Timecards: 101

As we discussed in our last post, employers are solely responsible for ensuring their employees take their designated meal and rest breaks (particularly their meal break during which they are to be relieved of all duties). Aside from making certain this happens, employers are additionally responsible for accurately managing and tracking employee time, something that has become even more of a challenge with so many employees working remotely.

While it is important to have a usable time reporting system in place, it is equally important to make sure that your employees know what is expected of them with regards to tracking time accurately. Regardless of the method used (e.g., an elaborate software program, or Quickbooks and simple spreadsheets for tracking time), when you have multiple employees, it can be near impossible to keep track of every “in” and “out” and managing time worked in addition to sick leave, vacation, emergency sick leave, holiday pay, etc. can create an incredible amount of frustration.

How do you make your time management process as streamlined and user-friendly as possible? How do you establish compliant and effective practices that ensure accuracy and honesty?

• Utilize a Simple System – Dependent on your company size, don’t over complicate things by using software that is too complex and cumbersome. The easier it is for employees to use, the easier it will be to ensure accuracy. Your system should easily integrate with daily operations and should simplify administrative tasks.
• Communicate Policies and Practices – In new hire orientation and regularly or as necessitated by circumstances, communicate your organization’s policies surrounding your time keeping system and process. Walk new employees step-by-step through how to track their time accurately, including meal and rest periods and the type of pay (e.g., straight pay, overtime, holiday pay, PTO, etc.).
• Establish Expectations – In addition to communicating policies, clearly communicate what you expect out of your employees with regards to time tracking, including: honesty and accuracy in record keeping, submission of timecards, and consequences for not following company policy, including potential disciplinary action.
• Hold Employees Accountable – Especially in Oregon, with employers being held strictly liable for ensuring employees take their meal and rest breaks, it is important to bring the hammer down when necessary to make certain policies are adhered to. Dishonesty in record keeping is a terminable offense in many organizations, and making those expectations known early on, and following through on consequences can prevent issues down the road.

Record keeping doesn’t have to be a burdensome task. By implementing the right process for your company, communicating practices and expectations, and holding your employees accountable, time management can be easy and simple. Contact us today for questions regarding any unique situations you may have, or for help in reviewing and updating your current policies for efficiency and compliance.