So, someone forgot to submit a time sheet. Annoying? Yes. World-ending? Thankfully, no. Mistakes happen, and while a late time sheet can create some problems, there are steps you can take to make things right.
Just because a time sheet is late doesn’t mean an employer has a right to withhold — or even delay — a worker’s wages. Ultimately, it’s the employer’s responsibility to keep track of workers’ hours.
They’re also required to keep a record of hours worked for a minimum of three years, according to federal law. That’s why it’s important to create policies surrounding time sheets and other safeguards to reduce the likelihood of this scenario. For example, automating time tracking with time clock software can ensure hours worked are submitted on time each pay period.
Like we mentioned, it’s the employer’s responsibility to make sure employees are paid for hours worked. But with no time sheet, keeping this record is going to be a problem. If this is your scenario, here are some options.
The easiest option is to have employees and supervisors work together to submit the late time sheet. If this isn’t an option, you may want to rely on the employee’s schedule to figure out the hours worked and then correct discrepancies (such as overpayment) later on. You can also ask the individual's supervisor to report his or her direct report’s hours worked, since he or she should have a good idea of when the employee was actually in.
If you forget to submit your time sheet, don’t panic. It’s important to navigate the situation with a professional attitude. Everyone makes mistakes, but it takes maturity to own up to it with grace.
So, if your time sheet is late, will you still get paid? Under the Fair Labor Standards Act, an employer can’t deny pay for actual hours worked. That said, a late time sheet submission creates some practical challenges for payroll that may delay your correct payment or require a recollection of overpayment down the road.
Here’s how to handle the situation so you can get paid the correct amount on time.
It’s best practice to notify your supervisor about your time sheet’s lateness in writing. We recommend sending a polite email. Include an apology for the oversight as well as an explanation, if necessary.
Better late than never! Be sure to complete your time sheet and submit it as soon as you can. Double-check that your hours are accurately filled out and include a note, if applicable.
Your employer may have a procedure in place that addresses what to do in the event of late time sheet submissions. Be sure to follow these timekeeping requirements to the letter. For example, you may have to fill out additional paperwork when submitting a time sheet after its due date.
Submit your time sheet late once, and it’ll be chalked up to human error. But you’ll want to make sure it doesn’t happen again. Set a time sheet reminder, like a recurring calendar notification, to prevent this situation from reoccuring.
If an employee forgets to submit a time sheet, act promptly. Hopefully, he or she will remember on and reach out to rectify the situation. If not, you’ll need to track it down.
It’s an employer’s responsibility to keep track of hours worked for nonexempt employees. Additionally, you’re legally obligated to pay employees for all hours worked, regardless of any errors. We’ll explain more about this later, but first, here are the steps you should take when employees forget their time sheets.
Give your employee a friendly reminder about the missed time sheet submission. Politely ask if the employee needs any assistance to complete or submit the time sheet. Additionally, make sure he or she has access to the proper resources, like login credentials for your company’s time tracking software.
When you connect with the employee, set a new timeframe for the time sheet submission. For example, if you connect at the beginning of the shift, ask him or her to submit hours worked by the end of the day. Record this deadline in writing so that everyone’s on the same page.
Once your employee submits the time sheet, give a quick once-over. You’ll want to make sure it’s correctly filled out to prevent any further delays. If you notice something is missing, reach out to the employee for clarity before submitting it to your payroll provider.
Once the time sheet has been submitted, you should create a record of what happened. Include the date the employee submitted the time sheet as well as the date when it was forwarded for payroll processing. This documentation will be helpful if any compliance issues arise or if this becomes a recurring performance issue.
If your timekeeping procedures establish consequences for late submissions, apply them consistently and fairly. Likewise, take the opportunity to coach the delinquent employee on the importance of meeting deadlines and ask him or her to come up with a plan to prevent the situation from happening again.
If you’re working with an employee who chronically submits late time sheets, you may start to question the value of time sheets altogether. However, they’re actually pretty important. Here are some of the reasons why.
In short, it’s not enough to simply make a mental note of when your employees worked. Time sheets are important records that are necessary for legal reasons. They’re also essential for payroll for nonexempt workers.
If you want to prevent late time sheets, the best strategy is to take time sheet submissions off your employees’ plates. Regardless of whether or not that’s an option, you’ll also want to emphasize the importance of deadlines and accountability. This will benefit not only your time tracking strategy but your workplace culture.
If time sheet submission is a consistent problem for you, it’s time to check the method. Your time tracking system may itself be the issue — not your employees.
If you’re using paper time sheets, have your employees leave them in a central area at their worksites. That way, your payroll personnel can retrieve them on a designated date. The downside of this is that paper time sheets are prone to human error, and picking them up by the deadline can be a hassle.
If you’re tracking time sheets digitally, you’ll need software to automate the process. Electronic time clocks can help. Cloud-based time clock software, like OnTheClock, is a more convenient alternative, as it can be used on any device.
Online time clocks can be accessed anywhere there’s an internet connection. Time clocks, like OnTheClock, are fully customizable to meet your business’s unique needs and can be configured to work at specific job sites. Most importantly, they eliminate the need for your employees to manually submit time sheets — simply send their records to your payroll provider when they’re due.
OnTheClock is priced to be affordable for growing businesses. We also offer hands-on support from time tracking specialists to get your account set up exactly the way you need it. Your first 30 days are free — no credit card is required, so give it a try and see how easy time sheets can be.
Yes — in certain situations. Under the Fair Labor Standards Act, it’s the employer’s responsibility to maintain accurate records of hours worked and paid. So, employers may need to occasionally change time sheets to fix mistakes or fill in missing hours.
For example, if your employee forgot to clock in or out, you’ll need to fill in the blank. However, modifying a worker’s time sheet with the intent to pay them less than what they’ve earned is wage theft, which is unethical and illegal. You can only change time sheets when correcting errors — not to withhold pay.
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