{"id":15188,"date":"2020-04-06T18:51:53","date_gmt":"2020-04-06T16:51:53","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=15188"},"modified":"2025-06-30T16:36:41","modified_gmt":"2025-06-30T14:36:41","slug":"employee-time-tracking","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/employee-time-tracking\/","title":{"rendered":"USA Legal Requirements of Employee Time Tracking"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">As an employer, one of the most important responsibilities you have is<strong> complying with federal and state labor laws and regulations<\/strong>. There are <a href=\"https:\/\/factorialhr.com\/blog\/legal-issues-hr-law\/\" target=\"_blank\" rel=\"noopener\">many important laws HR should stay aware of<\/a>, few are as important as the laws concerning time and attendance.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This includes compliance with the <\/span><span style=\"font-weight: 400;\">Fair Labor Standards Act<\/span><span style=\"font-weight: 400;\"> (FLSA) which serves to protect hours, wages, and overtime rules for all employees. Although the FLSA does not stipulate the method and manner of managing and tracking employee hours, it does establish a set of <\/span><b>employee time tracking requirements<\/b><span style=\"font-weight: 400;\"> for hourly, salaried and non-exempt staff.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This post will cover the record-keeping requirements of employee <\/span><a href=\"https:\/\/factorialhr.com\/time-attendance-signing\" rel=\"noopener\"><span style=\"font-weight: 400;\">time and attendance tracking<\/span><\/a><span style=\"font-weight: 400;\">, including rules and regulations for different labor contracts. It will also look at the <\/span><b>benefits of using employee time attendance software<\/b><span style=\"font-weight: 400;\"> to effectively maintain FLSA compliance.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Make sure you are up to date with all <strong>time clock labor laws<\/strong> and <strong>requirements for time and attendance tracking<\/strong> to avoid any potential federal penalties and fines.<\/span><\/p>\n<ul>\n<li><a href=\"#federal\">Federal Time Tracking Laws<\/a>\n<ul>\n<li><a href=\"#hourly\">Time Tracking for Hourly Employees<\/a><\/li>\n<li><a href=\"#exempt\">Overtime-Exempt Employees<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#dcaa\">Compliance with DCAA Timekeeping Requirements<\/a><\/li>\n<li><a href=\"#state\">State Timetracking Laws<\/a><\/li>\n<li><a href=\"#software\">Are You Ready for Employee Time Tracking Software?<\/a><\/li>\n<li><a href=\"https:\/\/factorialhr.com\/time-attendance-signing\">Employee Time Tracking Software \u2705<\/a><\/li>\n<\/ul>\n<h2><a name=\"federal\"><\/a><strong>Federal Law on Time Tracking<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Although the FLSA does not specify how data should be collected and managed and whether a time and attendance app should be used, the federal law on time sheets does state that it <strong>is mandatory to keep a record of employee working hours for hourly, non-exempt employees as well as exempt and non-exempt salaried employees<\/strong>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This includes <strong>hours worked per day, clocking in and out times, breaks, overtime, wages paid, and other conditions of employment<\/strong>. Failure to comply with FLSA time tracking requirements can lead to fines and penalties so it is vital to determine a system for recording this data.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Providing all data is monitored and recorded, employers are free to track time any way they choose. Some companies use employee time tracking software, others use a time clock app or an employee timesheet app to effectively manage and track this information. Whichever employee attendance tracker system is used, companies also need to be aware of any state-level employee monitoring laws.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-125547\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/06\/23121548\/track-time-demo-300x103.png\" alt=\"time tracking software\" width=\"800\" height=\"274\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/06\/23121548\/track-time-demo-300x103.png 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/06\/23121548\/track-time-demo-768x263.png 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/06\/23121548\/track-time-demo.png 900w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<h2><a name=\"hourly\"><\/a><strong>Employee Time Tracking for Hourly Employees<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">Although specific time clock rules and regulations differ by state, there are a number of<\/span><b> federal requirements<\/b><span style=\"font-weight: 400;\"> that apply to all US hourly employees:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The FLSA requires that <\/span><b>records state the date and time a worker starts and finishes<\/b> <span style=\"font-weight: 400;\"><strong>work<\/strong>, the number of hours worked each day, and the total hours worked each week.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Hourly employees<strong> must receive payment for all time worked<\/strong>.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>\u201cOff the clock\u201d work is ille<\/b><strong>ga<\/strong><span style=\"font-weight: 400;\"><strong>l<\/strong>. Employees can file a complaint with the Department of Labor or file a lawsuit for unpaid wages under the FLSA.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Under the 7-minute rule, clock-in and clock-out times on timecards are rounded to the nearest quarter of an hour. Many online employee time tracking apps and software (used to speed up the time tracking process) automatically round up an employee\u2019s hours using this 7-minute rule.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employers can modify a time card without an employee\u2019s knowledge providing the employee is paid for all time worked.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">To meet the FLSA employee time tracking requirements, <\/span><b>records must be kept<\/b><span style=\"font-weight: 400;\"> for clock in and clock out times, overtime, and breaks.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Many employers make their employees wait until their assigned shift has begun before clocking in. This means that <strong>employees cannot be required to perform any duties prior to clocking in<\/strong>.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The employer decides how many hours an hourly employee should work. If a non-exempt employee works more than <strong>40 hours in a week, they must be compensated at 1.5 times their regular rate of pay<\/strong>.<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/factorialhr.com\/request-demo\"><img decoding=\"async\" class=\"alignnone wp-image-123317\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/04\/13120419\/overtime-demo-300x103.png\" alt=\"track overtime\" width=\"800\" height=\"274\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/04\/13120419\/overtime-demo-300x103.png 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/04\/13120419\/overtime-demo-768x263.png 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/04\/13120419\/overtime-demo.png 900w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/a><\/p>\n<h2><a name=\"exempt\"><\/a><span style=\"font-weight: 400;\"><strong>Time Clock Rules for Overtime-Exempt Employees<\/strong><\/span><\/h2>\n<p>Not all employees are entitled to overtime. <strong><span style=\"font-weight: 400;\">Under the FLSA, an employee is considered exempt from overtime pay if they are <strong>paid on a salary basis, the position is paid a minimum of $844 per week, and they perform executive, administrative or professional duties<\/strong>. Whilst all hourly employees are non-exempt, there are both exempt and non-exempt salaried employees.<\/span><\/strong><\/p>\n<p>How are time tracking rules are different when<a href=\"https:\/\/factorialhr.com\/blog\/managing-overtime-exempt-employees\/\"> managing overtime-exempt employees?<\/a><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Salaried employees are <strong>entitled to receive their base pay<\/strong> regardless of how many hours they have worked in a given week.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Salaried employees are <strong>expected to complete their assigned duties<\/strong> regardless of how long they take.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employers cannot <strong>dock a salaried employee&#8217;s pay for less than a full day\u2019s absence<\/strong>. So, if, for example, an employee goes home sick at lunchtime, the time not spent in the office that day cannot be deducted from the employee\u2019s salary.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Non-exempt employees are entitled to overtime pay for all hours worked.<\/span><\/p>\n<h2><a name=\"dcaa\"><\/a><strong>Comply with Federal DCAA Timekeeping Requirements<\/strong><\/h2>\n<p>Businesses with federal contracts are probably already familiar with the<a href=\"https:\/\/factorialhr.com\/blog\/dcaa-timekeeping-requirements\/\"><strong> stringent DCAA timekeeping rules<\/strong><\/a>. DCAA stands for <em>Defense Contract Audit Agency<\/em>. This agency works with the Department of Defense to make sure that the money from federal grants and contracts is correctly allocated.<\/p>\n<p><strong>DCAA has very specific rules when it comes to employee time tracking<\/strong>. They require that businesses:<\/p>\n<ul>\n<li>Create a time off policy<\/li>\n<li>Keep employees informed about that policy<\/li>\n<li>Track time daily<\/li>\n<li>Provide accurate reporting<\/li>\n<li>Approve time tracking information<\/li>\n<li>Take note of any changes<\/li>\n<li>Keep detailed records of information<\/li>\n<\/ul>\n<p>Those who don&#8217;t follow DCAA rules may be hit with heavy fines or miss out on future opportunities with the Department of Defense.<\/p>\n<h2><a name=\"state\"><\/a><b>State Laws on Time Tracking\u00a0<\/b><\/h2>\n<p>In addition to federal laws addressing time and attendance, there are also state and local laws businesses need to keep in mind. Here are a few example of relevant state laws:<\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">California law does not require the use of an electronic timekeeping system or time card app as paper records are accepted. <\/span><a href=\"https:\/\/www.dir.ca.gov\/iwc\/WageOrderIndustries.htm\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">California Wage Orders<\/span><\/a><span style=\"font-weight: 400;\"> require that employers maintain employee time records \u201cin the English language and in ink or other indelible forms.\u201d Although, with more than a few employees, keeping paper copies can become unmanageable. Switching to digital is a better way to manage employee time tracking.<\/span><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/lni.wa.gov\/workers-rights\/wages\/overtime\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Washington law<\/span><\/a><span style=\"font-weight: 400;\"> requires employers to pay non-exempt employees 1.5 times their regular rate of pay for any hours worked above the established 40-hour week.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/www.twc.texas.gov\/programs\/wage-and-hour\/texas-payday-law\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Texas Payday Law<\/span><\/a><span style=\"font-weight: 400;\"> governs employment wage and hour practices. Texas employers must keep adequate payroll records for each pay period and the state\u2019s Payday laws allow employers to use time clocks or time sheets to record work time.<\/span><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.michigan.gov\/documents\/mdhhs\/MI-LARA_Wage_Hour_629058_7.pdf\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Michigan employers<\/span><\/a><span style=\"font-weight: 400;\"> must keep records of total daily hours worked, showing the starting and ending times each day, computed to the nearest tenth of an hour or less.<\/span><\/li>\n<\/ul>\n<h2><a name=\"software\"><\/a><strong>Employee Time Tracking Software\u00a0<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">The Fair Labor Standards Act requires employers to keep accurate time records for all non-exempt employees. However there is no legal requirement, at a federal level, to use time clocks or employee time tracking software for hourly employees.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/request-demo\"><img decoding=\"async\" class=\"alignnone wp-image-97855\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/03\/01100825\/LATAM-300x37.jpg\" alt=\"time tracking made easy us\" width=\"876\" height=\"108\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/03\/01100825\/LATAM-300x37.jpg 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/03\/01100825\/LATAM-768x94.jpg 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/03\/01100825\/LATAM.jpg 900w\" sizes=\"(max-width: 876px) 100vw, 876px\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Having said that,<strong> there are many benefits to implementing a time clock system<\/strong>, especially for employers with a large workforce or when employees are assigned to multiple shifts:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">A time tracker helps managers and employees keep track and take ownership of their workload and duties<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Time and attendance tracking software helps employers <strong>keep track of contractors to comply with budgetary restrictions<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Data from clock in and clock out software can be used to <strong>focus strategic direction<\/strong> and measure the progress of goals<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employers can review team and individual attendance and performance in real-time<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employers can efficiently manage remote employee time tracking<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employee time tracking results in more <strong>efficient payroll processes<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It improves the efficiency of employee schedules and creates individual employee accountability<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It <strong>minimizes potential bookkeeping errors<\/strong><\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Employee timesheet software can help companies save time and money<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Some employers opt for a <\/span><b>GPS location system<\/b><span style=\"font-weight: 400;\"> to track their employees. This enables managers to determine in which location employees have clocked in and clocked out (office, home or other).<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/templates\/free-monthly-timesheet\"><img decoding=\"async\" class=\"alignnone wp-image-121410\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/10\/23125206\/monthly-timesheet-freebie-banner-1-300x103.png\" alt=\"free timesheet template\" width=\"853\" height=\"293\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/10\/23125206\/monthly-timesheet-freebie-banner-1-300x103.png 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/10\/23125206\/monthly-timesheet-freebie-banner-1-768x263.png 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/10\/23125206\/monthly-timesheet-freebie-banner-1.png 900w\" sizes=\"(max-width: 853px) 100vw, 853px\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Although simple <\/span><a href=\"https:\/\/factorialhr.com\/templates\/download-time-attendance-excel\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">attendance templates<\/span><\/a><span style=\"font-weight: 400;\"> can be used to keep track of time and attendance, a <\/span><a href=\"https:\/\/factorialhr.com\/time-attendance-signing\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">time tracking app<\/span><\/a><span style=\"font-weight: 400;\"> or an automated system can streamline and speed up the process. Using <a href=\"https:\/\/factorialhr.com\/time-attendance-signing\" target=\"_blank\" rel=\"noopener noreferrer\">employee attendance software<\/a> or an app for employee time tracking can also help employers comply with all FLSA record-keeping requirements and organize data so it can be stored for the 3 years required by US law. Aside from legal compliance, a good time tracking app can also help calculate hours correctly (with rounding up and overtime), rendering it a valuable resource for large and small businesses.<\/span><\/p>\n<h2 style=\"text-align: center;\"><span style=\"color: green;\"><a href=\"https:\/\/factorialhr.com\">Easily track employee hours to ensure FLSA compliance.<\/a><\/span><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>As an employer, one of the most important responsibilities you have is complying with federal and state labor laws and regulations. There are many important laws HR should stay aware of, few are as important as the laws concerning time and attendance. This includes compliance with the Fair Labor Standards Act (FLSA) which serves to<a href=\"https:\/\/factorialhr.com\/blog\/employee-time-tracking\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":136,"featured_media":48090,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-15188","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-human-resources"],"acf":{"topics":"time-time-tracking"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>USA Legal Requirements of Employee Time Tracking - Factorial<\/title>\n<meta name=\"description\" content=\"As set out by the FLSA, employee time tracking is a mandatory requirement for recordkeeping. 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