Paper timesheets let event and trade show crews sign in on tables without changing their floor routine. The office still has to turn those handwritten entries into reliable payroll hours. A consistent review process matters whether you enter the sheets by hand or use software to read them.
What to capture on each paper time sheet
- Show or job, date and page number, so missing or duplicate pages are easier to find.
- Crew member name, classification and the payroll ID needed for the provider.
- In and out times, meal breaks, and straight-time, overtime and double-time hours as recorded.
- Applicable reimbursements and the supervisor's page total for reconciliation.
Check hours before payroll
- Count the pages.Group sheets by show and date; follow up on missing or duplicate pages.
- Match each worker.Use the payroll ID rather than guessing when a handwritten name is unclear.
- Review the math.Compare times and breaks to the written hours and page total. Resolve differences with the person who can verify them.
- Check the pay split.Review the timesheet overtime and double time against the applicable agreement, policy and law.
- Approve and retain.Have the responsible person approve the batch and keep the original pages linked to the reviewed record.
Import the approved hours
Prepare the file for your provider's required columns, worker IDs and earnings codes. An ADP timesheet handoff can differ from a Paychex timesheet or Gusto timesheet handoff, so follow the relevant ADP, Paychex or Gusto guide and test the import. Your provider runs payroll after you submit it.
For union payroll, the applicable collective bargaining agreement and fund requirements can add classification, rate and reporting checks. See union payroll for trade show crews and the fringe benefit reporting guide.
How myCrewIQ helps
myCrewIQ reads its own sign-in sheet and customers' existing sheets, with the original scan beside the reading. A person checks the values and approves the batch before downloading a payroll import file. You import it yourself; myCrewIQ does not submit payroll. See the demo or the guide to handwritten timesheet errors.
For prevailing wage timesheets or certified payroll, check the contract's specific documentation and reporting requirements separately. Do not assume an ordinary payroll import meets them.