Is a Time Sheet Needed for a Salaried Employee?

Its easy to think time sheets are only for hourly employees that work a shift, no more, no less. Salaried employees often have an unwritten expectation to ‘just get the job done’ no matter how long it takes. But that’s a system that favours the employer and can quickly burn out an employee. If a salaried employee HAS worked all those extra hours and wants to take some time off, there’s a perception the employee is trying to cheat the organization.

Instead of thinking about whether the employee or employer is getting the ‘better deal’, think about monitoring a salaried employee’s hours using a time sheet.

Time sheets are foundational administrative documents.

FAIRNESS

Fairness is the first reason a salaried employee should keep a time sheet. Being salaried isn’t an excuse for an employer to try and milk a 75-hour work week out of an employee paid for 35 hours, OR for an employee to goof off and work only 10 hours a week when paid for 35. Fairness is important. A time sheet is a great tool to ensure fairness.

FLEXIBILITY

If an employer wants an employee to be flexible enough to work evenings and weekends, that flexibility should be reciprocated by allowing the employee to use those banked overtime hours when the employee needs them. Flexibility is usually well-received and considered a benefit, and that’s attractive to potential employees.

RISK MANAGEMENT

There are many, sometimes dizzying, employment standards, and it is a common misconception to think a salaried employee has some sort of ‘managerial’ exception to the law. Spend time reading through employment legislation for the corresponding province (or other area), seek legal advice when needed, then design the most accurate time sheet possible.

Those time sheets, clearly detailing banked hours, overtime, vacation time, sick days, and statutory holidays are an internal tracking system that can be a critical record, if an employee seeks legal action against the organization. Time sheets can significantly reduce the financial risk a non-profit might face should a legal situation occur.

A non-profit that embraces fairness and flexibility will position itself to keep employees happy and feeling respected. Being able to demonstrate good risk management practices will help a non-profit to be regarded as doing its very best to prevent financial threats to the organization’s ability to stay in operation.

There are 4 steps to put time sheets into practice today.

1. Read the employment legislation for your area.
2. Evaluated time sheets already in use, to determine if they are following legislation.
3. Work with employees to revise current, or create new, time sheet documents.
4. Work with employees to create policy to support time sheet use, deadlines, approval, and record keeping.

When a non-profit want to create a system to ensure fair, flexible, and legal work hours for employees, time sheets are a great place to start.

Thanks for taking the time to read my ideas. If you know someone who needs to read this, why not grab the link, and share it with them. Let’s work together to create strong non-profit administrative tools.

-Christie

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Hi, I'm Christie Saas, former board member, current Executive Director, and non-profit volunteer. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be.

Fast-forward past many bumps in the road, lessons learned, and you’ll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. I love my work and I want to help you love yours too.

I created ChristieSaas.com so non-profit leaders never need to feel alone. I’m here to help. If you’re a brand-new non-profit leader, or a little more seasoned, someone who’s looking to make a meaningful contribution and still have time for a full life away from the job, you’re in the right place.

© Christie Saas 2022 All Rights Reserved

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