Where is Your Proof?

“I have an ex-employee asking to see which days off she had while working for me. She believes I owe her more vacation. What do I have to provide her?”

Your HR Survival Tip

Technology can be our friend or a pain, depending on what you’re using and what you need from it. Payroll processing is much easier now that it’s online and doing those calculations for us. However, we still need our backup.

Everyone seems to love using cell phone apps for timekeeping. They can certainly eliminate a lot of data entry but you also may be losing something. Test yourself: stop right now and pull a detailed report of each employee’s hours and time off for this calendar year.

Was it difficult? Did you even know how to do it? This is one of the problems. You are legally obligated to retain at least 3 years of payroll records. However, do you actually make sure you have those records? When you change payroll companies, there’s a very good chance you let previous payroll history disappear unless you made an effort to pull those reports yourself.

The other problem with the tech is that most of these timekeeping apps don’t allow you to add a disclaimer. It’s to your benefit to ensure your employees agree that all workplace accidents or injuries have been reported and they have taken their rest breaks. True, this isn’t the only way to ensure this but it does help to have them agreeing to that statement every pay period.

Review your processes and technology. Do you have a request for time off from your employees for every day you entered a vacation day in payroll? You should. Worked time and vacation time equal money to the employee. Supervisors can edit an entry but they need backup to do it…otherwise, you may have a legal battle on your hands. You want to be very careful about what you put into payroll and confident you can prove the employee actually requested that time off and was paid for all hours worked.

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