What should be in an event timesheet batch?

A batch reference, the show or job, the work date, the responsible supervisor and an inventory of the sheets received against the sheets expected.

How do I keep corrections traceable?

Keep the original sheet, keep page and line references, and record who confirmed each correction and when.

What should I check before exporting to payroll?

Head count and totals against the batch inventory, worker IDs, job codes, dates and that every open question has a documented answer.

How to Process Event Timesheets for Payroll

By Cody Burandt · Founder · November 2026

The short answerSort the sheets into a numbered batch, capture every field with page and line references, review only what is missing or doubtful, then reconcile the export against the batch before an authorized person approves it.

Show work produces a stack of handwritten sheets in a short window. A repeatable sequence keeps the source intact, finds problems early and hands payroll hours you can defend. It is general information, not payroll advice.

1. Build a clean batch

Give the batch a reference and record the show or job, work date and responsible supervisor. List the sheets you expect and the sheets you received. Scan or photograph every page flat, with all edges and the sign-off in view, and keep the original.

2. Capture every field the same way

Use a fixed set of fields: worker or payroll ID, classification, date, job, in and out times, and sign-off. Keep page and line references so any value can be traced to the exact place on the sheet. If software reads the handwriting, treat the result as a draft.

3. Review exceptions, not guesses

Compare unclear handwriting with the original at full size.
Ask the foreman to resolve what the sheet cannot show.
Record who clarified it and when.
Keep the original entry beside the approved one.

4. Check the export before it leaves

Reconcile head count and totals to the batch inventory. Check worker IDs, job codes, dates and the straight, overtime and double-time split against the rules that apply, as in overtime and double time for trade show crews. Then an authorized person approves the file and sends it through your payroll system.

Where myCrewIQ fits

myCrewIQ reads handwritten sign-in sheets, flags what needs a human and prepares a payroll-ready file for review. See the deeper walk-through in trade show payroll from paper sign-in sheets.

Payroll requirements vary by employer, location and agreement. Confirm yours with a qualified professional.

Frequently asked questions

What should be in an event timesheet batch?: A batch reference, the show or job, the work date, the responsible supervisor and an inventory of the sheets received against the sheets expected.
How do I keep corrections traceable?: Keep the original sheet, keep page and line references, and record who confirmed each correction and when.
What should I check before exporting to payroll?: Head count and totals against the batch inventory, worker IDs, job codes, dates and that every open question has a documented answer.