Question:
If an employee hasn’t submitted their timesheet before we run payroll, can we delay paying them until they do?
Answered by the HR Experts:
Unfortunately, timekeeping is considered an employer’s obligation. As a result, pay may not be delayed or withheld while waiting for a corrected or submitted timecard, even if company policy requires the employee to track and submit their timecard/hours.
We recommend implementing a timekeeping process that includes daily employee review and approval to keep records as current as possible. For example, when an employee clocks in each day, they can review the prior day’s shift, confirm its accuracy, and submit any requested changes. If an employee calls out at the end of a pay period, this approach typically results in no more than one unapproved day.
It is also important for supervisors to review timecards after employee approval to ensure accuracy.
If an employee fails to submit time worked, the best practice is to pay a reasonable estimate of hours based on the schedule and the supervisor’s knowledge of the employee’s actual time worked. This helps limit the risk of a wage and hour claim. Employees may still be disciplined for failing to follow timekeeping procedures, despite not being able to delay pay.
Contact Jinji HR Experts for your specific concerns or other HR information at printcreative@jinjihr.com.
