Time Entry Audit Trail
Comprehensive logging of all changes to time entries including who made edits, when modifications occurred, and what was changed. Audit trails are essential for compliance, dispute resolution, and preventing timesheet fraud.
Last updated: 2026-03-20 15:16
Overview
Audit trails create an immutable record of all time entry creation, modification, and deletion, providing accountability and meeting regulatory requirements.
What's Tracked
Time Entry Changes
- Original entry details
- Modified values
- Who made the change
- When change occurred
- Reason for change (if provided)
Common Events Logged
- Entry created
- Entry edited (hours, project, description)
- Entry deleted
- Entry approved
- Entry rejected
- Bulk changes
- Import operations
Why Audit Trails Matter
Compliance
DCAA: Government contractors must maintain detailed audit trails SOX: Public companies need financial controls including time tracking GDPR: EU data protection requires change logging
Dispute Resolution
Client questions invoice:
- Show original time entries
- Demonstrate no post-approval changes
- Prove billing accuracy
Fraud Prevention
- Detect pattern of suspicious edits
- Identify timesheet manipulation
- Deter dishonest behavior
Internal Accountability
- Managers editing employee hours
- Unauthorized changes
- Explain variances
Audit Log Details
Example Entry
Date: 2026-03-20 14:32:15
User: Manager Smith
Action: Modified
Entry ID: #45892
Changes:
Hours: 4.0 → 4.5
Description: "Client meeting" → "Client strategy session"
Reason: "Employee forgot to include prep time"
IP Address: 192.168.1.50
Reporting
Audit Reports
- All changes by date range
- Changes by specific user
- Modified vs. deleted entries
- Post-approval changes (red flag)
- Bulk change operations
Analytics
- Most frequently edited entries
- Users making most changes
- Time between entry and edit
- Patterns indicating issues
Compliance Requirements
DCAA Standards
- Complete audit trail required
- Changes must be logged with reason
- Original values preserved
- Manager approval of changes
- Minimum 3-year retention
SOX Controls
- Prevent unauthorized changes
- Segregation of duties
- Review and approval workflows
- Regular audit reviews
Access Controls
Who Can View Audit Logs
- Admins: Full access
- Managers: Their team only
- Employees: Own entries only
- Auditors: Read-only full access
Who Can Modify
- Employees: Own unapproved entries
- Managers: Team entries with reason
- Admins: All entries with documentation
- System: Automated corrections
Red Flags
Suspicious Patterns
- High volume of after-approval changes
- Consistent upward hour adjustments
- Changes without documented reasons
- Bulk deletions
- Pattern of same-user edits
Investigation Triggers
- Manager editing >10% of team entries
- Post-billing changes
- Deleted entries near month-end
- Unusual time patterns
Tools with Audit Trails
- Clockify: Comprehensive audit logs
- BigTime: Enterprise-grade audit features
- DATABASICS: DCAA-compliant logging
- Replicon: Detailed change tracking
- ADP: Payroll-integrated audit
Retention & Storage
Retention Periods
- FLSA: 3 years minimum
- DCAA: 3 years minimum
- SOX: 7 years
- State laws: Vary by jurisdiction
Storage
- Encrypted database
- Regular backups
- Off-site archival
- Tamper-proof
Best Practices
- Require Reasons: All edits need explanation
- Limit Edit Window: Lock entries after approval
- Regular Reviews: Monthly audit log analysis
- Automated Alerts: Flag suspicious patterns
- Clear Policies: Document who can change what
- Train Users: Explain importance of accuracy