Avoid FLSA Violations by Preventing Unauthorized Timecard Changes
In a number of states, employers cannot change a timecard without the employee’s knowledge and approval.
However, employers frequently find themselves in trouble because their managers run afoul of this particular mandate. Perhaps they’re filling in a missed punch, correcting an error, or trying to minimize overtime expenses. Regardless, when employees discover inconsistencies in their paychecks, they may be motivated to file a complaint.
This a particular concern for employers who manage a distributed workforce and whose field managers tend to operate independently. To avoid wage and hour lawsuits, employers should follow these best practices:
Best Practices for Maintaining Timecard Compliance
- Develop and implement a timecard compliance training program for managers.
- Train managers to review timecards daily and make necessary corrections as soon as possible, then get written approval from employees. Doing it daily avoids holdups before payroll processing.
- Make sure your time and labor management system tracks timecard changes, and audit these reports regularly. Reports should be able to identify timecard changes by worksite, manager, and employees, allowing for corrective action. In the event of a lawsuit or investigation, the reports are also proof that you’re handling timecard changes correctly.
EPAY’s time and attendance system helps employers avoid unauthorized timecard changes and wage and hour lawsuits. Blueforce's optional Reason Code feature requires managers to select the reason that they are altering the timecard, creating a paper trail in case of disputes.
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