Time clock with lunch3/20/2023 ![]() Remote employees are responsible for tracking their hours worked so long as they receive the tools to do so. ![]() This means the employer must establish a reasonable reporting system that remote employees can use to report both scheduled and unscheduled time worked. “Management has the power to enforce the rule and must make every effort to do so.” That said, the employer is under no obligation to compensate remote employees for unreported work hours “that the employer did not know about, nor had reason to believe was being performed.”Īccording to the DOL, remote employees are responsible for tracking their hours worked so long as they receive the tools to do so. The bulletin says that the onus is on the employer to prevent “work when it is not desired” and that merely developing a rule prohibiting unauthorized work is not sufficient. However, in August 2020, the United States Department of Labor (DOL) issued a bulletin, clarifying time tracking for remote employees. There’s also the chance of remote employees performing unauthorized work.Īs stated earlier, employers are ultimately responsible for maintaining records of hours worked. Although utilizing a cloud-based timekeeping system makes it easier to track remote work hours, there’s still the potential for missing or erroneous timecard entries. Timekeeping for remote employees can be challenging due to the distance involved. Can you change remote employees’ timecards?Īs with onsite employees, you can modify remote employees’ timecards, provided the change does not cause the employee to be underpaid. In short, any timecard manipulation that causes the employee to be shortchanged is unlawful. As a form of punishment (e.g., by reducing hours worked).You also cannot change employees’ timecards: If the employee worked 48 hours then they must be paid for 40 hours at their regular rate and 8 hours at their overtime rate. Therefore, it is illegal to intentionally falsify an employee’s timecard.įor example, you cannot change a nonexempt employee’s work hours from 48 hours to 40 hours because you do not want to pay them overtime. The FLSA makes clear that employers must pay nonexempt employees for all hours worked. It is illegal to intentionally falsify an employee’s timecard. When can’t you change employees’ timecards? This way, you and the employee can resolve any issues in advance. Also, check the employee’s paid time off balance before making timecard edits for PTO.Īfter editing an employee’s timecard, send the updated information to the employee before approving it for payroll processing. For example, if an employee fails to clock in or out, you might not recall their exact arrival or departure times - which is why you should check with them first, instead of guessing. When in doubt, contact the employee to verify their timecard information before you make the change. Wrote the incorrect amount of hours on their timesheet.Wasn’t able to access the timekeeping system due to technical issues.You can fill in the paid or unpaid personal time off. Took ½ day off from work for personal reasons.You can adjust the timecard to reflect the sick or vacation time. You can fill in the break and lunch times taken. Failed to clock in or out during their break or lunch period.You can fill in the missing entries or punches. Forgot to put their start or end time on their timesheet, or forgot to punch in or out on the timeclock.When can you change employees’ timecards?Įxamples of when you can edit employees’ timecards include the following scenarios. This is true, regardless of whether you use a paper timekeeping system, an electronic method (such as email), or an automated cloud-based platform. You should ensure that the data is correct before approving and sending the timecard over to payroll for processing. Therefore, employers can change employees’ timecards - so long as the adjustment correctly depicts the hours that the employees actually worked.Īs the employee’s boss, you’re responsible for reviewing their submitted weekly timecard. The employer is responsible for not just maintaining records of employees’ hours worked, but also paying all hours worked. The Fair Labor Standards Act (FLSA) requires employers to keep specific records for each nonexempt employee - including total hours worked each workday and each workweek. What federal law says about changing employees’ timecardsĮmployers can change employees’ timecards - so long as the adjustment correctly depicts the hours that the employees actually worked. Short answer: While you can legally change employees’ timecard information, there are some critical exceptions to consider. You decide to change the timecard information to reflect what you believe it should be.īut are you legally allowed to modify employees’ timecard information? You notice what seems to be an error on one of the records. Payday is coming up, and you’re in the process of reviewing your employees’ timecards.
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