Common Time Tracking Errors and How to Avoid Them

In most small and medium-sized businesses, time tracking errors don’t look like errors at first. They look like small exceptions. A shift that ran longer than planned. A missed clock-in that gets fixed later. A spreadsheet that needs “just one more adjustment”.

Individually, these moments don’t seem like a problem. Together, they create rework, frustration and unnecessary admin. Eurostat and EC studies show that administrative workload increases faster than headcount in SMEs, especially in HR, payroll and compliance-related activities. Repetitive administrative corrections are one of the main time drains.

This article looks at common time tracking errors through real-life SME situations and shows how to avoid them.

Error 1: Recording planned hours instead of actual hours

What it looks like in practice

A retail business creates weekly schedules in advance. At the end of the month, those schedules are copied into payroll as worked hours. But several employees regularly stay late to finish stock counts or cover busy periods.

Why it causes problems

Those extra minutes and hours aren’t reflected in the records. Over time, this leads to inaccurate payroll data and unreliable records for compliance. In many regions, for example the EU, labour laws are clear that actual hours worked matter, not what was planned.

How to avoid it

Separate planning from recording. Schedules are useful, but they should never replace recording what actually happened. Record the hours when they happen.

Error 2: Filling in hours from memory

What it looks like in practice

In a small construction company, employees submit timesheets on Friday afternoon for the entire week. By then, exact start and end times are often estimated.

Why it causes problems

Estimates introduce small errors that add up. Admin staff then spend time clarifying entries, correcting mistakes and dealing with questions. Administrative rework increases significantly when manual reporting is delayed.

How to avoid it

Encourage same-day or, even better, real-time recording. The closer the entry is to the work itself, the more accurate it will be. With TimeMoto Cloud, attendance is recorded in real-time

Error 3: Multiple versions of the same information

What it looks like in practice

An SME tracks hours in Excel, holiday requests by email, and overtime approvals in a shared folder. At month-end, HR reconciles all three.

Why it causes problems

Conflicting versions lead to confusion and manual checks. According to EU-OSHA, fragmented administrative processes are a common source of avoidable workload in SMEs.

How to avoid it

Define one place where working time records live. Other tools can support the process, but they should not duplicate the data.

Error 4: Manual corrections without context

What it looks like in practice

An HR administrator edits a timesheet because an employee forgot to clock out. The change is made quietly. Later, the employee notices their hours look different and asks what happened.

Why it causes problems

When corrections aren’t clearly visible, they raise questions and create mistrust. Employees may feel unsure whether records are accurate, and during audits it becomes difficult to see what was changed and when.

How to avoid it

Make corrections transparent and traceable. It should always be clear that a change was made, by whom, and when. For example, in TimeMoto Cloud, all changes are kept in an auditable log. This reduces follow-up questions, builds trust and makes records easier to review, even if the reason for the change is handled outside the system.

Error 5: Unclear rules about working time

What it looks like in practice

Employees are unsure whether travel between client sites counts as working time. Some record it, others don’t.

Why it causes problems

Inconsistent interpretation leads to uneven records and repeated questions. CIPD guidance highlights unclear policies as a major driver of HR queries.

How to avoid it

Document clear rules and revisit them when work patterns change. Make them part of onboarding.

Error 6: Time tracking seen as “HR’s problem”

What it looks like in practice

Employees submit timesheets late, managers approve them quickly without review, and HR fixes issues afterwards.

Why it causes problems

Errors are caught late, when they are more expensive to fix.

How to avoid it

Share responsibility. Employees record, managers review, HR oversees consistency.

Error 7: Processes that don’t grow with the business

What it looks like in practice

A start-up used a simple spreadsheet when it had six employees. Two years later, with 25 staff, the same system is still in place.

Why it causes problems

What once worked now creates bottlenecks and errors. Studies across EU SMEs show that administrative complexity grows faster than headcount if processes aren’t reviewed.

How to avoid it

Review time tracking processes regularly, especially during growth or organisational change.

Conclusion

Time tracking errors are rarely dramatic. They are small, repeated and familiar. But they quietly create extra work, slow down payroll and undermine trust.

By recognising these common scenarios and addressing them early, you can reduce rework, improve accuracy and free up time for more valuable tasks.

Find Out More

Many time tracking errors come from a lack of structure and visibility. TimeMoto Cloud helps SMEs centralise time tracking, record hours in real time and keep changes traceable in one system. Try it free at www.timemoto.com/free-trial.