Employee Timesheets

What are employee timesheets?

Employee timesheets are used to record the hours worked by employees. Timesheets can be handwritten, punched on cards, typed into a spreadsheet, or automatically filled by a timeclock system. The most accurate timesheets are stored in an online time and attendance system, populated from secure timeclocks and available in real time to managers and employees.

Why should I upgrade to online employee timesheets?

If you are not happy with your answer to any of these questions, you should consider online employee timesheets:

  • Is your current system accurate, or do you sometimes overpay/underpay employees?
  • If you were audited, could you produce timesheets for the past three years?
  • How long does it take you to process payroll?
  • Do you pay one of your employees to prepare timecards?
  • Is unplanned overtime inflating your labor costs or impacting cash flow?
  • Do you calculate Paid Time Off (PTO) with spreadsheets?
  • Do you want 24/7 mobile access to timecard data?

How do online employee timesheets protect against time theft and wage theft claims?

Online employee timesheets protect against both time theft and wage theft claims by keeping an accurate and secure record of all hours worked by all employees.

Time theft is a term used to describe situations where employees are paid for time not actually worked. The most obvious form of time theft is when one employee covers for another through ‘buddy punching’, explicitly claiming time that was not worked. Paper timesheets are vulnerable to hours padding and buddy punching. They are also at risk of forgetfulness and rounding. While employees may not intend to steal, they are increasing your cost of doing business if they overstate their hours worked in one way or another.

Wage theft can feel even more insidious. If you ask employees to record their time manually, they are bound to make errors. You don’t know whether those mistakes are in your favor or theirs. Neither do they. This can lead to concerns about fairness and erode teamwork. You might worry that you are not paying your employees for all the time they work. They might worry about that too…and take you to court with a wage theft claim.

Are businesses required to keep employee timesheets?

Employers are required under the Fair Labor Standards Act (FLSA) to record hours worked each day and each workweek. In addition, employers must report total straight time and total overtime to each workweek. Employers must calculate these figures for each employee. And they must keep records for at least the previous 3 years for each employee.

How are employee timesheets converted to payroll?

Employee timesheets capture the data used to calculate payroll. Hourly rates are associated to the hours worked, with calculations for overtime where required. With paper timesheets, managers spend time fixing inaccuracies. They chase down missing information. They convert hours and minutes to fractions in preparation for payroll. Then they manually enter the data into the payroll system.

Online timesheets are filled in with each clock punch. Conversion to fractional time is automatic. You can review and catch errors almost as they occur, virtually eliminating costly payroll errors. At the end of the work period, payroll approval is fast and easy. With work tech that uses online timesheets, you save time and everyone receives their proper pay.

Additional resources

How to Make Sure Employees are Turning in Timecards: Solve Late Timecards for Good
How to Keep Track of Your Employees Timesheets Through an Excel Spreadsheet
3 Things You Can Do Right Now to Speed Up Timecard Approvals
Healthcare HR for 2020: 3 Solutions to Implement Now
6 Important Reasons Even Very Small Businesses Should Use Online Timesheets
8 Reasons Your Subcontractors Should Use a Mobile Time Tracking App
Best Employee Time Tracking Solution to Replace Old Fashioned Punch Card System