Approvals

Space for supervisor signature, date, and reviewer notes to show authorization for payment and to document any adjustments or disputes.

Audit Trail

A record of submissions, edits, and signer identity with timestamps to support dispute resolution and compliance audits.

Required fields to collect on each timecard

Employee Name: Full legal name

Employee ID: Payroll identifier

Pay Period: MM/DD/YYYY range

Clock Times: In/out, breaks

Totals: Regular and OT

Approver: Signature and date

How to configure an online timecard workflow

Set up fields, routing, and exports so electronic timecards integrate with payroll and HR systems without manual rekeying.

Field	Configuration
Auto-total Hours	Enable formula fields for daily and period totals
Conditional Overtime	Add conditional rules based on state thresholds
Signature Field	Require signer and timestamp
Export Format	CSV or payroll-ready file

Technical considerations for eSubmission and system integrations

Ensure the platform supports required file formats, secure authentication, and integrations with payroll and HR systems before e-submission.

Formats Supported: PDF, DOCX, XLSX
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email, SMS, or 2FA

Confirm that retention, audit logs, and export options meet your records policy and regulatory requirements before relying on electronic submissions.

Typical route from employee entry to payroll

A standard path collects time, routes for approval, and imports totals into payroll. Automation reduces manual steps and errors.

Prepare Template: Create fields and calculations for the pay period.
Employee Entry: Employees complete daily times or use clock system.
Approval: Supervisor reviews and signs electronically.
Payroll Import: Export totals to payroll system for processing.

Common timelines and deadlines for timecard submission

Establish clear cutoffs and approval windows tied to payroll schedules to avoid missed pay runs and tax-reporting issues.

Pay Period End:

Last day employees must enter hours

Submission Deadline:

Employee submission before payroll cutoff

Approval Window:

Supervisors approve within 48–72 hours

Payroll Processing:

Import and run payroll per schedule

Record Retention:

Keep timecards per retention rules

Common mistakes to avoid when preparing timecards

Late submissions that miss payroll cutoffs and cause manual corrections or missed pay.
Incorrect rounding or inconsistent time formats leading to calculation errors and payroll discrepancies.
Missing supervisor approvals that delay payment and complicate audit trails.
Using informal notes instead of recorded clock times, making hours unverifiable in disputes.

Primary risks and penalties tied to incorrect timecards

FLSA Violations: Back wages and penalties

Late Payroll: State fines possible

Incorrect Withholding: Tax liabilities

I-9 Noncompliance: Civil fines

Recordkeeping Failures: Inspection penalties

Wage Audits: Remediation costs

Typical vendor pricing and capabilities for eSignature on timecards

Comparing per-user pricing and core capabilities helps choose an eSignature provider that fits volume, compliance, and integration needs. Vendor feature availability varies by plan.

	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
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies
HIPAA Compliant	Yes	Yes	Yes	Varies	Varies

FAQs: common questions about Employee Timecard Templates

Answers to frequent questions about formats, signatures, retention, and legal validity of timecards to help reduce errors and meet compliance needs.

Need help? Contact support

Can I accept electronic signatures?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Are timestamps required?
Timestamps are strongly recommended. They provide the audit trail and support attribution for each action, which helps in disputes and compliance reviews.
How long must I keep timecards?
Retain timecards at least three years per FLSA and IRS guidance (29 CFR §516.5; IRC §6501(a)), longer where state or industry rules require it.
When should supervisors sign off?
Supervisors should approve timecards before the payroll cutoff to prevent processing delays and to document authorization for pay and adjustments.
Do timecards need notarization?
Not usually. Notarization or witnesses are not standard for routine timecards unless required by specific employer policy or state rule.
What if hours are disputed?
Document the dispute on the timecard, have both parties sign an acknowledgment, and retain records while investigation or payroll adjustments are made.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now