How to ensure compliance in timesheet management
Significant improvements have been made to time sheet management through online systems that require employees to enter their hours worked, hours absent (vacation, sick or other absence), overtime, premium hours, and other work metrics of employees. This allows a business or organization the ability to manage the hours worked of its employees no matter where they are performed, that is, working in a home office, a client’s office, or around the world.
No matter how competent the timesheet management system is, it is extremely important to develop organizational policies to help employees and payroll staff or managers complete and process timesheets accurately and efficiently.
Write a policy that describes how to complete timesheets:
This policy should clearly and simply describe the steps required to accurately and timely complete a timesheet. The intent is that the instructions are clear and the employee knows that they can seek clarity and support when necessary. A good policy will mitigate timesheet modifications, resulting in fewer paid rework hours, increasing payroll staff productivity. Review the policy with the Human Resources Department to make sure it is comprehensive and clearly outlines the consequences for employees. Ideally, the revised policy or policy will need the support of top management, including human resources, so that it can be implemented in a timely manner.
Make sure the orientation of all new hires includes instruction and guidance on how to complete the timesheet. Emphasize to new recruits that it is important that they learn to accurately fill out the timesheet so that they are paid correctly. Many companies and organizations conduct orientation sessions that guide new recruits through a sample timesheet, so they have the opportunity to ask questions to ensure they can follow the instructions correctly. Emphasize to new hires that your performance reviews will include adherence to timesheets worked on time and their accuracy. They must understand that redoing payroll is arduous and expensive. Additionally, they should be informed that incomplete timesheets will be documented and reviewed with them as part of their performance review.
Existing timesheet management policies and the new policy will need to be reviewed with current employees to ensure they are informed of the instructions for completing the timesheet. Current employees should have the opportunity to review old or new instructions with the support of their managers. Reviews can be done at staff meetings or by arranging for timesheet completion in services. In fact, some organizations have undertaken time-bound education projects for all staff due to poor compliance rates.
New or revised instructions for completing timesheets should be posted in common areas, ie lunch and staff rooms, for easy review by employees.
It is important that employees understand that the company is serious and that there will be consequences; however, they will be supported in meeting the timesheet requirements.
Lastly, it is important that all staff and payroll managers are well informed about a revised schedule management policy before implementing a change with employees. They must also work closely together to ensure that existing policies are revised when necessary with the introduction of a new time and attendance system.