Question

We’ve recently heard that some employees are clocking in or out for their coworkers, and others are hanging around the time clock at the end of their shift to get a little extra pay. How should we handle this?

Answer

It might be time to revisit your timekeeping policies. From buddy punching to stretching breaks, time theft often flies under the radar, but it can quietly drain productivity, erode trust, and cost your organization thousands.

For HR folks, it’s not really about the minutes, it’s about making sure everyone’s being fair, honest, and held to the same standard. Whether you’re already seeing red flags or just want to be proactive, here are steps to help you address time theft clearly and effectively:

Make It Clear: This Is Stealing

• Let employees know that clocking in or out for someone else or adding extra time to their own timecard on purpose is the same as stealing from the company.  All time punches must be accurate to the time worked for each employee.
• Your attendance and timekeeping policy should clearly state that this behavior is not allowed and can lead to serious consequences, including being terminated from their position.

Talk to Employees

• Hold an employee meeting or send a reminder to all employees making it clear that falsifying time records is dishonest and a violation of company policy.
• Make sure they understand this hurts the company and is unfair to coworkers who are following the rules.

Keep an Eye on the Timeclock

• Consider having supervisors or members of management stand at the timeclocks at the beginning and end of shifts to monitor activity.

• Check employee time records regularly to look for things like employees clocking in at incorrect times or if time overlaps between employees.  Looking for suspicious activity early may prevent future issues.

Use Better Technology

• If possible, switch to a more secure system, like one that uses fingerprints or photos, to stop employees from clocking in for other employees.

Follow Your Discipline Process

• If someone reports an employee stealing time, investigate it right away.
• Use your discipline policy fairly and consistently and keep clear documentation of what happened and how it was handled to build trust with your team.

Stealing even just a few minutes at a time may seem small but can add up quickly. Addressing it early helps protect the company and shows employees that these issues are taken seriously and handled right away.

If you’re facing time theft issues or want to make sure your policies cover it effectively, contact the HR Helpline at 1-800-470-6277 or email Helpline@aimnet.org. Our HR experts can help you navigate these situations and apply consistent policies.

We can also review or update your employee handbook to ensure it clearly addresses time theft. Learn more about our Employee Handbook Services.