HR guide
How to check an attendance discrepancy.
Four common situations and the steps to clarify them and document the correction.
In short
- Start from the recorded data, not from assumptions.
- For each situation: check, evidence, action, trace in the history.
- A clear rule in the internal regulations prevents most corrections.
- An electronic system keeps the original clock-in and the correction separately.
Situation 1: missing clock-in
The employee worked, but the clock-in or clock-out is missing. Check whether there are other traces of presence (door access, PC activity), ask the employee for an explanation and the manager for confirmation, then add the clock-in with the reason. The correction stays in the history.
Situation 2: clocking in for a colleague
Two clock-ins at the same reader, seconds apart, with only one employee visible on camera. Check the event log and, where available, the video clip of the event. Talk to both employees and apply the internal regulations. In the long term, a single phone per employee or fingerprint reduces the risk.
Situation 3: shift mismatch
The employee worked a different shift from the one planned. Check whether the change was approved. If it was, update the schedule; if not, talk to the manager and decide how the hours are treated.
Situation 4: unapproved overtime
Time tracking shows hours beyond the schedule. Overtime must be approved and compensated according to the law; breaking the rules is punishable by a fine of RON 1,500-3,000 per person. Quickly clarify whether the hours were requested by the manager and approve them, or correct the schedule.
Minimum internal procedure
- The decision to introduce time tracking and the rules for using it
- Employee training, with signed minutes
- Time tracking regulations: who corrects, who approves, and within what timeframe
- Information on the processing of personal data
Frequently asked questions.
Who can correct a clock-in?
The person designated in the internal regulations, usually the direct manager or HR, with a justification. The correction must remain visible in the history.
Can I discipline an employee for fraudulent clock-ins?
Disciplinary sanctions are applied under the Labour Code and the internal regulations, after the disciplinary investigation required by law.
The Creasoft solution
Irregularities come to light on their own.
Creasoft alerts and the exceptions report show missing clock-ins, late arrivals and overtime awaiting approval every day.