Does California law require the employer to keep a hard copy of a signed employee's time sheet?
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Does California law require the employer to keep a hard copy of a signed employee's time sheet?
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Hello, I am handling some H.R. matters for a company and we just hired some part-time paid interns on an hourly basis. Does California law require me to print, have them sign, and keep on record their time sheets, or can I simply have them email me their unsigned copy and use that as my record keeping? Thank you!
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michr
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You are required to keep ACCURATE records that you can produce if requested. The law does not state how you keep time records but it is advisable to have signatures showing the accuracy of pay, which should be done when the paychecks are issued. If you use direct deposit then get the time sheets/cards whatever you use signed before deposits are made. You should have any changes that are made to time sheets or time punches signed off on by the employee as well (when they receive their checks or prior to direct deposits).
It is not a matter of law as much as a matter of having the appropriate records that are defend-able and that the employee has previously confirmed the accuracy. By having employees sign stating pay and hours are correct you prevent any possible issues or claims of errors sometime in the future. Time sheets/cards, corresponding schedules and all payroll records need to be kept for 3 years.
The following links will provide you with info concerning payday laws and records as well as personnel records and the record keeping requirements under FLSA:
http://www.dir.ca.gov/dlse/FAQ_Paydays.htm
http://www.dir.ca.gov/dlse/FAQ_RightToInspectPersonnelFiles.htm
http://www.dol.gov/esa/whd/regs/compliance/whdfs21.pdf
SO
To answer the question as asked...NO
The law does not require signatures on the time sheet but failure to have them could make them basically useless if a wage claim was ever filed.
Good business practice dictates that all employee records relating to pay be signed and done so in a timely manner. |
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jefferey515
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I would do it just to cover anything that may wind up becoming a mistake, or a blemish on their work. Nothing like having the information handy in case you have to go to court, or if there happens to be an investigation. 3 words.... COVER YOUR ***!!!
Better to be safe than sorry.
As a former security guard, I archived all our reports, which included workstation numbers, employee names, employee ID's, and of course their phone numbers, and injury/incident reports. Employees and interns alike are a big liability these days, and theres nothing like a lawsuit, that has a whole bunch of evidence waiting to point the finger at them. |
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