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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 USA guide

Short answer

Do not approve a record if the approval would say that you verified facts you cannot verify. Use the system’s exception route or send a brief written message asking payroll or HR how to route the records without making an inaccurate certification.

Do not do these things

  • Do not approve a time record if the sign-off would misrepresent what you checked.
  • Do not guess, backdate, or edit another person’s time outside the approved correction process.
  • Do not accuse anyone of wrongdoing when the immediate issue is that the records cannot be verified.
  • Do not rely only on verbal instructions if your name will be attached to the approval.
  • Do not destroy, conceal, or alter records to make the issue appear resolved.
  • Do not copy confidential payroll records outside approved systems or channels.

What to do now

  1. Read the approval language. Check whether the system asks you to verify accuracy, confirm that a review happened, or route an exception.
  2. Send a short written message. For example: “I cannot verify these time entries from the records available to me. Please advise the approved exception process or alternate approver so the records can be handled correctly.”
  3. Ask for the approved records and process. Request the timekeeping policy and the records available through approved channels, such as time entries, schedules, missing-punch records, supervisor notes, and edit history.
  4. Ask payroll or HR how to route the exception. Depending on the system, this may include an exception status, an alternate approver, or employee confirmation of the entries.
  5. Escalate the specific concern if you are still pressured to approve. Forward the request and your written response to payroll, HR, or the internal compliance channel. Ask for written instructions that do not require you to misstate what you verified.
  6. Keep a brief factual note. Record the date, the entries you could not verify, who asked for approval, and the route you used. Keep the note in a lawful, secure place. Do not remove confidential records from approved systems.
  7. Treat possible pay errors carefully. For covered nonexempt workers, federal law generally requires covered employers to keep accurate required records about hours worked and wages. Check whether state rules also apply. If you believe pay records may be inaccurate or a minimum-wage or overtime issue may exist and an internal route does not resolve it, you may contact the U.S. Department of Labor Wage and Hour Division for guidance. You can also check the U.S. Department of Labor list of state labor offices to find an appropriate state contact.

What can wait

  • You do not need to decide whether anyone intended wrongdoing.
  • You do not need to investigate other people’s conduct yourself.
  • You do not need to decide immediately whether to make an external complaint, leave your job, or take legal action.
  • You do not need to solve the payroll process alone. Your immediate task is to avoid an inaccurate sign-off and route the exception.

Important reassurance

A payroll deadline does not require you to claim that you verified something you could not check. A neutral written message and a request for the approved exception process are reasonable first steps.

Scope note

These are first steps only. Later decisions may depend on your role, the timekeeping system, company policy, applicable state law, and whether the issue is isolated or recurring. Specialist help may be useful if the concern continues.

Important note

This is general information, not legal, medical, financial, therapeutic, or other professional advice. Laws and protections can depend on the facts, the type of concern, and the applicable federal and state rules. If you are concerned about retaliation after raising a recordkeeping, minimum-wage, or overtime issue, you may seek independent legal advice or contact the appropriate labor agency for guidance.

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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