Can a Time Sheet be e-signed?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA statutes, electronic signatures are legally valid when they show intent, consent, attribution, and retention capability.

What makes an e-signature compliant?

A compliant e-signature must show signer intent, record consent (consumer disclosure where required), attribute the action to the signer, and preserve a reproducible record per ESIGN/UETA standards.

How long must I keep signed Time Sheets?

Keep payroll records at least 3 years to satisfy IRS and FLSA requirements (IRC §6501(a); 29 CFR §516.5); if PHI is present, follow HIPAA's six-year rule (45 CFR §164.530(j)).

How do I correct an error after signing?

Do not alter the signed copy. Create an amendment or corrected record, have the original signer and approver eSign the amendment, and retain both versions with timestamps.

Do Time Sheets require notarization or witnesses?

Not typically. Time sheets are administrative payroll records and generally do not require notarization or witnesses; follow specific employer policy or state mandates if an exception exists.

What if hours are disputed?

Preserve the signed record and related communications. Use audit trails, supervisor approvals, and attachments to resolve disputes; escalate according to company dispute resolution procedures.

Time Sheet

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Time Sheet

Personal Information

Full Name Address

Phone

Email

Employee ID

Position Information

Job Title

Department

Reporting Manager

Position Start Date

Pay Rate

Time Sheet Details

Pay Period Start: Pay Period End: Week Ending (if applicable):

Employment Status: Exempt Non-exempt Overtime pre-approved

Daily Time Entries

Date	Day	In	Out	Meal Break	Regular Hours	OT Hours	Total	Project / Task

Total Regular Hours

Total Overtime Hours

Total Hours

Sick Hours

Vacation Hours

Other Hours

Period Notes

Approvals and Certifications

I certify that the hours recorded on this Time Sheet are true and correct to the best of my knowledge and that I have complied with employer policies regarding meal and rest breaks. I understand that falsification of time records may result in disciplinary action up to and including termination and recovery of payroll overpayments.

I authorize the employer to contact prior employers and references for purposes of employment verification and background checks where permitted by law.

I acknowledge that my employment, if applicable, remains at-will and may be terminated by either party at any time, unless otherwise agreed in writing.

The employer is an Equal Opportunity Employer. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or other protected status under applicable law.

Employment History

Previous Employer 1 - Company Previous Employer 2 - Company

Education

Highest Degree

References

Reference 1 Reference 2 Reference 3

Applicant Certification

I certify that all information provided on this Time Sheet and in the attached employment-related sections is true, complete, and accurate. I understand that false statements or omissions may result in disciplinary action, including termination of employment and recovery of any payroll overpayments.

I certify that the information above is true and complete.

Employee Printed Name:

By:

Date:

Supervisor Printed Name:

By:

Date:

What a Time Sheet Is and why it matters

A Time Sheet is a formal record documenting hours worked by an employee, contractor, or temporary worker during a defined pay period. It captures dates, start and end times, break periods, pay codes (regular, overtime, holiday), and approvals. Employers use time sheets for payroll calculation, benefits eligibility, compliance with wage-and-hour law, and internal auditing. Electronic time sheets can include automatic totals, audit trails, and eSignature capability to speed approvals while preserving a reproducible record suitable for payroll providers, HR systems, and regulatory review.

Why an accurate Time Sheet reduces payroll risk

Accurate time sheets improve payroll accuracy, support wage-hour compliance, and provide an auditable record for disputes or inspections. They reduce payroll overpayments, speed approvals, and support consistent application of overtime and leave policies.

Who completes and relies on Time Sheets

Time sheets are completed by employees, verified by supervisors, and used by payroll and HR teams for payment and recordkeeping.

Employees and contractors submit detailed hours and job codes for each workday.
Supervisors approve or adjust entries before payroll processes them.
Payroll and HR teams reconcile time-sheet totals with pay runs and benefits records.

External stakeholders — auditors, benefits administrators, and regulators — also rely on retained time-sheet records when performing reviews.

Essential parts of a professional Time Sheet

A clear, consistent layout reduces input errors and makes review and audit simpler. The following items are common in compliant, employer-grade time sheets.

Employee Info

Full legal name, employee ID, job or department, and payroll classification to match payroll and tax records for proper withholding.

Pay Period

Start and end dates of the pay period shown prominently; determines the payroll run and ensures correct tax and benefits reporting.

Daily Hours

Daily start/end times, break deductions, and total daily hours with automatic summation to minimize manual math errors.

Pay Codes

Separate fields for regular, overtime, holiday, and leave hours so payroll can apply correct rates and accruals.

Approvals

Supervisor signature or eSignature, approval date, and optional comments to document verification and authorization for payment.

Attachments & Notes

Space for project codes, expense references, or scanned receipts to link hours to client billing or cost centers.

Required Time Sheet fields at a glance

Employee Name: Full legal name

Employee ID: Unique payroll identifier

Pay Period: MM/DD/YYYY range

Hours Worked: Daily totals

Overtime: Overtime totals

Approver: Manager signature

Step-by-step: complete and approve a Time Sheet

Follow these sequential steps to prepare, validate, and record hours for payroll processing.

01

Set up template: Create a consistent form with required fields and totals.
02

Record hours: Enter daily start/end times, breaks, and pay codes.
03

Supervisor review: Manager checks entries, resolves exceptions, and approves.
04

Finalize for payroll: Lock the sheet, apply eSignature, and export to payroll system.

Where to submit a completed Time Sheet

Time sheets typically move from the employee to manager, then to payroll for processing. Electronic workflows streamline each handoff.

Upload to HRIS: Store completed file in the human resources information system.
Manager approval: Approved within the HR or timesheet app before payroll cut-off.
Export to payroll: Send totals and pay codes to payroll software or provider.
Archive: Retain signed copy for recordkeeping and audits.

How to share Time Sheets and which platforms support them

Many organizations exchange time sheets via HRIS, payroll integrations, email or secure document platforms; choose methods that preserve an audit trail.

HR and Payroll: Integrate with payroll and HRIS
Cloud Storage: Save in Google Drive or Box
Enterprise Integrations: Works with Salesforce and NetSuite

Configuring an online Time Sheet workflow

Set up fields, validation, and approvals so the form collects consistent, payroll-ready data.

Field	Configuration
Totals	Auto-calculate daily and period sums
Required Fields	Make name, dates, and hours mandatory
Approval Routing	Route to manager then payroll
Export Format	CSV or payroll system mapping

Saving, exporting, and attaching supporting documents

Ensure signed time sheets and supporting attachments are stored in accessible formats that preserve the signature and audit trail.

PDF with Audit Trail

Export signed time sheets as PDF that includes a certificate of completion or embedded audit trail showing signer, timestamps, and IP address for legal and payroll review.

CSV for Payroll

Provide a CSV extract of totals and pay codes for batch import into payroll systems to avoid manual re-keying and reduce errors.

Attach Receipts

Keep scanned receipts or project logs attached to the corresponding time-sheet record to support client billing or internal cost allocation.

Version Control

Retain a locked, signed copy and track any subsequent amendments with clear timestamps and approver identifiers to preserve auditability.

Common mistakes when preparing Time Sheets

Rounding hours incorrectly or inconsistently can lead to wage disputes and payroll adjustment work that is time-consuming.
Leaving pay codes blank or selecting the wrong code (e.g., PTO vs. holiday) causes incorrect accruals and tax treatment.
Submitting late approvals after payroll cutoff forces manual checks, off-cycle payments, or corrections that increase administrative cost.
Failing to attach required project references or receipts prevents accurate client billing and may delay invoicing.

Penalties and compliance risks tied to inaccurate Time Sheets

Wage-Hour Violations: Overtime miscalculation risks back pay and penalties under FLSA.

I-9 Recordkeeping: $281–$2,789 per violation for I-9 paperwork errors (8 CFR §274a.2)

Tax Withholding: Incorrect TINs can trigger 24% backup withholding

Payroll Adjustments: Late corrections increase administrative and reconciliation costs

Audit Exposure: Missing approvals weaken defense in labor audits

Fraud Risk: Falsified entries can lead to disciplinary or criminal action

Typical eSignature pricing and capabilities relevant to Time Sheets

Compare basic pricing and key capabilities for signing and distributing time sheets; signNow appears first as the initial column to review pricing and feature parity.

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

Frequently asked questions about Time Sheets and electronic signing

Answers to common questions about validity, retention, corrections, and signature methods for time sheets.

Need help? Contact support

Can a Time Sheet be e-signed?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA statutes, electronic signatures are legally valid when they show intent, consent, attribution, and retention capability.
What makes an e-signature compliant?
A compliant e-signature must show signer intent, record consent (consumer disclosure where required), attribute the action to the signer, and preserve a reproducible record per ESIGN/UETA standards.
How long must I keep signed Time Sheets?
Keep payroll records at least 3 years to satisfy IRS and FLSA requirements (IRC §6501(a); 29 CFR §516.5); if PHI is present, follow HIPAA's six-year rule (45 CFR §164.530(j)).
How do I correct an error after signing?
Do not alter the signed copy. Create an amendment or corrected record, have the original signer and approver eSign the amendment, and retain both versions with timestamps.
Do Time Sheets require notarization or witnesses?
Not typically. Time sheets are administrative payroll records and generally do not require notarization or witnesses; follow specific employer policy or state mandates if an exception exists.
What if hours are disputed?
Preserve the signed record and related communications. Use audit trails, supervisor approvals, and attachments to resolve disputes; escalate according to company dispute resolution procedures.

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