By Michael Zamora
Yes, employees who don't turn in their timesheets can be disciplined; provided that the discipline doesn't involve withholding, reducing, or delaying pay, as employers are always required to pay for all hours worked. According to the Fair Labor Standards Act (FLSA), the employer is responsible for keeping accurate records of hours worked and paying their employees within 10 days of the payroll close date. Under this act, failing to submit timesheets on time is not a valid reason to intentionally delay or make an adjustment to an employee's pay.
Like any reoccurring performance issues, the best practice is using a progressive discipline process. There should be written documentation (e.g. Employee Handbook) noting policies and procedures regarding timekeeping processes for employees to adhere to, and for you to reference when justifying discipline. This is the most effective method we have found to address a lack of compliance once timesheet procedures have been thoroughly explained, and where the problem persists.
With the introduction of electronic timeclocks like the one provided by HR for Health, you can now eliminate timesheet submissions as the responsibility of the employee. Electronic timeclocks are immediately documented, and provide streamlined access for employers to monitor and audit all hours worked. Below are the top 5 benefits of HR for Health's electronic timeclocks:
Legal Protection and Accuracy: Time worked is tangible and definitive. Having complete accessibility of past timeclocks is especially important when facing an audit of unpaid wages. Imagine facing an audit without any time entries—even paper timesheets are considered inadequate because they can be compromised at future dates by employers.
Eliminate Time Theft: With electronic timeclocks you can follow up with overtime and tardies incurred in real time, require employees to make notes for modifications to timeclocks, and issue violations in tandem with documented tardies and unauthorized overtime incurred. This is a huge upgrade if you are currently using paper timesheets—now you won't depend on your team to remember their start and end times.
Eliminate Buddy Clocking: Password protected portal access will require each employee to be present at the assigned IP address of clock in. Also, as an authorized user (manager or owner) you can see in real-time who is currently on the clock.
Payroll Processing: Detailed timesheet reports allow quick export of hours worked and benefits accrued. One of the troubles of paper timesheets and third-party integration are the errors and time spent processing payroll. Electronically integrated timeclocks eliminate these obstacles.
Improved Accountability: Tangible attendance tracking and notifications will ensure objectivity when addressing poor attendance and performance reviews. This metric is especially helpful in cases of discipline and terminations.
Electronic timeclocks are a no-brainer. The number of benefits to an electronic timeclock outweigh any reason(s) that have prevented you from implementing them thus far.
Did you know that we at HR for Health monitor all the specific laws and regulations that affect your practice? If you have questions about compliance issues, please reach out to us. Schedule a call, call (877) 779-4747, or email compliance@hrforhealth.com now to learn more.
HR for Health is one of the nation's leading Human Resources Management Systems (HRMS) used by small to mid-sized practices.
Quick note: This is not to be taken as legal or HR advice. Since employment laws change over time and can vary by location and industry, consult a lawyer or HR expert for specific guidance. Learn about HR for Health's HR services.