Employee Timekeeping Policy

Employee Timekeeping Policy

Personal Information

Position Information

Employment Classification

Classification (check applicable):  Exempt   Non-exempt

Employment History (most recent)

Education

References

Policy Summary and Scope

Purpose: This policy establishes required procedures for recording, reviewing, and approving time worked by non-exempt and exempt employees, and for submitting time records for payroll processing. It applies to all employees and contingent workers unless otherwise specified in a written agreement.

Effective date: . Failure to comply with this policy may result in corrective action up to and including termination.

Timekeeping Procedures

Recording time: Non-exempt employees must accurately record all hours worked using the company timekeeping system. Time entries must reflect actual start and end times and must be submitted by the published payroll deadline each pay period.

Clocking in/out: Employees are required to clock in at the beginning of the workday, clock out for unpaid meal breaks, clock back in at meal break completion, and clock out at the end of the workday. Failure to clock in or out requires submission of a written correction to the supervisor before payroll cutoff.

Rounding: Time entries may be rounded to the nearest five (5) minute increment for payroll calculation purposes. Rounding must not consistently result in a loss of pay to the employee. Rounding practices will be applied in a manner that does not violate applicable wage and hour laws.

Meal and rest breaks: Non-exempt employees are provided unpaid meal breaks and paid rest breaks as required by law and company practice. Meal breaks lasting 30 minutes or more must be recorded as unpaid time. On-duty meal agreements must be documented in writing and approved by Human Resources.

Overtime and Pre-Approval

Overtime: All overtime must be pre-approved by a supervisor. Non-exempt employees will be compensated for overtime in accordance with applicable law. Time worked beyond scheduled hours without prior approval may result in disciplinary action unless extraordinary circumstances exist.

Falsification and Unauthorized Adjustments

Prohibition on falsification: Intentionally or negligently falsifying time records, including recording time on another employee's behalf, rounding that misrepresents hours worked, or approving false records, is strictly prohibited. Falsification constitutes misconduct and may result in disciplinary action up to and including termination and restitution of unlawful payments.

Corrections and Disputes

Corrections: Corrections to submitted time records must be requested in writing and approved by the employee's supervisor. All corrections will be retained with payroll records and are subject to audit.

Disputes: Employees disputing timekeeping records must notify their supervisor and Human Resources within five (5) business days of the pay date in question. HR will investigate and render a decision; temporary adjustments may be made pending final resolution.

Remote Work and Alternate Schedules

Remote employees: Remote and field-based employees must record time consistent with this policy. Use of personal devices or third-party applications for time entry requires prior written approval from IT and HR. Managers are responsible for ensuring remote time records accurately reflect work performed.

Recordkeeping, Monitoring, and Privacy

Monitoring: The employer will audit time records for accuracy and compliance. Employees consent to reasonable monitoring of electronic timekeeping records for the purposes of enforcement and payroll integrity.

Privacy: Timekeeping records are maintained in personnel files and payroll systems. Access is limited to authorized payroll, HR, and management personnel. Records will be retained in accordance with legal requirements.

Discipline and Enforcement

Enforcement: Supervisors are responsible for enforcing this policy. Violations, including repeated failures to record time properly or falsification, will result in disciplinary action up to and including termination. Corrective action will be consistent with progressive discipline guidelines except in cases of egregious misconduct.

Legal and Administrative Notices

At-will statement: Employment with the company is at-will unless otherwise set forth in a written agreement signed by an authorized officer. This policy does not modify the at-will employment relationship.

Equal opportunity: The company is an equal opportunity employer. Timekeeping and payroll practices will be administered without regard to protected characteristics and will comply with applicable employment laws.

Authorization and Applicant/Employee Certifications

By signing below, I certify that all information I have provided on this form is true and complete to the best of my knowledge. I authorize the company to contact prior employers and references for the purposes of verifying employment history and to conduct background and payroll-related verifications as permitted by law. I acknowledge that I have received, read, and understand the Employee Timekeeping Policy and agree to comply with its terms.

I further acknowledge that intentionally falsifying time records is grounds for disciplinary action, including termination, and may subject me to civil or criminal liability where applicable.

I acknowledge that I have read, understand, and will comply with the Employee Timekeeping Policy.

Authorization to Contact Previous Employers and Conduct Background Checks

Authorization: I authorize the company and its agents to investigate my prior employment, education, criminal history, and other information pertinent to my employment eligibility and payroll verification. I release prior employers and references from liability for providing such information.

Signature below constitutes written authorization to obtain background and verification information to the extent permitted by applicable law.

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