What counts as make-up time?

Make-up time typically covers hours missed due to approved absences where the employee later works additional hours to replace lost time. Company policy defines eligible reasons and any limits on maximum make-up hours per week.

Who must approve requests?

A direct supervisor usually must approve proposed make-up times; HR may require a secondary review for overtime or policy exceptions before payroll entry.

How does payroll apply approved hours?

Payroll posts approved make-up hours to the employee’s timecard and uses designated payroll codes; timing depends on payroll cutoffs and whether adjustments apply to the current or next pay period.

Is a signature required?

Supervisor approval must be documented; a written or electronic signature is preferred. Employer policy determines whether an eSignature or handwritten signature is required.

What if a request is denied?

If a supervisor denies the request, document the denial reason and any alternative offered. Denials should be recorded to avoid later wage disputes.

How long to retain records?

Keep make-up time requests according to retention policy: at least three years for payroll records and longer where state law or potential litigation warrants extended retention.

Electronic Signature
Templates
HR
Employee Make-up Time Request

Employee Make-up Time Request

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE MAKE-UP TIME REQUEST

Personal Information

Full Name Address

Phone

Email

Employee ID

Position Information

Job Title Department

Reporting Manager

Employment Start Date

Current Salary / Rate

Make-Up Time Details

Date(s) of missed hours:

Total hours missed:

Reason for absence (brief)

Requested make-up schedule (proposed dates and hours):

Is make-up time to be paid or unpaid? Paid Unpaid

Payroll / Timecard adjustments required (describe)

Attachments and Documentation

Supporting documentation attached (medical note, schedule, etc.): Medical note Schedule Other

Other comments

Employment History (for verification)

Most Recent Employer Responsibilities Previous Employer Responsibilities

Education

References

Reference 1 Reference 2 Reference 3

Legal Disclosures and Authorizations

At-Will Employment: Nothing in this request alters the at-will employment relationship. Employment remains at the election of either the employee or the employer in accordance with company policy and applicable law.

Equal Opportunity: The company provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic as defined by applicable law.

Authorization to Verify: By submitting this form, I authorize the company and its designated representatives to verify information provided on this form and to contact my prior employers and references for the purpose of confirming employment history and facts related to this request, where such verification is necessary to process payroll or compliance requirements.

I authorize verification of the information provided and any necessary background checks to the extent permitted by law.

Applicant Certification

I certify that all information in this Employee Make-Up Time Request is true and complete to the best of my knowledge. I understand that falsification or omission may result in disciplinary action. I agree to comply with any approved make-up schedule and understand that approval is subject to operational requirements and manager authorization.

I further acknowledge that approval of this request does not guarantee overtime eligibility unless explicitly authorized under applicable pay rules and company policy.

Management Review (To be completed by Manager / HR)

Manager decision: Approve Deny Modify

Manager / HR Comments

Employee Name:

By:

Date:

Supervisor / Manager Name:

By:

Date:

What an Employee Make-up Time Request Is

An Employee Make-up Time Request is an internal HR form employees use to request that missed or deficit hours be compensated by working additional hours at a later date. The form documents the date and hours missed, proposed make-up time, reason for the absence, and required approvals so payroll can adjust time records and ensure compliance with wage-and-hour rules.

Why this request matters for payroll accuracy and compliance

Using a formal Employee Make-up Time Request creates a written record that protects both employees and employers by clarifying hours worked, preventing payroll errors, and supporting compliance with wage-and-hour laws such as the Fair Labor Standards Act (FLSA). It also documents managerial approval and timing for audit and payroll reconciliation purposes.

Who completes and approves make-up time requests

The form is completed by employees and routed through supervisors to HR and payroll for verification and processing.

Employees — submit accurate dates, hours, and reason for missed time to start the approval workflow.
Supervisors — review operational impact, confirm hours worked, and approve or deny the requested make-up schedule.
HR / Payroll — verify policy compliance, apply codes, and schedule payroll adjustments or timecard edits.

Clear role separation speeds approval, reduces disputes, and creates an auditable trail for payroll and compliance reviews.

Step-by-step: submit and record make-up time

Follow these steps to submit, approve, and record make-up time so payroll can process adjustments accurately and on schedule.

01

Prepare Request: Complete form fields and attach any required documentation.
02

Submit to Supervisor: Send via internal workflow or email as required by policy.
03

HR Verification: HR confirms policy compliance and payroll codes.
04

Payroll Adjustment: Payroll posts hours for the approved pay period.

Essential components of a professional make-up time request

A complete request includes identifying information, clear timing, justification, approvals, payroll coding, and any supporting documentation to avoid processing delays.

Employee Details

Full name, employee ID, job title, and department so HR and payroll can match the request to the correct personnel record.

Missed Work Information

Exact missed date(s), start and end times, and total hours missed to determine the precise adjustment needed on the timecard.

Make-up Schedule

Proposed date(s) and times for make-up work, including whether pay or compensatory time will be used and any expected overtime implications.

Reason

Concise explanation and, when required, documentation such as a doctor’s note or emergency verification to satisfy policy requirements.

Approval Block

Supervisor signature, printed name, and date; optional HR review line to document final authorization before payroll entry.

Payroll Coding

Designated payroll codes or cost centers, overtime flags, and notes for auditors to record the financial impact correctly.

Typical routing and processing flow

Make-up time requests travel from the employee to supervisor, then HR, then payroll, with each step recorded to maintain an audit trail.

Employee Submits: Initiates the request using the established form or HR portal.
Supervisor Reviews: Checks operational feasibility and signs approval or denial.
HR Reviews: Verifies policy compliance and required documentation.
Payroll Posts: Applies hours and codes to the next appropriate pay period.

Recommended configuration for a digital approval workflow

When setting up an automated workflow, configure approval order, authentication, notifications, payroll integration, and archive destination.

Field	Configuration
Approval Order	Employee → Supervisor → HR → Payroll
Authentication	Email link or SSO; stronger auth for high-risk adjustments
Payroll Sync	Automatic timecard update or manual import option
Archive Location	Secure HR file store with retention rules applied

Technical considerations for digital submission

Choose platforms that integrate with HRIS and payroll systems, support audit logs, and secure data in transit and at rest.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Types: PDF, DOCX, XLSX supported
Authentication: Email link, SSO, SMS code

Timing guidelines and payroll cutoffs to follow

Adhere to employer payroll schedules and internal cutoffs to ensure make-up hours post to the intended pay period without manual adjustments.

Submission Window:

Submit requests at least five business days before proposed make-up date

Supervisor Response:

Supervisor should approve or deny within three business days

Payroll Cutoff:

Requests approved before payroll cutoff will post to the current cycle

Overtime Review:

HR must review for potential overtime before payroll posting

Recordkeeping:

Maintain documentation according to company retention policy

Key stages from request to payroll posting

A typical make-up time lifecycle passes through these numbered stages to ensure approvals and accurate payroll entry.

01

Stage 1 — Submission

Employee completes and submits the request for review.

02

Stage 2 — Supervisor Approval

Supervisor evaluates operational impact and approves or denies.

03

Stage 3 — HR Verification

HR checks policy, documentation, and payroll codes.

04

Stage 4 — Payroll Entry

Payroll applies hours to the correct pay period.

Common mistakes that delay processing

Submitting vague times or dates that require follow-up and rework from HR and payroll.
Failing to include supervisor name or signature, which invalidates the request in many organizations.
Using inconsistent time formats or omitting AM/PM, causing incorrect timecard adjustments.
Not attaching required proof for absences that company policy mandates, leading to denials.

Security and compliance elements to include

Encryption: TLS 1.2/1.3; AES-256 at rest

Access Control: Role-based permissions

Audit Trail: Timestamps and IP logging

HIPAA Consideration: BAA required if PHI present

Retention: Policy-driven retention rules

Authentication: SSO and MFA support

Potential consequences of errors or missing approvals

Wage Disputes: Back pay liability

Overtime Miscalculation: Unintended OT exposure

Payroll Adjustments: Manual corrections and costs

Policy Violations: Disciplinary action risk

Recordkeeping Failure: Audit exposure

I-9 Impact: Potential documentation mismatch

Real-world examples of using the form

These examples show common scenarios where a documented make-up time request prevents payroll errors and documents managerial approval.

Clinic Scheduling

A nurse missed two clinic hours due to an urgent patient transfer and submitted a make-up request the same day.

Supervisor approved an evening shift the next week to cover time.
HR recorded the adjustment, payroll applied hours in the next cycle, and the clinic retained the request for audit and staffing reconciliation purposes.

Retail Shift Swap

A retail associate reported missed hours after a family emergency and proposed a weekend make-up shift.

Manager verified store coverage and approved the swap.
Payroll posted the approved hours for the applicable pay period, preventing underpayment and maintaining accurate store labor cost records.

Typical eSignature vendor pricing and feature snapshot

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HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about make-up time requests

Answers to common questions about eligibility, approvals, documentation, payroll timing, and recordkeeping practices.

Need help? Contact support

What counts as make-up time?
Make-up time typically covers hours missed due to approved absences where the employee later works additional hours to replace lost time. Company policy defines eligible reasons and any limits on maximum make-up hours per week.
Who must approve requests?
A direct supervisor usually must approve proposed make-up times; HR may require a secondary review for overtime or policy exceptions before payroll entry.
How does payroll apply approved hours?
Payroll posts approved make-up hours to the employee’s timecard and uses designated payroll codes; timing depends on payroll cutoffs and whether adjustments apply to the current or next pay period.
Is a signature required?
Supervisor approval must be documented; a written or electronic signature is preferred. Employer policy determines whether an eSignature or handwritten signature is required.
What if a request is denied?
If a supervisor denies the request, document the denial reason and any alternative offered. Denials should be recorded to avoid later wage disputes.
How long to retain records?
Keep make-up time requests according to retention policy: at least three years for payroll records and longer where state law or potential litigation warrants extended retention.

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