Expert: Shirley McAllister, CPP, PHR - 10/29/2009

Question
We are currently using the 7 minute rule in our time keeping process, it has become common for the employee to use this rule to their benefit, i.e., clocking in late, out early for lunch, back late from lunch, and clocking out early at end of shift. Management is requesting zero tolerance. What options do I have? I have always processed payroll on 1/4 hour increments. My recommendation was for Managers to better manager their staff instead of changing the payroll/time clock process. Any suggestions.

Answer
I have the same problem, only I have employees that "forget" to clock in and managers have to ajust the time.

For the rounding it is legal to round to quarter of an hour, it is also legal to round to 1/10 of an hour. So instead of rounding to the nearest 15 minutes you round to the nearest 10 minutes. Cuts it down a little. It is also legal to not round at all and pay the actual check out time and check in time.

For the employees that forget to clock in and out this is the procedure they now have to follow.

If you forget to clock in or out you need to follow these steps to have your time adjusted.
#1. Send an email to your supervisor
#2. Your supervisor will change the time print out the email and initial it
#3. You will initial the email
#4. You will than bring the email copy to HR
#5. HR will initial the email and record the correction in her books where she keeps track of all the corrections.

They don't like to do this so they are remembering to check in. It was a little hairy at first, but when they got tired of the red tape they found time to check in. Besides who knows what I am using those lists for.

Maybe you should keep a list of all the people that check in and out at the wrong time especially those being paid overtime for it. Never know what you might need to use those lists for.

Shirley