What makes an e-signature legally valid?

An electronic signature is valid if it demonstrates intent to sign, the parties consent to electronic records, the signature can be attributed to the signer, and the record can be retained and reproduced. See 15 U.S.C. §7001 (ESIGN) and UETA for state-level rules.

Can a timesheet be e‑signed for payroll?

Yes. Timesheets may be executed electronically when the employer's platform captures intent, consent, attribution and retention. Consumer-facing disclosures may be required in some contexts under ESIGN.

How long must timesheets be retained?

Federal minimums require payroll records for at least 3 years (29 CFR §516.5) and relevant tax records per IRC §6501(a). State rules may extend retention periods.

What if hours were entered incorrectly?

Submit a documented correction with explanation and supporting evidence. Preserve the original entry and the amendment in the audit trail for reviewer and auditor review.

Do e-signed timesheets satisfy audit requirements?

Yes, if the system provides a reliable audit trail, signer authentication and retention. Maintain exportable copies and supporting documentation for external audits.

How to revoke or cancel a submitted timesheet?

Follow your organization's correction policy: record the revocation or amendment in the system, notify payroll, and obtain approver consent. Maintain both original and revised records for audit purposes.

Finance Timesheet

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

FINANCE TIMESHEET

Company & Employee Information

Company Name Department / Cost Center

Employee Name:

Employee ID:

Position:

Location:

Pay Period Start:

Pay Period End:

Week Ending:

Daily Time Entries

Record each work segment for the pay period. Enter hours to the nearest quarter hour. Billable hours must be approved by the assigned project manager before submission.

Date	Client / Project	Task Description	Start	End	Hours	Billable	Hourly Rate	Amount

Total Regular Hours:

Total Overtime Hours:

Total Hours:

Total Billable Amount:

Expense Reimbursements (if applicable)

List reimbursable business expenses incurred during the pay period. Attach original receipts. Reimbursements are subject to company reimbursement policy and approval.

Date	Description	Business Purpose	Amount	Receipt Attached

Total Expense Amount:

Certification & Authorization

By submitting this timesheet, I certify under penalty of company disciplinary action that the hours and expenses reported are true, complete, and were actually worked or incurred by me. I understand that intentional falsification of time records may result in corrective action up to and including termination, and may subject me to civil or criminal liability. I authorize the company to process payroll and client billing based on the information provided herein and to withhold any amounts required by law or company policy.

I further attest that billable time has been recorded in accordance with client contract terms and internal billing policies. Where applicable, client deliverable codes and project approvals must be attached before invoicing.

Employee Certification (check to certify)

I certify that the foregoing entries are accurate and that I complied with company policies in recording time and expenses.

Payroll / Billing Notes (optional)

Supervisor Review

Supervisor must review entries for accuracy and approve billable time and reimbursements prior to payroll processing or client invoicing.

Supervisor Name Supervisor Title Supervisor Comments

Employee Name:

By:

Date:

Supervisor Name:

By:

Date:

What a Finance Timesheet Is and when it's used

A Finance Timesheet is a structured record used to capture employee hours, project or cost-center assignments, and billable status for accounting and payroll purposes. It consolidates daily or weekly time entries, breaks down regular and overtime hours, and provides fields for approvals and notes. Organizations use timesheets to allocate labor costs to projects, calculate payroll taxes and withholdings, support invoicing to clients, and create an audit-ready trail for internal controls and external reviews.

Why a well-prepared Finance Timesheet matters

Accurate timesheets support correct payroll, client billing, and financial reporting while reducing audit risk and payroll disputes. They help allocate labor costs to the right projects, speed approvals, and provide evidence for tax and regulatory compliance.

Who interacts with the Finance Timesheet within an organization

Typical users include employees logging time, managers approving entries, and finance or payroll staff reconciling records.

Employees submitting daily or weekly hours and expense notes for payroll and client billing.
Line managers reviewing, adjusting, and approving entries to confirm accuracy before payroll.
Payroll and finance teams validating totals, processing payments, and reconciling to ledgers.

Each role has distinct responsibilities: accurate entry by staff, timely approval by managers, and final validation by finance to ensure correct payments and reporting.

Essential parts of a professional Finance Timesheet

A robust timesheet groups identifying details, time entries, project codes, calculations, approval fields, and audit metadata so entries can be reconciled and verified.

Employee Info

Full legal name, employee ID, department and contact details for identification and payroll matching.

Pay Period

Start and end dates for the reporting period; used to determine payroll cutoffs and tax reporting windows.

Project Codes

Client or internal project identifiers and cost centers to allocate labor expenses accurately for billing and accounting.

Hours Breakdown

Daily entries with regular, overtime, PTO and unpaid categories plus subtotals to ensure correct pay calculation.

Calculations

Auto-calculated totals, overtime formulas, and rate multipliers reduce manual errors and support auditability.

Approval Block

Approver name, signature, date and an audit trail entry to confirm review and authorization for payroll processing.

Step-by-step: filling and submitting a Finance Timesheet

Follow this sequence to complete, verify, and submit your timesheet for payroll processing.

01

Prepare Records: Collect daily time logs and supporting receipts.
02

Enter Time: Input hours, project codes, and leave categories.
03

Attach Evidence: Add expense receipts or work logs where required.
04

Submit for Approval: Send to manager before the payroll cutoff.

How to update or correct an existing timesheet

Use an amendment workflow to make edits while preserving the original audit trail and showing approval for changes.

01

Locate Record:

Open the original timesheet in the system.

02

Edit Entries:

Make needed corrections with explanations.

03

Attach Justification:

Add a note or receipt describing the change.

04

Resubmit:

Forward revised timesheet to the approver.

05

Re-approve:

Manager reviews and signs the amendment.

06

Archive:

Keep both versions for audit purposes.

Key settings when customizing an online timesheet workflow

Configure these workflow settings to automate validation, approvals, and integration with payroll systems.

Field	Configuration
Auto-calc totals	Enable automatic summation and overtime formulas
Approval order	Set sequential or parallel approvers
Authentication	Choose email, SMS code, or stronger methods
Export format	Configure CSV, Excel, or general ledger mapping

How to share, integrate, and access the Finance Timesheet

Timesheets should be shareable via secure links, attachments, or direct integrations to payroll and accounting systems.

File formats: PDF, DOCX, and spreadsheet exports supported
Integrations: Connectors for payroll, ERP and cloud storage
Mobile access: Submit and approve from smartphones

Select a platform that supports required formats, integrates with your payroll or ERP, and provides secure access controls and an auditable signature trail.

Where to send the completed Finance Timesheet

Typical submission paths depend on organizational size and system integrations.

Accounting Inbox: Receive finalized timesheets for ledger entry
Payroll System: Push validated hours into payroll runs
Project Manager: Route approved timesheets for client billing
Records Archive: Store signed copies for audits

Common timelines and payroll cutoffs to observe

Adhere to employer-specified cutoffs and statutory reporting windows to avoid payroll delays and compliance issues.

Weekly Submission Deadline:

Often due within 1–3 business days after week end

Payroll Cutoff:

Set by payroll for each pay cycle; missing cutoffs delay pay

Expense Reconciliation:

Match timesheet charges before monthly close

Tax Reporting Window:

Records retained and reconciled before annual filings

Audit Readiness:

Allow time for manager review before audits

Common mistakes to avoid when preparing timesheets

Entering incorrect project codes that misallocate client billing and internal cost reports.
Rounding hours up rather than using the prescribed format, causing payroll discrepancies and compliance issues.
Failing to attach required receipts or justifications for overtime and expense claims.
Delaying submission past payroll cutoffs, resulting in missed or delayed payments to employees.

Short risks and potential consequences of errors

Payroll Errors: Incorrect pay calculations

Tax Liability: Misreported wages

Overtime Violations: State wage violations

Client Billing: Misbilled hours

Audit Findings: Control deficiencies

Reimbursement Delays: Late expense payments

How eSignature vendors commonly compare for timesheet signing workflows

Vendor pricing and feature availability affect cost and compliance risk when eSigning timesheets and routing them into payroll systems.

	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	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and compliance features to look for

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Detailed timestamps, IP and action logs

HIPAA (BAA): Business Associate Agreement available when required

21 CFR Part 11: Controls for FDA-regulated electronic records

SOC 2 Type II: Independent control attestation available

Access Controls: Role-based permissions and SSO/SAML support

File formats and supporting documents to include

Provide signed copies in standard formats and attach supporting documents to simplify reconciliation and audits.

Download Formats

Export signed timesheets as PDF/A for archival, and as CSV or Excel for import into payroll or accounting systems.

Supporting Documents

Attach receipts, expense reports, project deliverables, or shift authorizations to substantiate entries and approvals.

Version Control

Keep original and amended copies with timestamps to preserve the audit trail and demonstrate change history.

Metadata

Store approver, submission time, and document ID fields for fast search and compliance reporting.

Typical signatory roles for a Finance Timesheet

Employee — Timesheet Submitter

An employee or contractor records hours worked, assigns project codes, and provides any necessary receipts or explanations. They are responsible for accuracy and timely submission prior to payroll cutoff.

Manager — Approver

A direct supervisor or project manager reviews entries for accuracy, confirms work performed, and signs off for payroll and billing. Approval indicates managerial verification of hours and charges.

Frequently asked questions about Finance Timesheets

Answers to common questions about signing, retention, corrections, and compliance for timesheet records.

Need help? Contact support

What makes an e-signature legally valid?
An electronic signature is valid if it demonstrates intent to sign, the parties consent to electronic records, the signature can be attributed to the signer, and the record can be retained and reproduced. See 15 U.S.C. §7001 (ESIGN) and UETA for state-level rules.
Can a timesheet be e‑signed for payroll?
Yes. Timesheets may be executed electronically when the employer's platform captures intent, consent, attribution and retention. Consumer-facing disclosures may be required in some contexts under ESIGN.
How long must timesheets be retained?
Federal minimums require payroll records for at least 3 years (29 CFR §516.5) and relevant tax records per IRC §6501(a). State rules may extend retention periods.
What if hours were entered incorrectly?
Submit a documented correction with explanation and supporting evidence. Preserve the original entry and the amendment in the audit trail for reviewer and auditor review.
Do e-signed timesheets satisfy audit requirements?
Yes, if the system provides a reliable audit trail, signer authentication and retention. Maintain exportable copies and supporting documentation for external audits.
How to revoke or cancel a submitted timesheet?
Follow your organization's correction policy: record the revocation or amendment in the system, notify payroll, and obtain approver consent. Maintain both original and revised records for audit purposes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now