APA's Top Payroll Questions & Answers for 2020 - 82

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APA's Top Payroll Questions & Answers for 2020

Timecards submitted late

Recordkeeping and Record Retention

Q.

We are a Minnesota-based employer. We have associates not exempt
from the minimum wage/overtime pay requirements of the Fair Labor
Standards Act (FLSA) who do not submit timecards by the payroll
deadline. We publish a payroll schedule with yearly deadlines and
provide reminders to employees, but we still get nothing submitted. The
payroll department must constantly track down associates to get their
timecard information so we can pay them correctly. Under the FLSA,
what can we do to get them to change their behavior, so timecards are
submitted on time for payday? Our hourly associates are in Minnesota,
Georgia, Kansas, West Virginia, Texas, and Florida.
At present, the missed timecard problem is limited to employees in
Minnesota. For these employees, are we required to issue an off-cycle
payment for their missed time right away?

A.

Under the FLSA, if the employees have performed work, you must pay
them for the work they have performed. You do not have the option of
not paying them simply because they have not turned in timecards.
Federal courts have ruled that wages are "unpaid" unless they are paid
on the employees' regular payday. Payment beyond that date violates
the FLSA's minimum wage and overtime pay requirements, the courts
said, although overtime pay may lawfully be delayed until it can be
correctly calculated. See The Payroll Source®, §2.1.
What you can do under the FLSA, is formulate and then enforce
a disciplinary policy requiring that timecards be turned in on a timely
basis. Make sure you have published a policy that is in the hands of all
employees (not just the nonexempt ones) stating that timecards must
be submitted by the payroll deadlines in order for employees to be paid
timely. Be as specific as you possibly can be. Publish a payroll calendar
each year with specific dates. If an employee violates this policy, it can
be used for discipline, which can include dismissal (but an employee
dismissed under the policy would still have to be paid).

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APA's Top Payroll Questions & Answers for 2020

Table of Contents for the Digital Edition of APA's Top Payroll Questions & Answers for 2020

Table of Contents
APA's Top Payroll Questions & Answers for 2020 - Intro
APA's Top Payroll Questions & Answers for 2020 - Cover1
APA's Top Payroll Questions & Answers for 2020 - a
APA's Top Payroll Questions & Answers for 2020 - b
APA's Top Payroll Questions & Answers for 2020 - c
APA's Top Payroll Questions & Answers for 2020 - Table of Contents
APA's Top Payroll Questions & Answers for 2020 - e
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