Home Business Clocking out and in coverage (+ free pattern)

Clocking out and in coverage (+ free pattern)

Clocking out and in coverage (+ free pattern)


It’s the tip of the month, you’re doing payroll, and also you discover that certainly one of your workers logged ten hours of unauthorized time beyond regulation on their timesheet. Extra time that — as a result of your clocking out and in coverage isn’t clear — it’s a must to pay. You understand you must verify employees timesheets day by day, however you will have so many different issues in your plate. 

Working a small enterprise is hard. Understandably, issues slip by way of the cracks. With ten workers submitting paper timesheets, you didn’t have time to double-check the whole lot. However now you’re on the hook for ten hours of time beyond regulation that it’s a must to pay at a price of time and a half. 

Until you’ll be able to show a staff member was abusing the system or submitted incorrect timesheets, it’s troublesome to problem recorded hours. And labor is already one of many highest mounted prices for hourly companies — not holding on high of clocking in and clocking out makes it much more costly.

Fortunately, it isn’t exhausting to arrange a correct time monitoring coverage in your small enterprise. Let’s uncover the best way to create a clocking out and in coverage so you’ll be able to keep away from payroll inaccuracies and pointless bills.

What’s a clock in clock out coverage?

A clock in clock out coverage is a set of pointers small companies set to adjust to the Truthful Labor Requirements Act (FLSA), preserve correct data of what number of hours their workers work, and calculate how a lot they should pay them.

With out a clear clocking out and in coverage, you open your small enterprise as much as a number of dangers. For instance, having one is crucial to make sure you keep consistent with FLSA pointers. The FLSA is US-based laws that regulates minimal wage, time beyond regulation funds, and recordkeeping. It additionally contains time clock guidelines for hourly workers. Failure to adjust to it might end in prolonged and dear lawsuits.

A concrete clocking in clocking out coverage may also shield you from fraud, frequent worker late arrivals or absences, and payroll inaccuracies. As an employer, chances are you’ll be obliged to pay for clocked hours, even for those who suspect they’re not real. Correct monitoring of labor and hours — for instance, with Homebase’s time clock app — provides you the flexibility to show when tracked time is inaccurate or fraudulent.

Clocking out and in coverage free pattern 

Right here’s a clock in clock out coverage template to provide you a head begin if you wish to create your individual. Be at liberty to edit it to make it work in your small enterprise.

Disclaimer: That is simply an instance. Earlier than implementing it, get your lawyer to have a look or speak to a Homebase HR skilled and ensure it’s compliant with federal, state, and native labor legal guidelines.

[COMPANY NAME’S] clock out and in coverage

This clock in clock out coverage is to make sure correct timekeeping and payroll processes at [COMPANY NAME] and constant and honest worker therapy.


This coverage covers all hourly full-time, hourly-part time, and nonexempt salaried staff at [COMPANY NAME].

Clock in clock out process

All nonexempt workers should clock out and in firstly and finish of every shift utilizing the [DESIGNATED TIMEKEEPING SYSTEM]. As well as, all nonexempt workers are required to clock out initially of a meal break and clock in once they return to work.

  • Worker hours can be rounded to the closest quarter hour in compliance with FLSA pointers. For instance, if an worker clocks in at 8:07 am, the worker can be paid from 8:00 am. If an worker clocks in at 8:08 am, the worker can be paid from 08:15 am.
  • Break instances:
    • Relaxation breaks. Workers are entitled to at least one relaxation break of 20 minutes once they’re scheduled to work greater than 4 consecutive hours. In compliance with FLSA pointers, relaxation breaks are paid as hours labored.
    • Meal breaks. Workers are entitled to at least one meal break of half-hour once they’re scheduled to work greater than six consecutive hours. Originally and finish of every meal break, workers are required to clock in and out. Meal breaks have to be taken away from the worker’s workstation, they usually should not proceed their work duties throughout that point.
  • Submission. Workers are liable for submitting correct time data. Earlier than submitting timesheets to payroll, the supervisor will approve the data and verify their accuracy.
  • Extra time. Any hours labored over 40 hours in a workweek are eligible for time beyond regulation pay at a price of time and a half — or 1.5x the worker’s regular hourly price. Extra time have to be accepted by the worker’s supervisor prematurely.

Supervisor duties:

  • Managers are liable for checking the accuracy of time data regularly.
  • Managers should verify that point data mirror precise hours labored.
  • Managers should evaluation all time entries per pay interval earlier than signing off and submitting them for cost processing.
  • Managers are liable for coping with any inaccuracies or points in a well timed method.

Conduct and violations:

Any violations of this clock in clock out coverage can be thought-about a severe offense that’s topic to disciplinary motion as much as and together with termination. 

Instance violations embrace however will not be restricted to:

  • Buddy punching — An worker clocking in or out for an additional worker who’s absent from work.
  • Unauthorized time beyond regulation — An worker working extra hours than they had been scheduled with out getting approval from their supervisor.
  • Time theft — An worker claiming to have labored hours that they didn’t.
  • Failing or forgetting to clock out — An worker that didn’t clock in or out must submit a legitimate motive for his or her supervisor’s approval.

Key procedures for clocking out and in

The pattern above is an efficient place to start out while you’re creating your clock in clock out coverage, however you and your corporation have distinctive wants and circumstances. So, you’ll want to write a coverage that not solely abides by the FLSA but additionally works for you. 

However first, you’ll be able to’t develop your coverage earlier than you perceive how time monitoring works. Preserve studying to find out about key clocking out and in procedures and the best way to keep compliant.

Test eligibility

To start out off, it’s a good suggestion to analyze enterprise and worker eligibility. The FLSA covers companies with an annual gross sales quantity of $500,000, organizations that present medical care, colleges, and authorities companies. As well as, even for those who don’t meet these standards, the laws would possibly cowl your employees. For instance, in case your workers’ work entails commerce between states, the FLSA contains them.

Nevertheless, not all sorts of employees members fall beneath FLSA laws. Most significantly, the FLSA distinguishes between exempt and nonexempt workers and solely covers hourly staff or nonexempt salaried staff. Below the FLSA, most salaried staff are exempt, can’t obtain time beyond regulation pay, and don’t have to clock out and in of labor. 

Nevertheless, any salaried nonexempt staff — eligible for time beyond regulation pay — and hourly full-time or part-time workers are protected beneath the FLSA. This implies it’s particularly necessary to precisely monitor their work hours and calculate time beyond regulation. 

Select your clock in/clock out methodology

A lot of small companies nonetheless use paper timesheets the place workers merely write down the times they labored and for what number of hours. However this methodology is ripe for misuse or errors, so we don’t suggest it.

It’s higher to arrange an digital clock in and clock out system. There are just a few methods you are able to do this. The primary is similar to conventional punch clocks. Workers swipe a card and enter their ID quantity or scan their fingerprints or irises to signal out and in of labor. To facilitate this, companies want to put in designated terminals close to work entrances and exits. This methodology can work nicely — particularly for giant firms — however comes with costly setup prices.

Just like this methodology are kiosk-based time clocks, the place you designate a desktop pc or pill and ask workers to log in with their distinctive IDs and PINs. This methodology is less expensive than putting in a biometric or swipe card system.

Lastly, you’ll be able to require employees members to check in with versatile apps that work on all types of units. Homebase’s free time clock app is designed particularly for small companies, and workers can clock out and in of labor on their very own units, the corporate pc, or POS methods. Right here, you get the perfect of each worlds — a versatile methodology with none hefty preliminary setup prices.

Homebase can save administration quite a lot of complications, too. You possibly can: 

  • Set break and time beyond regulation guidelines inside the app to be sure to keep compliant with the FLSA.
  • Use GPS and geofencing know-how to ensure workers solely clock out and in of labor once they’re on web site.
  • Immediate staff members to take snapshots of themselves once they’re signing into work to indicate it’s actually them.
  • Get correct, automated timesheets which might be prepared for payroll processing every week.

Our time clock app may also ship notifications to workers once they have an upcoming shift, when it’s time to take a break, and when it’s time to complete work to keep away from them hitting time beyond regulation.

A screenshot showing clocking in and out data collected from Homebase's time clock app.
Homebase’s time clock app collects key knowledge about scheduled and precise hours, time beyond regulation hours, and estimated wages.

Deal with work breaks correctly

The FLSA has pointers for worker break time at work that your clocking out and in coverage ought to handle. Mainly, it distinguishes between relaxation breaks and meal breaks. Relaxation breaks of 20 minutes are paid as work hours, however meal breaks of half-hour aren’t. As well as, staff members have to clock out once they begin their meal breaks and again in once they return to work.

For meal breaks, it’s necessary that workers step away from their duties utterly. Meaning if employees have lunch at their desks whereas answering calls or replying to emails, you’ll want to pay them for that point. Meal breaks are solely unpaid if workers are genuinely relieved of the work duties and duties.

All in all, be certain your coverage is obvious about how your small enterprise treats breaks so staff members know to not work whereas they’re consuming their lunch.

Overview timesheets and spherical hours

Approving timesheets is vital as a result of it ensures you pay workers precisely. Sadly, it’s additionally some of the painstaking administrative steps to do manually. After employees members submit their timesheets, managers have to cross-check the recorded hours with their worker schedules to ensure the whole lot matches up. Additionally they want to ensure any time beyond regulation was licensed and all days off had been accepted prematurely. 

When you’ve ever tried to do that course of manually earlier than, you know the way irritating and error-prone it may be. So, utilizing a system that may do it mechanically saves quite a lot of time. Homebase’s time clock app can evaluation recorded instances in opposition to scheduled hours to make sure they’re constant and make it clear how a lot workers have labored and if there are any points.

A screenshot showing how automatic timesheet reviews from Homebase's time clock app make managing clocking in and out easy.
Reviewing timesheets is simple with Homebase’s time clock app — it mechanically checks recorded and scheduled instances and alerts you about any discrepancies.

If there are any timesheet irregularities — for instance, the worker labored greater than their scheduled hours or missed a break — the system will warn you. Then, you’ll be able to message your staff member from inside the platform to debate the problem and ensure it doesn’t trigger payroll or authorized issues sooner or later.

A screenshot showing how Homebase's time clock app alerts managers when times recorded in the clocking in and out system don't match scheduled hours.
Homebase’s time clock app alerts you of any irregularities in your staff members’ recorded hours.

One other important a part of a clocking out and in coverage is your strategy to time clock rounding. One widespread methodology is to spherical to the closest quarter of an hour. For instance, if an worker clocks in at 9:07 am, they receives a commission from 9:00 am. Or if an worker clocks out at 5:38 pm, they receives a commission till 5:45 pm. The FLSA doesn’t legally require you to spherical hours, however it has rules it’s a must to comply with to take action in a compliant method. When you resolve to spherical employees hours, be certain your strategy is honest and constant. And as all the time, bear in mind to verify relevant state rules, too.

Make time beyond regulation and tax calculations

After you’ve reviewed your timesheets, it’s time to calculate how a lot time beyond regulation pay you owe and the way a lot tax you must withhold. As you doubtless know, doing this manually is usually a very time-consuming activity.

For each hour that an worker works over 40 hours per workweek, you’ll want to pay 1.5 instances their normal hourly price. And don’t overlook that some states have guidelines above these FLSA minimums that you simply’ll have to remember as nicely. When you will have a number of sorts of employees members and timesheets with each federal and native pointers, this calculation turns into tougher than it sounds. It’s all too straightforward to over (or beneath) pay for time beyond regulation. 

Then, there are taxes to think about. With federal taxes in addition to state payroll taxes and native taxes, determining how a lot to withhold by yourself might be difficult. There’s quite a lot of alternative for error, and the method merely would possibly require extra time than you realistically have.

Nevertheless, you don’t need to deal with all that by yourself. Homebase payroll can mechanically pay and file taxes for you so you’ll be able to concentrate on working your small enterprise.

Examine irregularities and take disciplinary motion when crucial

Sadly, workers aren’t all the time sincere about their work hours. However the extra sturdy your time monitoring system is, the more durable it’ll be for folks to cheat. Listed here are among the commonest violations:

  • Buddy punching. With paper timesheets or punch playing cards, this was tremendous straightforward. All workers wanted to do was ask their associates to clock in or out of labor for them. It was troublesome to show they had been abusing the system, too. Properly, not anymore. With our time clock software, when somebody indicators in or out of labor, it prompts them to take a photograph or enter an individualized PIN. That method, you might be 100% certain they’re who they are saying they’re.
  • Time theft. That is when an worker claims they labored hours regardless that they weren’t on the premises. You would possibly suppose that letting staff members use cell apps to clock out and in of labor would make this an excellent greater downside, as they will achieve this from wherever. However not with Homebase’s time clock. Each time somebody indicators in or out of a shift, it exhibits their geolocation, so you recognize precisely the place they’re. You may also arrange geofencing to allow them to solely clock in or out inside designated areas.
  • Unauthorized time beyond regulation. Individuals deliberately working extra hours than they had been scheduled is one strategy to cheat the system. So, be certain your coverage and authorization procedures are clear and simple to know. Homebase HR and compliance may help you make worker handbooks so your guidelines don’t go away any room for doubt. Homebase HR consultants may also check out your time beyond regulation insurance policies to ensure they tick all of the packing containers.

Implement a clock in clock out coverage and keep compliant with Homebase

A clock in clock out coverage is one of the simplest ways to guard your small enterprise from FLSA compliance points. And it means you might be assured your timesheets — and payroll — are correct.

Coping with timesheet and payroll points is yet another challenge you don’t want in your plate as a small enterprise proprietor or supervisor. As an alternative, let Homebase deal with your time monitoring wants. With our time clock software, you’ll get correct and mechanically reviewed timesheets. And if any points come up, our platform will warn you.

Homebase may help shield your clocking out and in system from misuse. With photograph and GPS snapshots and individualized PINs, you might be certain your workers are who and the place they are saying they’re. And clear documentation with Homebase HR assist means everybody in your organization is aware of and might refer again to the foundations.

No extra working round on the finish of the pay interval cross-checking scheduled and recorded hours. As an alternative, save time and vitality and spend it on rising your corporation as an alternative with Homebase’s time monitoring options.



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