Need to address timesheet discrepancies? This template helps you handle false overtime claims professionally using vehicle tracking data as evidence. Customise the bracketed sections with your specific situation details.
Important: Please read the disclaimer at the bottom before using this document.
Letter Template
Date: [Insert Date]
To: [Employee Name]
From: [Your Name/Title]
Subject: Timesheet Discrepancy - Overtime Claim
Dear [Employee Name],
As you know, your company vehicle has a tracking device that records detailed information in real time. This includes when and where the vehicle is used, distances traveled, speeds, idling time, and other activity data.
We have reviewed the tracking data from your vehicle and found it does not match the timesheets you submitted for [specific dates/period]. The vehicle data shows different working hours than what you claimed for overtime pay.
When we discussed this with you, you explained that [the discrepancy was a mistake/an oversight/an error on your part - include specific explanation given].
We have decided not to take formal disciplinary action at this time. However, we will place a record of this informal warning on your personnel file, where it will remain active for [number of months]. If there are any future issues with timesheet accuracy or vehicle policy compliance, this warning will be considered.
Moving forward, please ensure your timesheets accurately reflect your actual working hours. If you're unsure about timesheet procedures or need clarification about overtime policies, please speak with your supervisor or [contact person].
Yours sincerely,
[Your Name]
[Your Title]
[Company Name]
Disclaimer
This document is intended for your own internal use as a guide only and you should not make it available to any third parties. Whilst RAM Tracking believes the information contained in this document to be correct, it is not a substitute for appropriate legal advice and it is made available to you strictly on the basis that you will not place any reliance upon it.
RAM Tracking and its officers, employees and agents take no responsibility for actions taken based on the information contained in this pack. RAM Tracking and its officers, employees and agents each make no representation or warranty (express or implied) and take no responsibility or liability for the accuracy or completeness of the information in this document or any other information made available to you in our training materials and any such liability is expressly disclaimed.
Nothing in this disclaimer will operate to exclude or restrict RAM Tracking’s or its officers’, employees’ and agents’ liability (if any) for (i) death or personal injury resulting from its negligence; (ii) their fraud or fraudulent misrepresentation; and/or (iii) any matter for which it is not permitted by law to exclude or limit, or to attempt to exclude or limit, liability. Except as set out in the preceding sentence, RAM Tracking and its officers, employees and agents each exclude all warranties, conditions and other terms implied by law (whether by statute, common law or otherwise).