Do your managers truly believe everybody really rolls in at 9 and leaves every day at 5? Of course not.
But if that type of repetition is always on the time sheets going to Payroll, you could be waving a red flag that catches the attention of federal labor regulation cops.
Reporting employees’ payroll, no matter how basic it seems, is not the time to switch the procedure to auto-pilot, attorneys caution.
If the Department of Labor examines your records and sees the same thing, over and over, it’s likely to believe there are flaws — or deceit — in your record keeping. They could consider the reports inaccurate and press you for more accurate information.
What can HR pros do to keep meddling feds off their doorsteps?
The best solution is probably a punch card, electronic time tracking system, if feasible. The clock should be set to record down to the minute, not in hourly or quarter-hourly chunks.
Companies that haven’t been able to implement an electronic system sometimes rely on employees to fill out their own time sheets.
But what if someone forgets to turn it in?
The company is on the spot — again.
You can’t just refuse to pay someone for failing to submit their hours.
One legal solution: If you know the person worked between 35 and 45 hours during that time period, put them in for the 35 hours — and follow up by talking to the employee to see if any adjustments need to be made.
While electronic clocks are the most accurate way of legally recording an employee’s time at work each day, some people say it’s demeaning to have to punch a time clock.
Don’t let that deter you.
Overall, an employer is much safer knowing employee work time is being recorded accurately, even if it puts a few noses out of joint.