Jonathon Harris, HR Consultant at BBSI Ontario
Yes, you have time sheets. Yes you review them. It is time to look again with curiosity at truly what is done with time sheets. If you have a hand punch clock, a phone clock in app, or hand written sheets, this will all come into play.
WHERE DOES THE RUBBER MEET THE ROAD?
By this, I mean, where do employees’ hands have the ability to change, fake, or alter a time punch?
- Places where a supervisor might be entering time cards for all employees without their knowledge.
- Places where a lunch punch can be altered by an employee filling out a simple form. How many times do they alter their cards? Is it excessive? Might they be forced to fill out the time punch change sheets?
- Overtime worked that is removed so it isn’t paid. Some supervisors might be telling employees “you can’t get overtime, go change your punch”, and the employee might not know any better. Or, an employee might be following a rule of “No overtime!” and thus not wanting to get in trouble.
- Rumors or reports that any employee works before or after their shifts. Ask the people who are there early or late (security guards are great for this). Make sure the policy is known, all employees will be paid for all hours worked. If you find any violations, it could be that a supervisor encouraged work off the clock, and the employee was following orders.
- Notes of the areas and dates you reviewed the practices to help prove the validity of your time records. The more you can prove that your records are pristine and reviewed, the better your defense.
Stay consistent in your enforcement of timekeeping procedures. If you support people cheating the time records, don’t be surprised when they cheat you (or sue you for cheating). It costs more now, but in the long run you will save your company by doing things the right way.