What To Write A Self-Appraisal For An Annual Performance Review How to Ensure Compliance in Timesheet Management

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How to Ensure Compliance in Timesheet Management

Significant improvements in timesheet management have been made through online systems that require employees to enter their hours worked, hours absent (vacation, sick or other absence), overtime hours, premium hours and other employee performance metrics. This enables the company or organization to manage the working hours of its employees, regardless of where they work, i.e. they work in the home office, the client’s office or around the world.

No matter how skilled a timesheet management system is, it is extremely important to develop an organizational policy to help employees and payroll staff or managers complete and process timesheets in an accurate and efficient manner.

Write a Policy that describes how to complete timesheets:

This policy should clearly and simply outline the steps required to complete the time sheet accurately and in a timely manner. The intention is for the instructions to be clear and for the employee to know that they can ask for clarity and support when needed. A good policy will mitigate changes in work schedules resulting in fewer paid hours, thereby increasing the productivity of payroll staff. Review the policy with HR to ensure it is comprehensive and clearly outlines the consequences for employees. Ideally, the policy or revised policy will need the support of senior management, including HR, so that it can be implemented in a timely manner.

Ensure that all new hire orientation includes instructions and guidelines on completing a time sheet. Emphasize to new hires that it is important that they learn how to complete time sheets accurately in order to be paid correctly. Many companies and organizations hold orientation meetings that walk new hires through a sample work schedule, so they have a chance to ask questions to make sure they can follow instructions correctly. Emphasize to new hires that their performance evaluation will include compliance with completing timesheets on time and accuracy. They should understand that redoing payroll is laborious and expensive. In addition, they should be told that incomplete timesheets will be documented and reviewed with them as part of their performance review.

Existing timesheet management policies and new policies will need to be reviewed with current employees to ensure they are educated on timesheet completion instructions. Current employees should be given the opportunity to review old or new instructions with the support of their managers. Reviews can be done at staff meetings or by arranging for a time sheet to be completed in the service. In fact, some organizations have launched mandatory time-scheduling education projects for all staff after low compliance rates.

The new or amended instruction on filling out the time schedule should be posted in common areas, i.e. the lunch and staff room, so that employees can easily review it.

It is important that employees understand that the company is serious and that there will be consequences; however, they will be supported to meet their scheduling requirements.

Finally, it is important that all staff and payroll managers are thoroughly familiar with the revised time management policy before implementing the change with employees. They should also work closely together to ensure that existing rules are revised when necessary by introducing a new timekeeping system.

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