The Fair Labor Standards Act requires that employers keep accurate records of all times worked, hours worked and wages paid. Falsifying payroll records and time cards puts the company in the position of violating federal law. Aside from violating federal law, employees who falsify time cards create additional payroll expenses. Generally, companies have a zero tolerance for falsifying time cards, and this is grounds for immediate termination.
Incorporate Electronic Time Clocks
Time clocks are a great way to hold employees accountable for accurate payroll records. The time-clock industry has undergone some major changes in recent years. These changes not only accurately display an employee's hours worked, they can also promote efficiency throughout the organization. Most people are familiar with the standard time clock — you place the time card in it and it stamps the time. Nowadays, time clocks can even calculate total payroll hours for the entire organization. This information can then be uploaded into the companies payroll software.
Manager Sign Off
If it is the policy of your organization to have employees manually write in their hours, a check-and-balance process may be a helpful solution. Organizations should have employees bring their time cards to an honest and trustworthy employee for a time card sign-off. This employee is responsible for making sure that the times are correct and accurate. Depending on the particular organization, employees should report directly to the time-card clerk, who personally signs each employee in and out daily.
Security cameras act as visual proof of the employees’ arrival and departure times. Placing a security camera at the employees’ entrance is perfect for catching the employees who falsify their time cards. There are many types of security cameras. Covert cameras are perfect for hidden employee surveillance. The cameras can also be place in plain sight as a deterrent for further time-card fraud.
GPS & Data Tracking Solutions
Some employees are mobile employees who rarely ever step foot in the office. These employees are the hardest to monitor. GPS, or a Global Positioning System, can be used on the employee's cell phone, and car. If the employee uses a company computer, key-logging software can be installed on the computer. Most key-logging softwares will take random screen shots of the computer. Laws pertaining to GPS monitoring vary from state to state. It is recommended to consult an attorney if installing GPS on property owned by the employee.