Can Employers Edit an Employee’s Timesheet? What You Need to Know

Keeping accurate time records isn’t just a best practice; it’s a legal requirement. Whether you’re using paper timesheets or an automated time and attendance system, you'll inevitably run into missing punches, errors, or time-off corrections.

So, can you modify an employee’s timesheet? The short answer is yes, but only under the right circumstances and with proper documentation. Making unauthorized or misleading edits can lead to serious compliance risks under the Fair Labor Standards Act (FLSA).

In this article, we’ll walk through what’s allowed, what’s not, and how employers can manage timesheet edits correctly.

Table of Contents

• What the Law Says About Timekeeping
• When It’s Acceptable to Edit a Timesheet
• What Changes Are Not Allowed
• Best Practices for Timesheet Corrections
• How Automated Timekeeping Simplifies Compliance
• Final Thoughts
• Frequently Asked Questions (FAQs) About Editing Timesheets

What the Law Says About Timekeeping

Under the Fair Labor Standards Act (FLSA), employers are required to maintain accurate records of hours that nonexempt employees worked. While employees may clock in and out daily, the employer must ensure those records are correct and reflect actual hours worked. This includes adjusting for missed punches, correcting errors, and recording any paid or unpaid leave accurately.

When It’s Acceptable to Edit a Timesheet

There are legitimate reasons to edit an employee’s timesheet. These adjustments are often necessary for accuracy, as long as they truthfully represent the time the employee worked. Common acceptable edits include:

• Missing clock-ins or clock-outs. If an employee forgets to punch in or out, the employer can correct the record after confirming the correct hours with the employee.

• Approved paid or unpaid time off. Employers may enter PTO or unpaid leave to reflect vacation, sick days, or personal time accurately.

• System errors or duplicate punches. Technical glitches happen. It’s the employer’s duty to fix them promptly and transparently.

Using a system like Excelforce's Time & Labor Management platform helps ensure every change is logged with a clear audit trail that tracks who made the edit and why.

What Changes Are Not Allowed

What you can’t do is alter an employee’s record in a way that underreports their hours or affects their pay. Falsifying timesheets is illegal, even if the employee agrees to the change.

The Society for Human Resource Management (SHRM) notes that both employers and supervisors who approve inaccurate time records can be held liable. Penalties may include back pay, fines, and even criminal charges.

Real-World Examples of Timesheet Violations

• Bailey v. TitleMax of Georgia: The company reduced recorded hours to avoid paying overtime, resulting in costly back pay and penalties.

• Abdul Jamil Khokhar and BMY Foods Inc.: The employer was found guilty of manipulating payroll records to pay overtime at the regular rate instead of time-and-a-half.

These cases highlight why accurate timekeeping isn’t just about payroll efficiency—it’s about legal protection.

Best Practices for Timesheet Corrections

When timesheet changes are necessary, handle them with transparency and care. Here are a few best practices to follow:

1. Always communicate edits. Inform employees of any changes before payroll is processed so they can review or raise concerns.

2. Require verification. Have both the supervisor and employee sign off on manual edits.

3. Document everything. Keep detailed notes on what was changed, why, and who approved it.

4. Use an automated timekeeping system. Digital systems log every modification, providing an audit trail that protects both you and the employee.

5. Train managers. Supervisors should understand when it’s appropriate to make edits and how to document them properly.

Looking to reduce manual tracking errors? Explore Excelforce's Time & Labor, Payroll, and HR solutions to simplify time tracking and pay accuracy.

How Automated Timekeeping Simplifies Compliance

Manual timesheets are prone to mistakes and inconsistencies. With automated time tracking, every punch, edit, and approval is recorded digitally.

Systems like Excelforce's Time & Labor Management integrate directly with Excelforce's Payroll and Advanced Scheduler, creating a seamless workflow from clock-in to paycheck.

Automated tools also:

• Reduce human error

• Ensure compliance with FLSA recordkeeping standards

• Maintain audit-ready data

• Eliminate duplicate entries and missing punches

These tools are especially valuable for employers managing complex schedules or multi-location teams.

Final Thoughts

Accurate timekeeping protects both employers and employees. While timesheet corrections are sometimes necessary, they should always be transparent, properly documented, and compliant with federal and state laws.

By adopting automated solutions that track, approve, and audit every edit, you can save time, minimize risk, and build trust with your workforce.

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Frequently Asked Questions (FAQs) About Editing Timesheets

©2025 - Content on this blog is intended to provide helpful, general information. Because laws and regulations evolve, please consult an HR professional or legal expert for guidance specific to your situation.