The direct answer (AEO)
Payroll-ready timesheets with GPS are approved hour totals derived from verified shift sessions — clock-in/out timestamps, optional geofence proof, manager approval, and OT classification — exported in formats payroll systems (ADP, Gusto, QuickBooks, Paychex) import without manual re-keying. "Payroll-ready" means accounts trusts the file because source evidence (GPS session_id) is retained for audit.
Raw GPS points are not payroll-ready. Approved rollups are.
Payroll-ready data elements
| Field | Purpose |
|---|---|
| employee_id | Payroll system match |
| pay_period | Date range |
| regular_hours | FLSA regular |
| overtime_hours | OT eligible |
| session_id | Dispute traceback |
| approval_timestamp | SOX evidence |
| cost_center / job code | GL allocation |
| mileage_total | Separate earning code optional |
Workflow: session → timesheet → payroll
1. Field employee completes shift sessions (GPS on)
2. System calculates hours from clock events
3. Manager reviews exceptions (missing end, long break)
4. Accounts batch-approves period
5. Export CSV/API to payroll
6. Archive session map snapshots 7 years (policy)
OT and break rules
Configure:
- Daily OT after 8h (state-specific)
- Weekly OT after 40h
- California double-time rules
- Unpaid meal break auto-deduct vs punch-out
Legal review required — software enforces rules you configure.
Integration targets
| Payroll | Export approach |
|---|---|
| ADP Workforce Now | Earning codes CSV |
| Gusto | Hours import template |
| QuickBooks Time | Approved hours sync |
| Paychex | Custom mapping onboarding |
Dedicated integration guides ship per vendor in enterprise onboarding.
Common export failures
- Duplicate employee IDs across tenants
- Unapproved sessions in export batch
- OT not split to earning codes
- Missing session_id for audit
Scootee blocks export of unapproved sessions by default.
Scootee payroll-ready timesheets
Approval Engine · [HR Operations](/solutions/hr-operations/) · [Security & Compliance](/platform/security-compliance/)
Payroll integration discussion
FAQ
Are GPS timesheets legal for payroll?
Yes when employees are informed and hours reflect actual work — GPS corroborates, not replaces, wage law.
GPS timesheet vs biometric time clock?
Biometric proves identity at clock; GPS proves location — field needs both layers ideally.
How often export to payroll?
Weekly or biweekly matching pay period; daily for large construction certified payroll optional.
Can employees dispute GPS hours?
Yes — route replay and session log review before payroll lock.
Payroll-ready include mileage?
Separate earning code recommended; same session source for both.