Correct employee timesheets without losing the original record

A missed clock-out or a break entered twice is easier to fix when you can see both versions. This guide is for the owner or supervisor approving hours. It provides a record-correction process; the payroll reviewer still needs to decide any pay adjustment under the employee's applicable arrangements.

Keep the original before changing anything

Save the original entry or use the system's amendment history. Record the shift date, pay period and the person whose record is affected. If the software overwrites entries without a usable history, keep a restricted correction log linked to the original export.

Fair Work's Pay slips and record-keeping says a mistake can be corrected if the error and the reason for fixing it are also recorded. Its Time and wages records guidance requires time and wages records to be kept for seven years and says they must not be false or misleading. Use the working notes below alongside the other employment records you must keep.

Check the facts with the employee

Ask what happened, then compare the answer with the available work records. A roster shows what was planned; it may not show a late finish, a missed break or work done before opening. A clocking entry can also be wrong, so keep the supporting explanation.

For a missing entry, mark it as missing while it is investigated. Don't turn an empty cell into zero hours or copy the roster into it as if the employee had confirmed it. If accounts differ, record both versions and assign someone to resolve the question promptly. Keep investigating even if the employee disagrees with the proposed correction. Their confirmation does not waive pay rights.

A correction with a visible history

Field	Original record	Amended record or action
Shift	Thursday 17 September 2026	Same shift; correction made 21 September
Start / finish	9am / 5pm	9am / 5:30pm
Unpaid break	30 minutes	30 minutes, confirmed in the discussion
Recorded work duration	7 hours 30 minutes	8 hours; an extra 30 minutes to assess
Reason and evidence	Finish copied from planned roster	Closing log and Morgan’s explanation support 5:30pm
Employee / reviewer	Discussion not yet recorded	Morgan’s comments attached; supervisor Lee checked the amendment
Payroll reference	PR-038 already processed	Send TSC-014 to payroll; record the action and completion reference

Original ASBG worksheet. Fictional records; each row is also the text alternative. Keep the assumptions and source notes with a printed copy.

Eight hours is 8.0 decimal hours. Seven hours 30 minutes is 7.5, not 7.30. The extra half-hour in this example needs payroll assessment; multiplying it by a standard hourly rate could miss a relevant overtime or penalty rule.

Send the correction to payroll

Send payroll the correction ID, affected period, before-and-after entries, evidence and the employee's comments. Say whether pay has already been processed. Ask the reviewer to confirm the required action and timing under the relevant rules and the software's supported correction process.

Keep the original pay-run reference and add the correction reference alongside it. Don't delete an earlier pay run to make the record look tidy. If a review identifies an overpayment, get the permitted recovery process checked before making a deduction. A timesheet amendment does not authorise one.

Tell the employee what was changed and who is checking any payment. Follow up until you have the payroll outcome, then compare it with the pay slip or other correction evidence. Avoid promising that every issue will simply wait until the next regular pay day.

Restrict access and prevent repeat errors

Keep the amendment with the employment records and limit access to people who need it. Avoid a shared staff spreadsheet containing everyone's pay details. The Employee records exemption explains that the employee-records exemption has limits; do not treat it as permission for unrestricted sharing.

At the next pay run, look for the cause: a clock-out button people miss, an automatic break deduction, an unclear approval cutoff or a supervisor editing entries without discussion. Correct the process and keep a named backup approver when the usual person is away.

Use the pay, leave and rosters hub for related checks. The broader business record-keeping guide covers other records; keep employment retention requirements distinct.

Key takeaways

• Keep the original and record why the entry changed.
• Confirm the facts and preserve any unresolved disagreement.
• Link the amendment to payroll and check that the action is completed.
• Treat pay calculations and deductions as separate decisions.

Timesheet correction record
Correction ID:
Employee/reference:
Shift date and pay-period reference:
Original start, finish and break entries:
Proposed corrected entries:
Error and reason for correction:
Evidence checked:
Employee comments and date discussed:
Any unresolved disagreement:
Person making amendment/date:
Person checking amendment/date:
Payroll run already completed?
Payroll reviewer, action and reference:
Employee explanation sent/date:
Follow-up owner and completion evidence:

Source check: 21 September 2026. Fictional examples are not current pay rates.
Time and wages records: https://www.fairwork.gov.au/pay-and-wages/paying-wages/record-keeping
Pay slips and record-keeping: https://www.fairwork.gov.au/language-help/english/pay-slips-and-record-keeping
Employee records exemption: https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/organisations/employee-records-exemption

Where to get help

• Time and wages records
• Pay slips and record-keeping
• Employee records exemption