What Should be on an Employee’s Timesheet, why is it Important, & Who is Responsible for Them?

Employee timesheets record hours worked, tasks, and projects, making them essential for productivity measurement, compliance with labor laws, and accurate payroll. Understanding the core responsibilities of timesheets and relevant software reveals how they promote transparency, accountability, and efficiency in your organization.

What federal law governs time sheets?

Federal law is the body of law created by the federal government of the United States. It includes regulations regarding taxes, employment, education, transportation, and more. There is no specific federal law governing timesheets, but many federal laws regulate various aspects of timesheets. These can include employee hours, overtime regulations, and record-keeping.

Fair Labor Standards Act
The Fair Labor Standards Act, or FLSA, is a federal law that sets the minimum wage, overtime pay eligibility, recordkeeping, and child labor standards. One of these rules, outlined by the FLSA, governs how employers track their employees’ hours. Employers must keep records of employees’ wages, hours worked, and other employment-related information. This can include timesheets or other records that show how many hours each employee works.

Under the FLSA, employers must pay non-exempt employees’ overtime at a rate of 1.5 times their normal hourly rate for any hours over 40 in a workweek. Timesheet compliance goals help businesses ensure FLSA compliance by keeping a record of employees’ hours worked and enabling the easy calculation of overtime wages.

Does the federal government have a timesheet rule?
States may also have additional labor laws that go beyond federal regulations. It is important to research what laws your business operates under and follow those guidelines to stay compliant.

What is the “Timesheet Rule”?
There is no single Timesheet Rule. Timesheet regulations fall under various laws. HR professionals and content experts help employers understand their responsibilities.
The “Timesheet Rule” refers to any regulation governing the recording and reporting of employee hours worked under wage-and-hour laws. While there is no single rule, various federal and state regulations govern what businesses and employees can expect when navigating payroll policies related to timesheets.

At the federal level in the U.S., the Fair Labor Standards Act (FLSA) governs timesheet rules. Under the FLSA, employers must keep track of non-exempt employees’ hours worked. Records must be kept for at least two years, including the employee’s name, hours worked each day, total hours worked each workweek, and any overtime hours. (Timesheet included in the timekeeping policy employee handbook)

Many states also have their own labor laws that include regulations on timesheets. State labor laws may include stricter record-keeping requirements or additional rules such as meal and rest breaks, reporting time pay, and more.

In summary, no specific “Timesheet Rule” exists, but businesses must comply with a variety of federal and state timesheet requirements.

What happens if an employee does not submit a timesheet?
If an employee does not submit a timesheet, several problems can occur. Timesheets are critical for processing payroll and business operations. Here is what happens if an employee does not submit a timesheet:

• Payroll will be delayed. Since timesheets are used to calculate how much employees should be paid, not submitting one could delay your payment.
•  The employee could be paid inaccurately. If no timesheet is submitted, whoever is in charge of payroll will have to estimate the number of hours the employee worked. When running payroll, if someone must estimate hours instead of using a timesheet, the employee may be paid incorrectly.
• Your employer could be breaking labor regulations. If an employee does not submit a timesheet, it may indicate that an employer is not accurately tracking hours or paying employees in a timely manner.

This violates labor laws. Operations may be compromised. Timesheets are utilized for more than payroll. They help managers identify where projects stand and who has the bandwidth to take on more work. Without this information, your business could be negatively affected.
Missing timesheets cause communication and accountability issues. If you know you are required to submit a timesheet and do not, it can damage trust. If you forget, discuss it with your manager. Clear communication with supervisors is important for resolving these issues.
Who is responsible for timesheets?
Employees will create and submit their own timesheets for hours worked. They are responsible for clocking in/out, keeping track of breaks, and listing projects they worked on during each shift.

• Supervisors/Managers: Supervisor’s responsibility for timesheets includes ensuring that their employees submit timesheets on time and that the hours are accurate. Managers will typically approve the submission of timesheets.
• Admin Staff: The administration team’s responsibilities include processing payroll timesheets. This person will ensure the timesheets are complete and ready for accurate payroll calculations.
• Employers: Employers are responsible for enforcing timesheet policies and making sure their employees are compliant. They will also be responsible for complying with all applicable labor laws and employer record-keeping requirements