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Since so much of reporting begins with collecting information in the field, I'll share a couple of our forms we use. I don't like how much paperwork we do, but I feel we do get good information from it. But, timeliness has been our problem when pulling it all together to make the information useful. I am looking for a way to simplify my paperwork, but I think that will in part depend on how I sell/invoice my jobs as well.
Our guys, regardless of crew or time of year, always fill out a 'Payroll Time Sheet'. This is a break down for each individual as to how their time was spent. The times are then entered into a spread sheet for payroll reporting purposes, the information lines right up with the time sheet. There is room for eight crew members. Each crew fills out their own time sheet, so very rarely do all the columns (one for each guy) get used.
Each crew submits their paperwork for the day to our supervisor who assembles it with receipts, checks it and then puts it into a daily folder which gets submitted to the office for processing. Maintenance crews report their billable activities on type of sheet while installation and project related work gets reported on a different type of sheet which has room for material, equipment and labor break downs. For payroll reporting purposes the installation or enhancment crew may bill their travel time to the job, in which case they will have very little or no non-billable travel time. Where as mainteannce is invoiced curbside (not portal to portal).
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