Manual Clockout Policy

Each time a supervisor or member of HR manually clocks-out an employee, instead of the employee doing it themself, it creates a risk that the employee may file a wage claim.

Likewise when a member of HR edits an employee's timecard to correct an incorrect time.

To protect the company from that risk, you should have a company policy which specifies how a manual clockout is to be attested. The attestation will be used to defend the company against any wage claims (justified or not) brought on grounds of timeclock tampering.

A Sample Policy

Here follows a sample policy which provides solid protection against any claim of timeclock tampering.

Any time any employee is manually clocked-in or clocked-out by any supervisor or member of HR, and any time a member of HR notices that a timecard entry needs correction, do the following in exactly this order:

  1. Set the "Needs Attention" timeclock flag on the timecard entry in question, but do not perform the correction yet.
  2. Require the employee to appear in person in order to fill out the correction form in their own hand, attesting the correct date and time of clockin/clockout.
  3. Squirrel the form away in the employee's permanent HR file. (You can scan it into the employee's file in AngelTrack if you wish.)
  4. Edit the timecard, correct the date/time, and leave a clockout comment saying "correction form on file".
  5. Clear the "Needs Attention" timeclock flag.

Give the Policy Some Teeth

The above policy needs some teeth, in order to motivate employees to get their correction forms signed.

We give it teeth by excluding any "Needs Attention" timeclock entries when doing payroll. Any work hours lacking a correction form will be pushed out to a later pay period.

AngelTrack's payroll calculator will allow you to do this automatically: simply check the ☑ Exclude entries flagged 'Needs Attention' box. Once employees realize that they will not be paid for a shift until the form is signed, you will not have to chase anyone down; they will make sure it gets done.

And then the company is protected from false claims brought by a disgruntled employee.

Clear it With Your Legal Team First

Labor laws vary by state, so you should clear this policy with your legal team before rolling it out. If your state does not allow you to delay payroll for timeclock entries in dispute, then you may need to resort to demerits or writeups or even financial penalties (e.g. a temporary pay cut to minimum wage) instead.

Announce the Policy Using an AngelTrack Announcement

When this policy goes into effect, use AngelTrack's announcement system to disseminate the new rules. That way, you can collect electronic signatures and have proof that all employees were properly notified of the policy.

There is already an inactive sample announcement named "Timeclock Correction Policy" in your announcements list, which you can use as a starting point for your own.

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