Time and Attendance Audit Checklist

Time and attendance audits are an integral component of business. They serve to protect employees from wage violations while saving you money over time.

By having the appropriate audit checklist in place, this tedious task may become less taxing and more enjoyable. Here are a few helpful hints to get your started:

1. Review All Timesheets
Utilizing an efficient time and attendance audit checklist is one way to protect the company against wage and hour lawsuits while assuring they’re receiving all of the labor they pay for.

Staffers initiate the review and approval process when they submit their time sheets to management for review and approval. Submitting timesheets verifies they are complete before authorizing it to go for final review by an executive manager.

Select approvers from the Pending Approvals window by using its dropdown lists of SIMPLE, DEPARTMENTS, TEAM ROLES and SPECIFIC STAFFERS. When clicking Team Icon it reveals a picklist showing all team members with access rights for timesheet approvals that you have access to approve – simply click any team member to see their detailed timesheet! If a timesheet needs rejecting simply choose Reject Reason (RF) with comments for that timesheet.

2. Review All Attendance Reports
Time tracking may seem trivial, but it’s an integral component of managing employees. Utilizing tools integrated with human resource management systems and payroll solutions ensures all employee hours are accurately depicted, processed, and paid out accordingly.

An employee who surpasses expectations in attendance is punctual and reliable, rarely missing work or arriving late. They notify supervisors if they will be absent from the office and their high ratings speak of their commitment and dedication to the company. Conversely, those needing improvement have poor attendance records but are making efforts to improve by adhering to company policies and procedures as a means to address any areas of concern in their performance.

3. Review All Payroll Records
One of the key functions of a time audit is reviewing all payroll records, such as an employee master list. You’ll want to confirm it matches up with payroll and HR information.

Check that employees’ pay rates correspond with their hours worked, and that the company paid them correctly. Also ensure that vacation, sick leave or other forms of time off deductions correspond with each employee’s eligibility for those forms of time off.

Review additional pay instances such as tips, bonuses and commissions and make sure they were correctly labeled depending on their purpose (performance bonuses, holiday or end of year bonuses etc). Also review investment proofs, rent receipts or loan certificates which might help support tax exemption claims by employees.

4. Review All Time-Off Records
“GIGO,” or garbage in, garbage out, is an invaluable mantra when auditing time and attendance data. Simply put, its quality depends entirely on its accuracy; thus determining its output.

Auditing employee time-off records should serve one primary purpose: making sure employees are paid accurately for all hours worked – otherwise, failure could result in wage and hour lawsuits against your business.

Reviewing employee absence reports allows managers to identify trends that require disciplinary action, which in turn improve productivity and morale. Furthermore, reviewing absence reports allows line managers to examine absence patterns within their groups as well as across the organisation – something particularly helpful for multi-academy trusts or businesses with multiple locations.

5. Review All Absence Reports
Sick leave absence is a key concern for many organizations, and recent surveys found that respondents to them ranked improved monitoring and provision of absence statistics to line managers as among the three most essential measures for helping control its levels.

An effective time audit process should involve reviewing all sickness absence reports, both excused and unexcused, to identify patterns which may indicate further intervention is necessary.

Attendance reviews should follow the University’s official Sickness Absence Review Process. In case an employee cannot attend a scheduled meeting on its scheduled date, they can ask their manager for it to be rescheduled as soon as possible and contact him/her as soon as possible about doing so.