It is important for managers to ensure that their employees understand how the time management process works. (Photo: Getty Images)
Johnny C. Taylor Jr., a human resource expert, answered his questions as part of a series for USA TODAY. Taylor is the president and CEO of the Society for Human Resource Management, the largest professional human resource community in the world.
Questions sent by readers, and Taylor's responses below have been edited for their length and clarity.
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Q: I have employees who I suspect record more time on the time sheet than people who actually work. Even though we have a flexible work schedule, we have strict time rules, because we collect our clients directly for our working hours. How should I approach the problem? How much evidence do I need to present it? Anonymous
Johnny C. Taylor, Jr .: In most cases, I believe to directly deal with problems at work when the problem arises. But in this case, I encourage you to step carefully. Your human resources department can be an important resource when doing it.
Years ago, companies used to have all employees, paid and hourly, full time sheets. At the current workplace, accurate records of time must be kept for employees who are not excluded, either employees or hourly, but the practice of salaried employees is exempt from filling timeshe not so common.
However, there are still exceptions (law firms and accounting firms, for example), and it seems your company might be included in that category.
When a company has customers who are billed directly for working hours, it is responsible for ensuring that the watch is accurate. If not, two ethical problems play a role: misrepresentation of working hours by employees and excessive customer billing.
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In addition, many entrepreneurs have a reporting policy that requires exempt employees to maintain the proper working hours and hold managers accountable.
That is why it is important for managers to make sure their employees understand how the time process works.
If an employee makes working hours on the attendance sheet, he may commit theft and violate company policies, in this case there can be serious consequences. And, as a supervisor of the person who signs the time card, you can be disciplined if the information is wrong.
I don't know the specific details of your situation, but I assume that the employee is paid and released. This is how you usually approach the situation, if this is the case:
• Seek help from Human Resources: Be careful what you say and with whom you share your suspicions. There may be an explanation of innocence, and words that are unthinkable can lead to defamation claims. Go to your human resources department to get guidance on your problem. With proper preparation, you can talk to employees, or someone from Human Resources can be more appropriate.
• Don't accuse: You mention that you suspect that the employee records more time than you work, so it seems you are not sure. It is important not to accuse employees. Your organization must gather enough information and listen to what employees say before claiming serious policy violations.
• Have a conversation: whether you start or a human resources department, wise and personal conversations with employees can strengthen time card policies and resolve those problems.
It is very important to get the person's explanation of why differences occur. There may be an explanation of the innocent. Or maybe there are some unknown conditions, such as external projects or work done from home.
• Continue with tests: Tests can take various forms, such as electronic records from computers, access cards or FOB records, or even statements from other employees.