- Pennsylvania employers can use time sheets to record the number of hours that employees work. In the case of minors, the commonwealth's child labor laws impose further timekeeping requirements on employers. According to federal regulations, employers can record time using time sheets, and they may use rounding practices to record an employee's time to the nearest five- to 15-minute increment. However, an employer's rounding practices must not have the effect of under-compensating its employees. In other words, if an employer rounds down to the nearest quarter-hour, it must also round up to the nearest quarter-hour so that its rounding practices will "balance out" over time.
Right of Inspection and Paystubs
- Although Pennsylvania's Inspection of Employment Records Law requires employers to disclose an employee's personnel records and allow him to inspect his file, it does not require employers to disclose time sheet information. However, the secretary of the Pennsylvania Department of Labor and Industry has the authority to enforce the Wage Payment and Collection Act, using violation remedies that include monetary or civil penalties. The secretary has the right to inspect time and payroll records, and the law requires that employers provide their employees with written pay stubs each payday. Pay stubs must reflect the number of hours worked, and time clock or time sheet records, as applicable. Employers must specifically itemize the dates the paycheck covers, deductions, gross wages and pay rate.
Mandatory Notification and Paydays
- Each employer in Pennsylvania is required to notify each employee at initial hiring of its pay policies, including company-provided wage supplements and fringe benefits, paydays, place, method and time of pay and pay rate. Pennsylvania law requires employers to pay their employees on regularly established paydays. Employers cannot allow their employees to go more than 15 days between paychecks, and they must compensate all hours worked by the next pay period.
- Pennsylvania employers cannot retroactively change an employee's pay rate without first providing written notice. An employer must provide written notice before the pay date on which the pay change is scheduled to become effective. For instance, employers who pay their employees on the 15th and on the 30th of each month must provide notice by the 15th for changes that are scheduled to become effective after the 15th. Pennsylvania law allows employers to deduct time or pay from an employee's time sheet or time card to pay for employer-provided loans, with written consent from the employee.
- Since state laws can frequently change, do not use this information as a substitute for legal advice. Seek advice through an attorney licensed to practice law in your state.