Human Resource Blog

Timeclock Requirements

We have an employee who refuses to use the timeclock. Only the Office Manager can write on a timecard. What sort of policies can legally put in place for disciplinary actions against an employee that does not use the timeclock properly?

You don’t necessarily need a written policy to address this topic. It is not necessary or even desirable for an employer to put every policy and expectation in writing. Many employee handbooks have a blanket statement to the effect that employees are expected to follow company policies and procedures.

Not clocking in and out is a performance issue. Just to be sure, inform the employee verbally or by memo that all employees are expected to clock in and out, and not write on the time card. If he does not comply, he should receive a verbal warning the first time and written warnings thereafter. To be safe, each written warning should include the words “further violations will result in disciplinary action up to and including termination.” After the third written warning, you would be justified in terminating him.    

This is a very serious issue. As you know, the federal government requires that employers maintain accurate payroll records. Most employers do this with timeclocks, at least for hourly employees.