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Timecard correction form

We are in the process of creating a central payroll area where all "payroll" items will be handled by a core team. What is everyone using for "payroll corrections"? This could really mean anything, but right now I'm looking specifically for timecard corrections. Currently, the manager emails the payroll rep, then we go back and forth asking questions - example:
MNGR - Susie is missing 17 hrs from the XXX paycheck
PR REP - What days and hrs is she missing?
MNGR - Tuesday and Wednesday
PR REP - Tuesday and Wednesday 2/22/22 and 2/23/22? How many hrs each day?

If you have a form to share, that would be great as well.
Thank you in advance.


  • It has been a long time since I had anything to do with timecards. I may get into trouble on this, but it sounds like the controls over the time cards or system are not working - particularly if employees are "missing hours" on their paychecks. There should not be a need for e-mails or phone calls from managers after the paychecks have been issued. Are hours being verified at any point? If not, it is likely that you will hear from employees who are not paid for all hours worked, but do you ever hear from employees who were paid for more hours than they actually worked? The control system should loke for any variation from the correct amount of hours reported.

    A simple control is for each employee and the employee's manager to sign off on the hours worked before submitting the card or data. Another is that the manager (or a third person such as someone in payroll) compares total hours reported for the department with total hours scheduled for the department - then reconciles any difference(s). Such differences might include unscheduled leave or overtime, but those items should be documented by the managers. In some cases, there might be a problem with managers failing to report scheduling differences timely. In that situation, company policy, training, and manager evaluation criteria could be adjusted to emphasize the importance of timely reporting of hours worked information.

    If a time clock, either punch or swipe card system, is used, someone should be verifying that the punches make sense. A real example, from a 1990s swipe card system - the payroll clerk would receive a printout or online report that showed hours worked each day and clock in and clock out times for each employee. If an employee forgot to swipe in, for example, the swipe out would show as a clock in and the swipe in the next day would show as a clock out. That is, assuming eight hour shifts, it would look as if the employee stared work 8 hours late and worked 16 hours that shift and 16 hours each shift after that and, finally, worked the entire weekend. Pretty easy to spot - and the time keeping system could flag them as unusual. The payroll clerk would contact the manager to find out when the employee actually worked. Usually, once the missing time was entered, the rest of the week falls into line and the time could be submitted to process the payroll. If there were two or more missed swipes, then the additional missing swipes have to be identified. and corrected.

    If an employee did not clock out, the time system would show the employee as clocking out when swiping in the following day - It would look like the employee worked 24 hours that day and 16 hours each day after that and worked the entire weekend.

    To eliminate or mitigate the problems, the time recording and reporting process should be reviewed to identify where the errors are occurring and identify and implement appropriate internal controls to address the control gaps.

    As to a form, if it is still needed or desired, it might resemble something like a W-2c, but looks like a timecard with, for example, columns for "Hours originally reported", "Correct hours", and "Reason for difference". Perhaps it might also require appropriate documentation and require manager, employee, and manager's supervisor signatures.

    Pat EA in NC