Importance of Monitoring Time Records for Compliance & Accuracy

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JBM Consulting Newsletter

Timesheets often seem like a routine process that is often not a focus for compliance or inproper completion

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In this Issue

Managers need to recognize issues related to timesheets

Greetings!

Did you know that time sheets are legal documents?

Have you ever been trained on issues related to improper handling?

Are you employees aware of the rules related to properly filling a time sheet out?

Do you closely monitor time worked to time sheets in order to ensure proper payment?

This can so often being overlooked. Here are some things to be aware of related to the importance and need for accuracy:

Employees may use same exact start and stop time each day..that would be first "red flag" because how often do we really come in at the exact time each day?
How closely do you review each and every time sheet?
As a manager who verifies accuracy...are you sure they are accurate?
Over reporting of hours is a common issue with time sheets..it can be costly to an organization.
Do you allow other employees to "sign in" for one another...a MAJOR DON'T!! Every employee is legally accountable and responsible for their own time in and out.
Under reporting can be an issue as well..it is NOT ok for hourly staff to plug in hours less than those worked since overtime may be due to them and every hour worked needs to be logged in accurately and consistently.
Be sure signatures are on each and every time sheet to ensure accountability by each employee for properly filling in time sheets

So what should you do with errors or improper handling of time sheets

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Some basics:

Create a clearly written policy on expectations of time sheets to include and require that each employee completes their own...violations of the policy subject employees and supervisors to disciplinary action including termination depending on the issue at hand.
Communicate the policy clearly to all.
Ensure all supervisors with sign off authority are clear on their role and responsibility.
Never allow employees to determine what hours they will include...any hours worked must be accounted for on time sheets for non exempt employees.
Patterns of mishandling require disciplinary action up to and including termination.

Sloppy handling of time records are not only non compliant but can cost an organization in multiple ways, not the least of risks of not counting overtime (DOL violation) and/or paying overtime, not really due. Supervisors that do not monitor this process for accuracy are also to be disciplined since they are verifying the accuracy.

Should you have any questions..feel free to contact me..Jeannine
Contact Information

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phone: 716-946-8381

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