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What to do if…
you are asked to approve time records for others when you cannot verify them

Produced and maintained by PanicStation.org Published: Last reviewed: Editorial policy UK guide

Short answer

Do not approve anything that says or implies you have verified hours you cannot check. Pause the approval, put your concern in writing, and ask for the proper timekeeping or payroll verification route.

Do not do these things

  • Do not “just sign it” to meet a deadline if the sign-off wording suggests you are confirming accuracy.
  • Do not accuse colleagues of fraud or dishonesty. Stick to facts, such as: “I can’t verify these entries from the records I can access.”
  • Do not edit or “fix” other people’s hours yourself unless the written process authorises you to do that and you have evidence for the change.
  • Do not rely on off-the-record instructions if you may later need to show what you were asked to approve.
  • Do not leave the request unresolved without a written response. Keep it in the correct written process.

What to do now

  1. Stop and read what the approval actually means. Check the wording in the system or email, especially phrases such as “I confirm these hours are correct” or “verified by manager.” If it implies verification, do not approve until the correct route is clear.
  2. Reply promptly in writing, especially if there is a payroll deadline. Use a neutral line such as: “I’m not able to verify these time entries from the records I have. Please advise the correct verification route or an alternate approver.” Keep it factual.
  3. Ask for the records you are expected to rely on. Request the objective checks your workplace normally uses, such as rota records, clock-in data, job tickets, supervisor notes, field-service records, or other relevant system records.
  4. Offer a safe temporary route that does not misstate verification. Depending on your workplace process, this might be marking the entries as pending review, asking payroll or timekeeping for an exception route, or routing the request to the person who can actually verify the hours.
  5. Ask for the right person to certify the entries. If someone else had direct oversight, such as the employee’s line manager, duty manager, site supervisor, or project lead, ask for that person to approve instead.
  6. Escalate to the owner of the payroll or timekeeping process. If your manager still asks you to approve, forward the request and your written concern to the relevant owner, such as payroll, HR, finance, operations, or the business owner, and ask for written instruction.
  7. Keep a minimal dated record for yourself. Note what you were asked to approve, why you could not verify it, who you told, and when. Keep the record factual and professional.
  8. Use a formal route only if the issue is not resolved safely. If the issue is mainly about pressure on you at work, you may be able to raise a grievance. If you reasonably believe the issue involves wrongdoing that affects others, such as systemic mispayment, falsified records, or concealment, consider your workplace whistleblowing process, a prescribed person where appropriate, a trade union, Acas, Protect, or independent advice.

What can wait

  • You do not need to decide now whether anyone acted intentionally.
  • You do not need to prove wrongdoing yourself. Your immediate job is to avoid a false sign-off and route the request to the correct process.
  • You do not need to decide today whether to raise a grievance or make a whistleblowing disclosure. Start by pausing approval and putting the concern in writing.
  • You do not need to fix historic inaccuracies right now. Focus on stopping an inaccurate sign-off happening now.

Important reassurance

It is reasonable to feel anxious about being asked to certify records you cannot check. Using factual language, refusing to overstate what you know, and asking for the correct verification route is a normal professional response.

Scope note

These are first steps only, meant to prevent an inaccurate sign-off under pressure. Later decisions about policy, discipline, grievance, whistleblowing, or legal routes may need specialist help.

Important note

This is general information, not legal, financial, employment, or professional advice. Workplace policies and your authority to approve or amend time records vary, so check your employer’s written process and consider independent advice if you are unsure or face retaliation.

Additional Resources

Closely connected guides that may be useful during the same situation or its immediate aftermath.

About this guide

This guide was produced and is maintained by PanicStation.org using its published editorial process. Official and specialist sources are checked where relevant, and AI-assisted tools may be used for drafting, organisation, and consistency checks. The site operator remains responsible for publication, revision, and removal decisions.

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