How can I correct a submitted timesheet?

If your system allows edits, submit a correction request immediately and notify your manager. If records are locked after payroll, provide the correction as an adjustment entry with approval to ensure pay and billing accuracy.

Is an electronic signature valid for approvals?

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

What format should hours use to avoid import errors?

Follow your organization’s specified format — typically decimals (e.g., 7.5) or hh:mm. Consistency prevents rounding issues and ensures accurate overtime calculations during payroll.

Can timesheets contain protected health information?

Avoid including PHI in timesheets. If unavoidable for clinical projects, ensure the system and process are HIPAA-compliant and a BAA is in place (refer to 45 CFR §164.530(j)).

Where should signed timesheets be stored?

Store signed timesheets in a secure, access-controlled repository with an immutable audit trail. Integrations to cloud storage or ERP systems preserve records for retention and audit purposes.

Who do I contact about missing approval?

Notify your manager and payroll immediately; escalate to HR or finance according to internal escalation procedures. Document all communications to create an audit trail supporting any subsequent corrections.

Electronic Signature
Templates
Project Management
Project Management Timesheet

Project Management Timesheet

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

PROJECT MANAGEMENT TIMESHEET

Project Identification

Project ID Project Name

Client Name

Project Manager

Timesheet ID

Reporting Period Start / End

Employee / Service Provider Information

Name

Role / Title

Department or Business Unit

Billing Address

Time Entries (Daily)

Record each day’s work with task detail, start/end times, breaks, and hours. All entries must reflect time actually worked and comply with the project’s approved scope and billing rules. Attach additional pages if needed.

Date	Task / Activity (Describe)	Phase / Deliverable	Start	End	Break (hrs)	Reg. Hrs	OT Hrs	Billable	Rate	Amount

Total Regular Hours

Total Overtime Hours

Total Amount

Billing, Rates, and Change Order

Rates recorded on this timesheet are the rates authorized under the applicable statement of work or contract. Any work outside the scope of the current agreement, or any change expected to impact schedule or budget by more than the approved tolerance, must be submitted and approved via a formal change order prior to performance. Unauthorized overtime or out-of-scope work may not be billed.

Certifications and Notices

By signing below, the Service Provider certifies that the hours recorded herein are true, accurate, and represent time actually worked on the identified project during the reporting period. The Project Manager certifies review of the timesheet and authorizes payment for billable hours in accordance with the contract. Falsification of time records is grounds for disciplinary action and may lead to contract termination.

Corrections or Notes (enter reason for any manual adjustments)

Confidentiality & Governing Law

The parties acknowledge that time records and associated task descriptions may contain confidential project information. Each party shall protect such information from unauthorized disclosure in accordance with the confidentiality provisions of the governing contract. This timesheet and any dispute arising from it shall be governed by the laws specified in the governing agreement between the parties.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Project Management Timesheet Is and Why It Matters

A Project Management Timesheet is a structured record used to capture hours, tasks, and project codes for work performed by individuals or teams. It ties time entries to specific deliverables, cost centers, or billing codes so managers can measure resource utilization, calculate billable versus non-billable time, support payroll, and produce accurate client invoices. Timesheets may be paper, spreadsheet-based, or integrated into project management and accounting systems; many organizations adopt digital, auditable versions to reduce errors and enable faster approvals and archival for compliance and auditing purposes.

Key Outcomes from Using a Standardized Timesheet

A consistent Project Management Timesheet improves visibility into project progress, supports correct client billing and internal cost allocation, reduces payroll errors, and creates an auditable record for finance and compliance reviews.

Who Completes and Relies on the Project Management Timesheet

Project managers, resource leads, finance teams, and individual contributors all interact with timesheets during a typical project lifecycle.

Project Managers — Review allocations, validate task codes, and reconcile hours against budgets and milestones.
Finance / Payroll — Use timesheet data to calculate payroll, prepare invoices, and support audit trails for chargeability.
Individual Contributors — Record start/stop times, select task codes, and provide short descriptions to justify hours billed.

Clear role expectations speed approvals and reduce rework when each party understands their input and review responsibilities.

Essential Sections to Include on a Professional Timesheet

A practical Project Management Timesheet groups identification, date and task details, hours, billing flags, approval lines, and an audit trail so entries are precise and defensible for billing and compliance.

Project ID

A unique project or cost-center code that ties each entry to a client or internal budget; required for accurate invoicing and reporting across systems.

Task

A concise task description or task code aligned to the project plan; helps identify chargeable activities versus administrative time for proper billing.

Date

Use MM/DD/YYYY format for every entry so payroll, billing cycles, and audit logs can match bank and calendar records without ambiguity.

Hours

Record hours in decimals or hh:mm consistently; the format must match payroll processing to avoid rounding discrepancies and overtime calculation errors.

Billable

A clear billable/non-billable indicator tied to client contracts and rate schedules so invoicing is consistent with contractual terms and scope.

Approval

A manager signature, printed name, and date or an eSignature field with timestamp to create an auditable acceptance record for each reporting period.

Required Fields and Minimum Data Elements

Employee Name: Full legal name

Employee ID: Payroll or HR identifier

Project Code: Unique project ID

Entry Date: MM/DD/YYYY format

Hours Recorded: Decimal or hh:mm

Approver: Name and signature

Step-by-Step: Submitting a Project Management Timesheet

Follow these four steps each reporting period to ensure entries are accurate, approved, and archived for billing and payroll.

01

Prepare Document: Open the current timesheet template and confirm project codes.
02

Enter Time: Log dates, tasks, and hours using the approved format.
03

Review & Approve: Manager verifies accuracy and signs electronically or in ink.
04

Submit: Send to payroll or upload to the project management system before cutoff.

Configuring an Online Timesheet Workflow

Set these fields when configuring a digital timesheet to automate calculations, enforce validation, and route approvals.

Field	Configuration
Date Format	MM/DD/YYYY enforced with validation
Hours Calculation	Auto-sum daily and weekly totals
Approval Routing	Manager > Finance sequential routing
Integration	Map to payroll and PM tools via API

Typical Submission and Routing Flow

A standard digital flow shortens processing time and creates a permanent audit trail for every submission.

Upload or Open: Open the timesheet in the PM tool or upload a completed file.
Assign Approver: Route to the responsible manager for review and electronic approval.
Sign: Sign or apply an eSignature with timestamp and identity verification.
Archive: Store signed copies in a secure repository for retention and audit.

Supported Distribution Channels and Integrations

Timesheets are shared and stored using email, PM platforms, and cloud storage; integrations reduce manual steps.

Email Delivery: Send signed copies to payroll or clients via secure email
Project Integrations: Integrate with tools like Microsoft 365, NetSuite, or Procore
Cloud Storage: Archive to Box, Google Drive, or Egnyte for retention

Configure connectors to reduce duplicate entry; ensure any integration preserves the audit trail and stores an immutable signed record.

Common Submission Deadlines and Processing Cutoffs

Establish consistent internal deadlines that align with payroll runs and client billing cycles to prevent missed invoices and payroll delays.

Weekly Cutoff:

Submit timesheets by Friday 5:00 PM local time for weekly payroll processing.

Payroll Run:

Final approved entries must be in the payroll system 48–72 hours before processing.

Billing Cycle:

Timesheets for client invoicing should be approved before the billing cycle closes.

Corrections Window:

Allow a defined window (e.g., 7 days) for approved corrections before final posting.

Audit Retention Alert:

Flag records at retention milestones for review and secure long-term storage.

Milestone Timeline for a Single Reporting Period

A compact milestone view shows the stages from initial entry through approval and archival for a single payroll or billing period.

01

Entry Window

Team members enter hours during the reporting period; validation rules apply at entry.

02

Manager Review

Managers reconcile task allocation and approve or request corrections.

03

Finance Approval

Finance verifies billable status and posts entries to accounting systems.

04

Common Errors to Watch For

Inconsistent date formats causing import failures and mismatches with payroll records.
Using informal or vague task descriptions that make time justification and client billing difficult.
Entering hours in mixed formats (hh:mm vs decimals) which lead to rounding errors during payroll.
Missing or unsigned approvals that require manual follow-up and delay invoicing or payroll.

Consequences of Inaccurate Timesheets

Payroll Errors: Overpayments or underpayments

Tax Penalties: IRS fines possible (IRC §6721)

Contract Disputes: Client disputes over billable hours

Audit Exposure: Missing audit trail increases risk

Compliance Breach: HIPAA exposure if PHI included

Operational Delay: Delayed invoices and cashflow impact

Common eSignature Options for Signing Timesheets

This high-level pricing comparison lists starting prices and a few feature indicators; signNow is listed first per vendor comparison conventions.

	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	Varies	Varies	Varies
Bulk Send	Yes (premium tier)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About Timesheet Completion

Answers to common questions about correcting entries, signing electronically, retention, and integration with payroll systems.

Need help? Contact support

How can I correct a submitted timesheet?
If your system allows edits, submit a correction request immediately and notify your manager. If records are locked after payroll, provide the correction as an adjustment entry with approval to ensure pay and billing accuracy.
Is an electronic signature valid for approvals?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where adopted, provided intent, consent, attribution, and retention requirements are met.
What format should hours use to avoid import errors?
Follow your organization’s specified format — typically decimals (e.g., 7.5) or hh:mm. Consistency prevents rounding issues and ensures accurate overtime calculations during payroll.
Can timesheets contain protected health information?
Avoid including PHI in timesheets. If unavoidable for clinical projects, ensure the system and process are HIPAA-compliant and a BAA is in place (refer to 45 CFR §164.530(j)).
Where should signed timesheets be stored?
Store signed timesheets in a secure, access-controlled repository with an immutable audit trail. Integrations to cloud storage or ERP systems preserve records for retention and audit purposes.
Who do I contact about missing approval?
Notify your manager and payroll immediately; escalate to HR or finance according to internal escalation procedures. Document all communications to create an audit trail supporting any subsequent corrections.

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