[{"data":1,"prerenderedAt":1351},["ShallowReactive",2],{"page:cdn/stories/us/blog/time-tracking-software-for-small-business-how-to-choose/:us:published:blog-post:":3},{"name":4,"created_at":5,"published_at":6,"updated_at":7,"id":8,"uuid":9,"content":10,"slug":1344,"full_slug":1345,"sort_by_date":46,"position":1346,"tag_list":1347,"is_startpage":15,"parent_id":1348,"meta_data":46,"group_id":1349,"first_published_at":6,"release_id":46,"lang":52,"path":46,"alternates":1350,"default_full_slug":46,"translated_slugs":46},"Time Tracking Software for Small Business: How to Choose","2026-11-09T22:38:31.852Z","2026-11-09T22:39:56.338Z","2026-11-09T22:39:56.356Z",239920381384572,"272405e9-f730-470e-817d-c9f538d70d09",{"seo":11,"_uid":19,"AI_SEO":14,"author":20,"content":55,"headline":4,"component":1103,"post_date":1104,"thumbnail":1105,"types_tag":1115,"features_tag":1141,"show_resource":54,"industries_tag":1163,"related_articles":1343},{"title":12,"plugin":13,"schema":14,"noindex":15,"seoTitle":16,"seoRating":15,"seoKeywords":17,"seoTitleInput":4,"seoDescription":18},"SEO Metadata","deputy-seo-metadata","",false,"Time Tracking Software for Small Business: How to Choose — Deputy","time tracking software for small business\nemployee time tracking software\ntime clock app for small business\nsmall business time clock\nclock in clock out app\ntime clock software\ntime and attendance system\ntime tracking app for small business\nbest time tracking software for small business\npaper timesheets\nbuddy punching\ngps time clock app\ngeofencing time clock\nscheduled vs actual hours\nbreak tracking for hourly employees\novertime alerts\ntimesheet approval before payroll\nFLSA recordkeeping requirements","Time tracking software for small business records clock-ins, breaks, and clock-outs, then checks them against the schedule so you approve hours before payroll.","0f7773e6-fbc2-4173-ba0f-b06582f12247",{"name":21,"created_at":22,"published_at":23,"updated_at":24,"id":25,"uuid":26,"content":27,"slug":44,"full_slug":45,"sort_by_date":46,"position":47,"tag_list":48,"is_startpage":15,"parent_id":49,"meta_data":46,"group_id":50,"first_published_at":51,"release_id":46,"lang":52,"path":46,"alternates":53,"default_full_slug":46,"translated_slugs":46,"_stopResolving":54},"Deputy Team","2020-05-15T04:58:13.875Z","2021-02-02T22:57:04.000Z","2021-02-02T04:30:43.760Z",11527696,"25fffc56-55d1-4f59-8b1e-617162a8927e",{"_uid":28,"name":21,"image":29,"component":42,"description":43},"a8a7137e-efc4-44fd-89e9-bcd4641aac65",{"_uid":30,"title":31,"plugin":32,"imageAlt":33,"minWidth":34,"imageName":35,"imageS3Key":36,"description":37,"mobileWidth":38,"desktopWidth":38,"assetSelector":14,"imagePublicUrl":39,"imageOriginalUrl":40,"sourceImageWidth":41,"sourceImageHeight":41},"213ad250-d5a8-4304-bb3c-193a76458e83","Deputy Images","deputy-images","Deputy team",188,"avatar-deputy-team.png","f/64010/2000x2000/636a91b857/avatar-deputy-team.png","A images plugin to ensure consistent, reliable image uploads with strict SEO metadata requirements","94","https://s3.amazonaws.com/a.storyblok.com/f/64010/2000x2000/636a91b857/avatar-deputy-team.png","//a.storyblok.com/f/64010/2000x2000/636a91b857/avatar-deputy-team.png",2000,"blog-author","Deputy’s content team works closely with business owners, managers, and their employees to create helpful articles about how to make their worklife easier.","deputy-team","_content_types/authors/deputy-team",null,-50,[],11461645,"416bfdf9-510c-4a02-a693-84f4847ef5b2","2020-06-22T07:51:34.947Z","default",[],true,[56,678,703],{"_uid":57,"content":58,"component":677},"9db207e5-225b-42d0-b10b-c56903349c33",{"type":59,"content":60},"doc",[61,70,75,79,83,87,110,114,121,125,180,184,326,338,344,348,390,394,406,418,430,436,440,444,449,456,460,464,496,500,519,525,529,533,545,549,555,567,579,583,595,601,613,617,621,627,639,651,657,661,665],{"type":62,"attrs":63,"content":66},"heading",{"id":64,"level":65},"time-tracking-software-for-small-business-how-to-choose-a-time-clock-your-hourly-team-will-actually-use",1,[67],{"text":68,"type":69},"Time Tracking Software for Small Business: How to Choose a Time Clock Your Hourly Team Will Actually Use","text",{"type":71,"content":72},"paragraph",[73],{"text":74,"type":69},"A stack of paper timesheets sits on your desk, and one has a coffee ring over Wednesday. Your phone shows a text from a barista: \"forgot to clock out Sat, left at 9ish.\" Payroll closes tomorrow.",{"type":71,"content":76},[77],{"text":78,"type":69},"You want to pay everyone correctly and keep labor costs tight. You don't have time to check every punch against the schedule. And the federal and state record rules still land on you.",{"type":71,"content":80},[81],{"text":82,"type":69},"Time tracking software for small business records when hourly staff clock in, take breaks, and clock out. It then turns those punches into timesheets you approve and send to payroll. For a shift team, the choice comes down to one distinction: timer vs time clock.",{"type":71,"content":84},[85],{"text":86,"type":69},"A timer counts hours. A time clock shows you whether those hours match the shift you scheduled. So pick a tool that checks punches against the schedule.",{"type":71,"content":88},[89,91,100,102,108],{"text":90,"type":69},"Some employee ",{"text":92,"type":69,"marks":93},"time tracking software",[94],{"type":95,"attrs":96},"link",{"href":97,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/features/time-and-attendance","_blank","url",{"text":101,"type":69}," works as a timer for freelancers who bill by the project. Hourly shift work is a different job. The US Bureau of Labor Statistics (BLS) sizes it in its ",{"text":103,"type":69,"marks":104},"BLS hourly-paid worker data",[105],{"type":95,"attrs":106},{"href":107,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.bls.gov/opub/reports/minimum-wage/2024/home.htm",{"text":109,"type":69},": \"In 2024, 80.3 million workers... were paid hourly rates, representing 55.6 percent of all wage and salary workers.\"",{"type":71,"content":111},[112],{"text":113,"type":69},"Here's what this software does, what paper costs, which features matter, and how to switch.",{"type":62,"attrs":115,"content":118},{"id":116,"level":117},"what-time-tracking-software-does-for-an-hourly-team",2,[119],{"text":120,"type":69},"What time tracking software does for an hourly team",{"type":71,"content":122},[123],{"text":124,"type":69},"A time clock app for small business handles the loop from punch to paycheck:",{"type":126,"content":127},"bullet_list",[128,140,150,160,170],{"type":129,"content":130},"list_item",[131],{"type":71,"content":132},[133,138],{"text":134,"type":69,"marks":135},"Clock in and clock out",[136],{"type":137},"bold",{"text":139,"type":69}," from a phone or a shared tablet at the counter",{"type":129,"content":141},[142],{"type":71,"content":143},[144,148],{"text":145,"type":69,"marks":146},"Start and end breaks",[147],{"type":137},{"text":149,"type":69}," with a tap",{"type":129,"content":151},[152],{"type":71,"content":153},[154,158],{"text":155,"type":69,"marks":156},"Build timesheets",[157],{"type":137},{"text":159,"type":69}," from each punch automatically",{"type":129,"content":161},[162],{"type":71,"content":163},[164,168],{"text":165,"type":69,"marks":166},"Approve hours",[167],{"type":137},{"text":169,"type":69}," before anything goes to payroll",{"type":129,"content":171},[172],{"type":71,"content":173},[174,178],{"text":175,"type":69,"marks":176},"Export approved hours",[177],{"type":137},{"text":179,"type":69}," to your payroll provider",{"type":71,"content":181},[182],{"text":183,"type":69},"A timer and a time clock can both do parts of that list. The difference is what each one checks your hours against.",{"type":185,"content":186},"table",[187,210,234,257,280,303],{"type":188,"content":189},"tableRow",[190,196,203],{"type":191,"attrs":192,"content":193},"tableHeader",{"colspan":65,"rowspan":65,"colwidth":46},[194],{"type":71,"content":195},[],{"type":191,"attrs":197,"content":198},{"colspan":65,"rowspan":65,"colwidth":46},[199],{"type":71,"content":200},[201],{"text":202,"type":69},"Timer",{"type":191,"attrs":204,"content":205},{"colspan":65,"rowspan":65,"colwidth":46},[206],{"type":71,"content":207},[208],{"text":209,"type":69},"Time clock for hourly teams",{"type":188,"content":211},[212,220,227],{"type":213,"attrs":214,"content":215},"tableCell",{"colspan":65,"rowspan":65,"colwidth":46},[216],{"type":71,"content":217},[218],{"text":219,"type":69},"What it records",{"type":213,"attrs":221,"content":222},{"colspan":65,"rowspan":65,"colwidth":46},[223],{"type":71,"content":224},[225],{"text":226,"type":69},"Time spent on a task or project",{"type":213,"attrs":228,"content":229},{"colspan":65,"rowspan":65,"colwidth":46},[230],{"type":71,"content":231},[232],{"text":233,"type":69},"Clock-ins, breaks, and clock-outs for a shift",{"type":188,"content":235},[236,243,250],{"type":213,"attrs":237,"content":238},{"colspan":65,"rowspan":65,"colwidth":46},[239],{"type":71,"content":240},[241],{"text":242,"type":69},"What it checks hours against",{"type":213,"attrs":244,"content":245},{"colspan":65,"rowspan":65,"colwidth":46},[246],{"type":71,"content":247},[248],{"text":249,"type":69},"Nothing, or a project budget",{"type":213,"attrs":251,"content":252},{"colspan":65,"rowspan":65,"colwidth":46},[253],{"type":71,"content":254},[255],{"text":256,"type":69},"The schedule you published",{"type":188,"content":258},[259,266,273],{"type":213,"attrs":260,"content":261},{"colspan":65,"rowspan":65,"colwidth":46},[262],{"type":71,"content":263},[264],{"text":265,"type":69},"Who reviews the hours",{"type":213,"attrs":267,"content":268},{"colspan":65,"rowspan":65,"colwidth":46},[269],{"type":71,"content":270},[271],{"text":272,"type":69},"The person tracking them",{"type":213,"attrs":274,"content":275},{"colspan":65,"rowspan":65,"colwidth":46},[276],{"type":71,"content":277},[278],{"text":279,"type":69},"A manager, before payroll",{"type":188,"content":281},[282,289,296],{"type":213,"attrs":283,"content":284},{"colspan":65,"rowspan":65,"colwidth":46},[285],{"type":71,"content":286},[287],{"text":288,"type":69},"Where the hours go",{"type":213,"attrs":290,"content":291},{"colspan":65,"rowspan":65,"colwidth":46},[292],{"type":71,"content":293},[294],{"text":295,"type":69},"Invoices and client reports",{"type":213,"attrs":297,"content":298},{"colspan":65,"rowspan":65,"colwidth":46},[299],{"type":71,"content":300},[301],{"text":302,"type":69},"Payroll",{"type":188,"content":304},[305,312,319],{"type":213,"attrs":306,"content":307},{"colspan":65,"rowspan":65,"colwidth":46},[308],{"type":71,"content":309},[310],{"text":311,"type":69},"Who it fits",{"type":213,"attrs":313,"content":314},{"colspan":65,"rowspan":65,"colwidth":46},[315],{"type":71,"content":316},[317],{"text":318,"type":69},"Freelancers, agencies, and consultants",{"type":213,"attrs":320,"content":321},{"colspan":65,"rowspan":65,"colwidth":46},[322],{"type":71,"content":323},[324],{"text":325,"type":69},"Restaurants, stores, clinics, and service crews",{"type":71,"content":327},[328,330,336],{"text":329,"type":69},"A clock in clock out app that runs as a timer shows a cook worked nine hours. A time clock also shows that the schedule said seven. See how ",{"text":331,"type":69,"marks":332},"time tracking for restaurant teams",[333],{"type":95,"attrs":334},{"href":335,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/industries/restaurants",{"text":337,"type":69}," handles kitchen, bar, and floor on one schedule.",{"type":62,"attrs":339,"content":341},{"id":340,"level":117},"why-paper-timesheets-cost-more-than-they-look",[342],{"text":343,"type":69},"Why paper timesheets cost more than they look",{"type":71,"content":345},[346],{"text":347,"type":69},"Paper timesheets feel free. The cost shows up when you turn handwriting into a payroll run. Here's where paper can break:",{"type":126,"content":349},[350,360,370,380],{"type":129,"content":351},[352],{"type":71,"content":353},[354,358],{"text":355,"type":69,"marks":356},"Rounded times",[357],{"type":137},{"text":359,"type":69}," like 7:00 a.m. when the real arrival was 7:12 a.m.",{"type":129,"content":361},[362],{"type":71,"content":363},[364,368],{"text":365,"type":69,"marks":366},"Forgotten clock-outs",[367],{"type":137},{"text":369,"type":69}," that turn into guesses like \"9ish\"",{"type":129,"content":371},[372],{"type":71,"content":373},[374,378],{"text":375,"type":69,"marks":376},"Hours written from memory",[377],{"type":137},{"text":379,"type":69}," on Friday for the whole week",{"type":129,"content":381},[382],{"type":71,"content":383},[384,388],{"text":385,"type":69,"marks":386},"Retyping",[387],{"type":137},{"text":389,"type":69}," every line into payroll, where one slip can change a paycheck",{"type":71,"content":391},[392],{"text":393,"type":69},"Memory gets fuzzier when people juggle more than one schedule. According to Deputy's Big Shift 2025 report, 18% of US shift workers hold multiple jobs.",{"type":71,"content":395},[396,398,404],{"text":397,"type":69},"In timer vs time clock terms, a paper sheet is a timer with extra steps. It records what someone wrote down, and it can't show what the schedule said. You'll find more trouble spots in this guide to ",{"text":399,"type":69,"marks":400},"common shift-based timesheet errors",[401],{"type":95,"attrs":402},{"href":403,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/blog/how-to-eliminate-11-common-shift-based-timesheet-errors",{"text":405,"type":69},".",{"type":71,"content":407},[408,410,416],{"text":409,"type":69},"The Fair Labor Standards Act (FLSA) asks covered employers to record hours worked each day and each workweek for nonexempt workers, as the federal fact sheet on ",{"text":411,"type":69,"marks":412},"FLSA recordkeeping requirements",[413],{"type":95,"attrs":414},{"href":415,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.dol.gov/agencies/whd/fact-sheets/21-flsa-recordkeeping",{"text":417,"type":69}," explains. It doesn't require software. The same fact sheet says, \"Any timekeeping plan is acceptable as long as it is complete and accurate.\" Paper can struggle to clear that bar, and errors can expose a business to underpayment claims, depending on the circumstances.",{"type":71,"content":419},[420,422,428],{"text":421,"type":69},"The US Department of Labor (DOL) enforces federal wage rules through its Wage and Hour Division. In fiscal year 2025, the division put the total ",{"text":423,"type":69,"marks":424},"recovered in back wages",[425],{"type":95,"attrs":426},{"href":427,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.dol.gov/newsroom/releases/whd/whd20260108",{"text":429,"type":69}," at more than $259 million for nearly 177,000 employees nationwide. That total spans the laws the division enforces, so it isn't a measure of timekeeping mistakes on its own.",{"type":62,"attrs":431,"content":433},{"id":432,"level":117},"features-to-look-for-in-time-tracking-software-for-small-business",[434],{"text":435,"type":69},"Features to look for in time tracking software for small business",{"type":71,"content":437},[438],{"text":439,"type":69},"Your schedule is the yardstick. Each feature below helps you compare what you planned with what happened on the floor, which is what turns a timer into a time clock.",{"type":71,"content":441},[442],{"text":443,"type":69},"When you test time tracking software for small business, try each feature on a real week of shifts.",{"type":445,"attrs":446},"image",{"alt":447,"src":448,"title":14},"Restaurant kitchen staff working a busy shift, where scheduled and actual hours can drift apart","//a.storyblok.com/f/64010/0x0/639633a3f1/dagv2gggj-4.jpg",{"type":62,"attrs":450,"content":453},{"id":451,"level":452},"clock-ins-you-can-verify",3,[454],{"text":455,"type":69},"Clock-ins you can verify",{"type":71,"content":457},[458],{"text":459,"type":69},"Buddy punching is when one employee clocks in for another. It can start as a favor between friends, but you still pay for time nobody worked.",{"type":71,"content":461},[462],{"text":463,"type":69},"A GPS time clock app gives you a few ways to check a punch:",{"type":126,"content":465},[466,476,486],{"type":129,"content":467},[468],{"type":71,"content":469},[470,474],{"text":471,"type":69,"marks":472},"GPS location stamps",[473],{"type":137},{"text":475,"type":69}," record where a phone was at clock-in",{"type":129,"content":477},[478],{"type":71,"content":479},[480,484],{"text":481,"type":69,"marks":482},"Geofencing",[483],{"type":137},{"text":485,"type":69}," allows clock-ins only inside a set area around your site",{"type":129,"content":487},[488],{"type":71,"content":489},[490,494],{"text":491,"type":69,"marks":492},"Photo capture",[493],{"type":137},{"text":495,"type":69}," at a kiosk takes a picture with each punch",{"type":71,"content":497},[498],{"text":499,"type":69},"A geofencing time clock suits crews who start at client sites. A shared kiosk suits one location and staff who'd rather not use personal phones.",{"type":71,"content":501},[502,504,509,511,517],{"text":503,"type":69},"If you use location data, tell your team what you collect, when, and why. In ",{"text":505,"type":69,"marks":506},"Deputy Time and Attendance",[507],{"type":95,"attrs":508},{"href":97,"uuid":46,"anchor":46,"target":98,"linktype":99},{"text":510,"type":69},", for example, clock-ins can capture a location stamp or photo for manager review. This overview of ",{"text":512,"type":69,"marks":513},"time and attendance systems for hourly workers",[514],{"type":95,"attrs":515},{"href":516,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/blog/6-time-and-attendance-system-innovations-for-shift-work",{"text":518,"type":69}," covers more verification options.",{"type":62,"attrs":520,"content":522},{"id":521,"level":452},"scheduled-vs-actual-hours-side-by-side",[523],{"text":524,"type":69},"Scheduled vs actual hours, side by side",{"type":71,"content":526},[527],{"text":528,"type":69},"Put the schedule next to the punches, and the gaps show up fast. Look for three patterns.",{"type":71,"content":530},[531],{"text":532,"type":69},"Early clock-ins happen when someone arrives 20 minutes early and starts the clock. Late clock-outs happen when a closer chats after the last customer leaves. Unscheduled shifts happen when a cook drops a shift two hours before dinner service and someone unscheduled fills in.",{"type":71,"content":534},[535,537,543],{"text":536,"type":69},"A small business time clock with a variance view lets you ask about each one before payroll closes. A time and attendance system that only counts hours can't show you this. When your shifts live in ",{"text":538,"type":69,"marks":539},"Deputy Scheduling",[540],{"type":95,"attrs":541},{"href":542,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/features/scheduling-software",{"text":544,"type":69},", timesheets sit beside the shifts you planned, so you can review differences before you approve.",{"type":71,"content":546},[547],{"text":548,"type":69},"That view can add up. \"I'm proud of myself for having reduced unnecessary hours and designed shifts such that we did away with between 15-20% of extra hours,\" says Hazel de los Reyes, co-founder and store manager at Gumption Coffee.",{"type":62,"attrs":550,"content":552},{"id":551,"level":452},"break-tracking",[553],{"text":554,"type":69},"Break tracking",{"type":71,"content":556},[557,559,565],{"text":558,"type":69},"According to ",{"text":560,"type":69,"marks":561},"DOL guidance on breaks",[562],{"type":95,"attrs":563},{"href":564,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.dol.gov/general/topic/workhours/breaks",{"text":566,"type":69},", \"Federal law does not require lunch or coffee breaks.\" When an employer offers short breaks, \"usually lasting about 5 to 20 minutes,\" the DOL counts them as paid work hours.",{"type":71,"content":568},[569,571,577],{"text":570,"type":69},"State laws vary, and the DOL tracks ",{"text":572,"type":69,"marks":573},"state meal period requirements",[574],{"type":95,"attrs":575},{"href":576,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.dol.gov/agencies/whd/state/meal-breaks",{"text":578,"type":69}," for adult employees, so check the rules where you operate.",{"type":71,"content":580},[581],{"text":582,"type":69},"Break prompts remind staff when a break is due. Attestation asks employees to confirm at clock-out that they took their breaks, which gives you a record to review.",{"type":71,"content":584},[585,587,593],{"text":586,"type":69},"\"Deputy definitely helped us simplify compliance because we also have the attestation where somebody marks off that they have actually taken their breaks. From a liability standpoint, that puts us at ease,\" says Dennis Novak, head of showrooms at Proper Cloth. When you compare employee time tracking software, look for ",{"text":588,"type":69,"marks":589},"meal and rest break tracking",[590],{"type":95,"attrs":591},{"href":592,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/features/break-planning",{"text":594,"type":69}," that stores break times and attestations with each timesheet.",{"type":62,"attrs":596,"content":598},{"id":597,"level":452},"overtime-visibility-before-it-happens",[599],{"text":600,"type":69},"Overtime visibility before it happens",{"type":71,"content":602},[603,605,611],{"text":604,"type":69},"Under the ",{"text":606,"type":69,"marks":607},"FLSA overtime rules",[608],{"type":95,"attrs":609},{"href":610,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.dol.gov/agencies/whd/flsa",{"text":612,"type":69},", \"Overtime pay at a rate not less than one and one-half times the regular rate of pay is required after 40 hours of work in a workweek.\" That applies to covered nonexempt employees. The DOL treats each workweek as a fixed, recurring period of 168 hours.",{"type":71,"content":614},[615],{"text":616,"type":69},"Picture a server at 36 hours by Thursday. A coworker asks them to cover a Saturday double, which adds about 12 hours. That puts the server near 48 hours for the week, and 8 of those hours would count as overtime under federal rules.",{"type":71,"content":618},[619],{"text":620,"type":69},"By Saturday night, it's too late to change the hours. Time clock software with configurable alerts sends a notice as someone approaches 40 hours. That surfaces the swap for manager review while you can still split the double.",{"type":62,"attrs":622,"content":624},{"id":623,"level":452},"payroll-exports-that-skip-the-retyping",[625],{"text":626,"type":69},"Payroll exports that skip the retyping",{"type":71,"content":628},[629,631,637],{"text":630,"type":69},"A time tracking app for small business should export approved hours to your payroll provider, with no retyping. Some also connect to point-of-sale (POS) tools. Check the ",{"text":632,"type":69,"marks":633},"payroll and POS integrations",[634],{"type":95,"attrs":635},{"href":636,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/integrations",{"text":638,"type":69}," list for any tool you're considering.",{"type":71,"content":640},[641,643,649],{"text":642,"type":69},"Send only approved timesheets, so payroll receives hours a manager already checked. To keep it all in one place, ",{"text":644,"type":69,"marks":645},"Deputy Payroll",[646],{"type":95,"attrs":647},{"href":648,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/payroll-software",{"text":650,"type":69}," supports payroll processes using approved timesheet data.",{"type":62,"attrs":652,"content":654},{"id":653,"level":452},"records-you-can-pull-up-later",[655],{"text":656,"type":69},"Records you can pull up later",{"type":71,"content":658},[659],{"text":660,"type":69},"Months from now, someone may ask who changed a timesheet. An edit history records each change, who made it, and when. Exportable reports let you pull hours for any pay period.",{"type":71,"content":662},[663],{"text":664,"type":69},"Retention matters too. The DOL recordkeeping fact sheet says time cards and other wage records \"should be retained for two years.\" It also says to keep payroll records for at least three years.",{"type":71,"content":666},[667,669,675],{"text":668,"type":69},"Those are federal minimums for employee time tracking records. Check your state's rules too, since this article covers federal rules only. 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If you run an agency or work solo and bill by the project, a timer may be all you need.",{"type":62,"attrs":847,"content":849},{"id":848,"level":117},"how-to-switch-from-paper-in-one-pay-period",[850],{"text":851,"type":69},"How to switch from paper in one pay period",{"type":71,"content":853},[854],{"text":855,"type":69},"Run the new system next to paper for one pay period, then retire the clipboard.",{"type":445,"attrs":857},{"alt":858,"src":859,"title":14},"Small retail store owner using a tablet while an employee asks a question on the shop floor","//a.storyblok.com/f/64010/0x0/5df6996b7d/6ggectzg9eo.jpg",{"type":861,"content":862},"ordered_list",[863,873,883,909,919,929],{"type":129,"content":864},[865],{"type":71,"content":866},[867,871],{"text":868,"type":69,"marks":869},"Write down your pay rules.",[870],{"type":137},{"text":872,"type":69}," Note your overtime approach, break policy, and any state rules you follow.",{"type":129,"content":874},[875],{"type":71,"content":876},[877,881],{"text":878,"type":69,"marks":879},"Load your staff and schedules.",[880],{"type":137},{"text":882,"type":69}," Add everyone, then build the next two weeks of shifts so punches have something to match.",{"type":129,"content":884},[885],{"type":71,"content":886},[887,891,893,899,901,907],{"text":888,"type":69,"marks":889},"Pick a clock-in method for each site.",[890],{"type":137},{"text":892,"type":69}," Staff can clock in from their own phones with the ",{"text":894,"type":69,"marks":895},"Deputy App",[896],{"type":95,"attrs":897},{"href":898,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.deputy.com/mobile",{"text":900,"type":69},", or from a shared tablet at the counter. 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Free plans can limit users, locations, or tools like GPS, scheduling, and payroll exports. If your team works scheduled shifts, weigh those limits against the time you spend fixing timesheets each week.",{"type":62,"attrs":1040,"content":1042},{"id":1041,"level":452},"should-i-auto-deduct-meal-breaks",[1043],{"text":1044,"type":69,"marks":1045},"Should I auto-deduct meal breaks?",[1046],{"type":137},{"type":71,"content":1048},[1049,1051,1057],{"text":1050,"type":69},"Auto-deducting can create risk if an employee works through the break. Under the Code of Federal Regulations (",{"text":1052,"type":69,"marks":1053},"29 CFR 785.19",[1054],{"type":95,"attrs":1055},{"href":1056,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.ecfr.gov/current/title-29/section-785.19",{"text":1058,"type":69},"), bona fide meal periods aren't work time when the employee is fully relieved of duty. The regulation says a bona fide meal period is ordinarily 30 minutes or more. If someone covers the register during lunch, federal rules treat that time as paid work time.",{"type":62,"attrs":1060,"content":1062},{"id":1061,"level":452},"can-i-round-employee-punches",[1063],{"text":1064,"type":69,"marks":1065},"Can I round employee punches?",[1066],{"type":137},{"type":71,"content":1068},[1069,1071,1077],{"text":1070,"type":69},"Federal rules allow rounding in some cases, under ",{"text":1072,"type":69,"marks":1073},"29 CFR 785.48",[1074],{"type":95,"attrs":1075},{"href":1076,"uuid":46,"anchor":46,"target":98,"linktype":99},"https://www.ecfr.gov/current/title-29/section-785.48",{"text":1078,"type":69},". For enforcement purposes, the DOL accepts rounding to the nearest five minutes, tenth of an hour, or quarter hour. That applies when the practice averages out so employees get paid for all the time they actually work over time. Check your state's rules before you turn it on.",{"type":62,"attrs":1080,"content":1082},{"id":1081,"level":452},"do-i-need-to-tell-employees-about-gps-tracking",[1083],{"text":1084,"type":69,"marks":1085},"Do I need to tell employees about GPS tracking?",[1086],{"type":137},{"type":71,"content":1088},[1089],{"text":1090,"type":69},"Telling employees is good practice, and your state's rules may also apply. Check your state's requirements before you turn GPS on. A short written note about what you collect, when, and why can help build trust with your team.",{"type":62,"attrs":1092,"content":1094},{"id":1093,"level":452},"what-happens-if-an-employee-forgets-to-clock-out",[1095],{"text":1096,"type":69,"marks":1097},"What happens if an employee forgets to clock out?",[1098],{"type":137},{"type":71,"content":1100},[1101],{"text":1102,"type":69},"Depending on the tool, the timesheet stays open or closes at a preset time until someone corrects it. 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