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Including clock-in and clock-out guidelines and instructions in your employee handbook.Laying out clear, step-by-step instructions for using your time clock system during employee onboarding.Setting policies up front for clocking in and out can help to avoid neglect in the future. In most cases, it is easier to teach people good habits early than it is to try to correct their behavior after the fact. Set a clear policy for clocking in and out

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Fortunately, there are a number of reliable tools and methods employers can use to give their workforce a better understanding of how to punch in and out at work. It is difficult to overstress the importance of clocking in and out at work, but it is also true that old habits die hard and good new ones can be difficult to form. How to remember to clock in and out on a regular basis While a missed clock-in here and there is inevitable, in some cases an employee supposedly forgetting to clock in or out can provide a convenient excuse for padding their hours. This essentially falsifies a worker's reported hours for the pay period and allows them to receive payment for hours they did not actually work. It can take a number of forms depending on what time clock technology a workplace uses, but the basic definition is that one worker clocks in or out on behalf of another. What is buddy punching and how does it connect to clocking in and out?īuddy punching is one of the most common forms of workplace time fraud. Not only is cleaning up those kinds of errors complicated and time-consuming, it can also lead to significant fines for noncompliance levied by the Department of Labor's Wage and Hour Division. If a significant number of employees fail to clock in and out on a consistent basis, all of those records can be impacted.

Date of payment and the pay period covered by the payment.

All additions to or deductions from the employee's wages.

Total overtime earnings for the workweek.

Total daily or weekly straight-time earnings.

Basis on which employee's wages are paid (e.g., "$9 per hour", "$440 a week", "piecework").

Time and day of week when employee's workweek begins.

FLSA rules require employers to report accurate records of a number of timekeeping factors, including: The Fair Labor Standards Act (FLSA) sets rules governing recordkeeping and overtime pay for non-exempt hourly employees, both of which can be strongly affected by poor time clock habits. The problem becomes potentially more serious when it comes to compliance with federal regulations. What are the compliance risks of bad time clock habits? That wasted time quickly translates to wasted money, and no employer is eager to spend money unnecessarily, especially on an issue as easily avoidable as sloppy time clock management. The bottom line is that failure to clock in and out in a timely fashion leads to a great deal of wasted time and effort for both the employee and the administrators in charge of time and attendance recordkeeping.

Increased risk of buddy punching and other forms of time fraud.

Increased chance of overpayments and underpayments.

Greater risk of noncompliance with FLSA timekeeping requirements and other laws.

Greater risk of incomplete and incorrect time-tracking records.

HR and payroll employees spending too much time tracking down employee time sheets.

Spending too much time training workers on time clock management.

Some of the risks of employees failing to clock in or out habitually include: Looking at the issue more closely, however, poor time clock habits can have a number of damaging effects on an organization. Why is it important to make sure workers don't forget to clock in and out?įailure to track time efficiently and consistently may seem like an irritating but ultimately minor concern for a business's payroll and HR teams.

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As any human resources professional can tell you, however, making sure your workers don't forget to punch in and out is a consistent source of frustration. After all, clocking in and out is how employees get paid, and how employers track time accurately and consistently. For anyone who has never worked in human resources or payroll management, the question of how to get employees to clock in and out every work day might seem absurd.