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Filling out Time Cards

Is it illegal for any employee or supervisor to fill out a time card for another employee if we don’t have a punch clock?

Under the federal Fair Labor Standards Act (FLSA), employers are required to maintain certain records for non-exempt employees including the hours worked each day and the total hours worked each workweek. Employers are able to choose the timekeeping method i.e. time sheets or time clocks as long as it accurately records hours worked.

Employers ultimately have the responsibility to ensure employees’ hours are appropriately recorded. Thus, employers are able to complete or change an employee’s time sheet with or without the employee’s consent as long as doing so accurately reflects the employee’s time actually worked. Employers may not alter an employee’s time card to reduce the number of hours worked. Furthermore, the FLSA doesn’t prohibit an employer from allowing co-workers to complete each other’s time sheets as long as the actual hours worked are recorded for each non-exempt employee.

Even though an employer may complete an employee’s time sheet, doing so is not advisable. Wage and hour violations continue to be common. Thus, employers should take any means possible to avoid such claims including requiring employees to record their own time worked. Employers, of course, can supervise the timekeeping, make changes as appropriate, and enforce time keeping policies and procedures.

This entry was posted on Wednesday, September 2nd, 2015 at 8:56 pm and is filed under
Attendance Management, Labor Laws.
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2 Responses to “Filling out Time Cards”

  1. bob Says:

    Whose responsibility is it to fill out weekly time cards, the employee OR employer?

  2. hrlady Says:

    Hi Bob,
    Timecards are actually not required by federal law, specifically the Fair Labor Standards Act (FLSA). Under the FLSA, employers are required to keep certain records for each non-exempt employee. Such records include the hours worked each day and the total number of hours worked each workweek. Employers are allowed to use any timekeeping method they choose. For example, they may use a time clock, have a timekeeper keep track of employee’s work hours, or tell their workers to write their own times on the records. Any timekeeping plan is acceptable as long as it is complete and accurate. So, it’s up to the employer to determine how time will be recorded and who is responsible for doing it. It’s also ultimately up to the employer to ensure employees are properly paid for all hours worked.

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