Can I e-sign the timesheet?

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

What if I make a mistake after signing?

Do not alter a signed record. Instead, submit a corrected timesheet or amendment with a new signature and an explanation field documenting the reason for the correction.

Are notarized timesheets required?

Not typical for payroll. Notarization is only required if a specific contract, grant, or state regulation mandates it; verify program requirements before seeking notarization.

How long must timesheets be kept?

Retain timesheets per federal and institutional rules: generally at least three years for tax purposes (IRC §6501(a)) and six years when HIPAA applies (45 CFR §164.530(j)).

Who can approve my timesheet?

A designated departmental approver such as the chair or assigned administrative officer should verify entries and sign off prior to payroll submission.

What happens if I miss the payroll cutoff?

Late submissions may be processed in the next pay cycle and could require manual adjustments; contact payroll for the specific remedy and timeline.

Electronic Signature
Templates
HR
Part-Time and Temporary Faculty Timesheet

Part-Time and Temporary Faculty Timesheet

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

What the Part-Time and Temporary Faculty Timesheet Is

A Part-Time and Temporary Faculty Timesheet is a standardized record used to document teaching hours, office hours, preparation time, and other compensable activities for non‑full‑time instructors. It records the pay period, dates, start and end times, break periods, total hours worked, course or activity codes, and any required approvals. Institutions use the form to verify hours for payroll, benefits eligibility, adjunct pay calculations, and audit trails. Accurate completion supports compliance with wage laws, institutional policies, and downstream reporting such as 1099 or payroll tax processing.

Why a Clear Timesheet Matters for Institutions and Faculty

A precise timesheet reduces payroll errors, supports accurate tax and benefit reporting, and creates a verifiable audit trail for audits and compliance reviews. It helps departments budget labor costs, enforce workload limits, and resolve pay disputes with documented evidence.

Who Completes and Reviews These Timesheets

Several campus roles interact with the timesheet to capture, verify, and authorize pay.

Adjunct Faculty and Instructors — Complete daily or weekly entries showing class times, office hours, and prep time for each pay period.
Department Administrators — Review entries, validate course codes and appointment status, and send approved timesheets to payroll.
Payroll Office Staff — Process approved timesheets into payroll, reconcile hours to pay rates, and maintain records for tax reporting.

Clear role separation improves timeliness and reduces payroll corrections and tax-reporting issues.

Step-by-Step: Filling and Submitting a Timesheet

Complete the form in sequence to avoid missing information that can delay payroll.

01

1. Enter Identification: Provide name, employee ID, department, and appointment type.
02

2. Log Hours: Record start/end times, breaks, and activity codes for each shift or class.
03

3. Calculate Totals: Sum regular and overtime hours per institutional rounding rules.
04

4. Approve and Submit: Sign the form and send to the designated approver or upload to payroll system.

Typical Submission Workflow for Electronic Timesheets

A consistent electronic workflow reduces processing time and creates an auditable record of actions.

Upload or Open Form: Faculty opens a digital timesheet in the institution's HR or eSignature platform.
Complete Fields: Faculty fills required fields and reviews totals for accuracy.
Send for Approval: The form routes to the department approver for verification and signature.
Payroll Processing: Approved timesheets export to payroll and generate an audit trail.

Configuring an Online Timesheet Workflow

Key configuration settings ensure consistent routing, calculations, and export formats for payroll integration.

Field	Configuration
Approval Sequence	Department approver then payroll reviewer
Auto‑Calculate Hours	Enable automatic time arithmetic and overtime thresholds
Reminder Schedule	Set automated reminders two days before cutoff
Export Format	CSV or Excel for payroll import

Technical Options for Distribution and Signing

Choose a platform that supports integrations your institution uses and the required security standards.

Integrations: Supports Microsoft 365, Google Workspace, NetSuite
File Formats: Accepts PDF, DOCX, and Excel
Authentication: SMS code, email link, or SSO

Verify the platform meets your institution's data controls and preserves an audit trail for every signature and approval.

Essential Elements of a Professional Timesheet

A well‑designed timesheet captures the necessary data for pay, auditability, and institutional reporting while minimizing manual reconciliation.

Employee Details

Includes name, employee ID, department, appointment type, and campus location so payroll and HR can match records accurately for tax and benefit calculations.

Pay Period

Clear begin and end dates determine the payroll cycle, align with institutional calendars, and ensure hours are posted to the correct accounting period.

Daily Time Entries

Rows for start/end times, breaks, and activity codes capture granular time data needed to calculate regular and overtime pay and to support audits.

Totals and Calculations

Automatically computed regular, overtime, and cumulative totals reduce human error and accelerate payroll reconciliation and reporting.

Approval Block

Designated approver fields with name, signature, and date provide an auditable authorization trail for payroll and compliance reviews.

Comments / Exceptions

A field for notes explains missed classes, make‑ups, or special pay circumstances that affect payroll or departmental budgets.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3; AES‑256 at rest

Certifications: SOC 2 Type II; ISO 27001

HIPAA Support: BAA available as needed

Audit Trail: Detailed timestamps and IP logs

Access Controls: Role‑based permissions

Accessibility: WCAG 2.0 Level AA

Common Errors to Avoid When Preparing Timesheets

Omitting employee ID or using an old ID leads to misapplied payments and manual corrections by payroll.
Rounding inconsistently or failing to apply institutional rounding rules can cause payroll discrepancies and audit flags.
Using incorrect course or activity codes mischarges departmental budgets and complicates grant or project reporting.
Submitting late approvals prevents payroll inclusion and may delay pay for the affected pay period.

Penalties and Practical Risks of Incorrect Timesheets

Wage Claims: Overtime disputes and back pay risk

Tax Reporting: 1099/W‑2 misreporting penalties

Regulatory Fines: FLSA violations and interest

Payroll Delays: Lost or delayed wages

Recordkeeping Violations: I‑9 or payroll retention breaches

Audits: Increased audit scrutiny

eSignature Vendor Comparison for Timesheet Workflows

Comparing common eSignature options can help institutions match platform cost and compliance needs for timesheet collection and payroll integration.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Timesheet Use

These scenarios show common ways institutions apply the Part-Time and Temporary Faculty Timesheet.

Adjunct Payroll Processing

An adjunct submits weekly hours and course codes for approval

Department admin verifies enrollment and signs
Payroll posts approved hours to the next pay run, reducing manual reconciliation and improving pay accuracy.

Grant-Funded Teaching

A temporary instructor records hours charged to a grant code

Research office reviews and approves labor charges
Approved timesheets provide the audit trail required for grant compliance and allow timely reimbursement.

Who Typically Signs or Approves the Timesheet

Adjunct Faculty

Adjunct faculty complete and sign their own timesheets to certify hours worked. Their signature establishes intent and attribution under ESIGN/UETA principles and triggers departmental review for payroll processing.

Department Approver

A designated department approver (e.g., department chair or administrative officer) reviews entries for accuracy, signs to authorize payment, and forwards the approved document to payroll for processing.

Typical Timelines and Payroll Cutoffs to Keep in Mind

Institutions set specific payroll deadlines; follow your department schedule to avoid exclusion from the pay run.

Submission Deadline:

Submit by the department’s published payroll cutoff for the pay period

Approver Deadline:

Approvers should complete reviews before payroll batching begins

Payroll Processing:

Payroll imports approved timesheets on scheduled payroll runs

Retro Corrections:

Late submissions may require manual adjustments in the next cycle

Tax Reporting:

Maintain records to support annual W‑2 or 1099 reporting

Authentication, Notarization, and When Extra Verification Applies

Most timesheets do not need notarization; special programs or grants may impose additional authentication steps.

01

Determine Need

Confirm if the program or fund requires notarization or witness signatures

02

Select Method

Use in‑person notarization or RON where legally permitted

03

Identity Proofing

Verify ID with acceptable credentials before notarization

04

Record Audio/Video

RON sessions may require retained A/V per state rules

05

Attach Journal

Include notary journal entry or RON evidence with the timesheet

06

Retain Evidence

Store notarization records with the timesheet for retention period

07

State Limits

Some states limit RON or require specific steps

08

Consult Counsel

When in doubt, verify requirements with institutional legal counsel

Frequently Asked Questions About the Timesheet

Answers to common questions cover format, signature validity, corrections, and retention for Part‑Time and Temporary Faculty Timesheets.

Need help? Contact support

Can I e-sign the timesheet?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
What if I make a mistake after signing?
Do not alter a signed record. Instead, submit a corrected timesheet or amendment with a new signature and an explanation field documenting the reason for the correction.
Are notarized timesheets required?
Not typical for payroll. Notarization is only required if a specific contract, grant, or state regulation mandates it; verify program requirements before seeking notarization.
How long must timesheets be kept?
Retain timesheets per federal and institutional rules: generally at least three years for tax purposes (IRC §6501(a)) and six years when HIPAA applies (45 CFR §164.530(j)).
Who can approve my timesheet?
A designated departmental approver such as the chair or assigned administrative officer should verify entries and sign off prior to payroll submission.
What happens if I miss the payroll cutoff?
Late submissions may be processed in the next pay cycle and could require manual adjustments; contact payroll for the specific remedy and timeline.

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