To: All team members

Subject: The Importance of Proper Timekeeping

Team,

At Leeds West Groups, accurate timekeeping is essential for ensuring fair and timely compensation for all our team members. Proper timekeeping reflects your professional commitment and helps maintain the integrity of our payroll processes. We want to emphasize the importance of diligent time tracking and outline the potential negative implications if not done correctly.

Why Proper Timekeeping is Essential:

1. Accurate Compensation: Accurately recording all hours worked guarantees that everyone is paid correctly for their time worked. This includes regular hours, overtime, and any other work performed.
2. Compliance with Labor Laws: Accurate timekeeping helps us comply with labor laws and regulations, protecting the company and team members from legal issues and penalties.
3. Payroll Efficiency: Proper timekeeping streamlines payroll processing, reducing errors and ensuring timely and accurate payments. This also minimizes the administrative burden and allows HR to focus on other essential tasks.
4. Resource Management: Accurate time data helps the company allocate resources effectively, plan workflows and projects efficiently, and manage workloads appropriately.

Negative Implications of Incorrect Timekeeping:

1. Payroll Discrepancies: Inaccurate time entries can lead to underpayment or overpayment, causing financial strain or team member dissatisfaction and lower team member morale and productivity. Correcting these discrepancies can also be time-consuming and disruptive.
2. Legal and Compliance Risks: Inaccurate time records can result in non-compliance with labor laws, potentially leading to fines, legal actions, and damage to the company's reputation.
3. Impact on Benefits: Inaccurate timekeeping can affect accruals of leave, overtime calculations, and eligibility for benefits, leading to potential disputes and dissatisfaction.
4. Corrective Action or Termination: Habitual timekeeping or attendance issues, falsifying or tampering with your or others’ time records, or using unapproved devices for timekeeping may result in corrective action or termination of employment.

Rules for Accurate & Ethical Timekeeping:

1. Timely Entries: Clock in and out in real-time for all shifts, meal breaks, and when leaving a work location for non-work-related purposes. Non-exempt employees must not perform any work that is not logged in the company’s timekeeping system.
2. Use Approved Systems: Company-provided computers at your work location are the only approved devices for timekeeping through Dayforce.
3. Ready to Work: Team members must be fully dressed in their required uniform and PPE when they clock in for each shift.
4. Review and Confirm: To ensure accuracy, time entries must be reviewed, and any necessary corrections made by the team member and approved by a supervisor at the end of every shift. Supervisors must review and approve all time entries daily to ensure accurate payroll processing.
5. Report Issues: If you encounter any issues with the timekeeping system or notice discrepancies you cannot resolve, report them to your supervisor or HR immediately for resolution.

Accurate timekeeping is a shared responsibility crucial in ensuring fair compensation, legal compliance, team member morale, and operational efficiency. By adhering to proper timekeeping practices, you contribute to a positive work environment and the overall success of our organization. Thank you for your attention to this important matter and your continued commitment to maintaining accurate time records!