Buddy punching can be unintentional, with many employees being unaware of its effect. However, it’s not only morally wrong but damaging in concrete ways. Among the consequences are:
- Inflated labor costs.
- Reduced trust between supervisors and employees.
- Lower workplace productivity.
- A disproportionate workload on responsible employees.
- Reduced operational efficiency.
Buddy punching promotes dishonesty, which can bring about other forms of morally reproachable behavior.
As a first step, communicate to your employees that buddy punching at work is a type of theft. You can share case studies and examples of how it leads to loss of trust in the workplace.
Here are six smart ways to put an end to this deceitful practice in 2024 and beyond.
1. Define your attendance and time policies clearly
A clearly defined time and attendance policy clarifies what kind of behavior is expected and the consequences of violations. It should make it unambiguous that you will not tolerate dishonesty. State how time will be tracked and outline expectations for punctuality, such as when work begins and ends, overtime rules, and breaks.
Address issues involving time-off requests, reporting absences, and consequences for tardiness. Stay compliant by incorporating minimum wage laws and overtime regulations. Review and update the policies regularly to adapt to new legal requirements and changing needs.
Assess employee attendance regularly and look for any inconsistencies. If anything makes you suspicious, talk to the employee about it. This practice reminds your staff that your company prioritizes accurate timekeeping and reduces incidences of buddy punching.
2. Consider tools with biometric capabilities
Tools with biometric capabilities will eliminate buddy punching. These advanced solutions use people’s unique physical traits to verify their identity when tracking time. They rely on biometric data like facial recognition, fingerprints, voice recognition, hand geometry, and even iris or retina scanning. These metrics are almost impossible to impersonate or fake, meaning your team members cannot clock in or out for their coworkers.
Keep in mind that these systems are not legal everywhere. While there is no federal law on using biometric data in the US yet, some states have laws. For example, the Biometric Information Protection Act (BIPA) in Illinois obligates companies that collect and use such data to obtain written consent from the subjects in advance. The fines for violations are relatively low in comparison to those due under the European Union’s GDPR. One violation costs approximately $1000, while reckless or intentional violations set organizations back $5000.
3. Connect the time clock to IP addresses
Linking time clocks to employee computers’ IP addresses is another highly effective strategy to prevent buddy punching. This means employees cannot clock in or out when they are not in the workplace.
4. Hire supervisors
If you have a lot of employees, you can hire people to supervise attendance. They will serve as a visible deterrent against the practice. Your managers can take turns in this role if you can’t hire new people.
5. Carry out surprise checks
You can prevent buddy punching by carrying out surprise checks. The element of surprise creates uncertainty, keeping staff alert and discouraging untruthful time tracking.
6. Allow dual authorization to change attendance records
Dual authorization can maintain accountability and transparency when changing attendance records. Before accepting a change, both the employee and a supervisor or a manager must approve it. This additional measure reduces the risk of manipulating data.
Signs of buddy punching
Prevention is better than protection, so we’ll conclude with typical signs buddy punching is occurring on company premises. The first one is frequent corrections to timecards, especially if they tend to involve the same staff members.
Employees who arrive at work at the same time every day or take the same days off could be perpetrating the practice. Finally, a clear sign of buddy punching is when several employees are clocking in for the same person.