A post with nobody on it is the one failure a security company cannot afford. Time records help you prevent it.
The contract says Building A, 6 p.m. to 6 a.m. The guard coming off shift must not leave until the next guard arrives and takes over. Record each guard’s arrival, the handover time and a short note. If the incoming guard calls in sick, you can see right away how long the post was uncovered and who stayed late. The extra hours should be paid.
Federal rules allow employers and employees to agree to exclude up to 8 hours of sleeping time from a shift that lasts 24 hours or more, but only if adequate sleeping facilities are provided and the employee can usually get at least 5 hours of uninterrupted sleep. Interrupted sleep time that is spent working must be paid. For shifts shorter than 24 hours, sleeping time generally cannot be excluded. Many states add their own rules, so check before using any deduction.
Patrol officers drive between sites and record check points. Time between sites is working time. A tour system with scan points proves visits, while a time record proves hours. They answer different questions and the contract may require both. Keep a note on each patrol site so you can bill by visit or by hour as agreed.
Security work for federal agencies is often covered by the Service Contract Act, which sets minimum wages and fringe benefits in a wage determination for each location. Rates differ by county and are revised, so the same guard can have a different required wage at two posts. Track hours by contract so the correct rate is applied.
| Post | Hours | Required wage | Pay |
|---|---|---|---|
| Federal building | 40 | $22.10 | $884.00 |
| Private warehouse | 20 | $17.50 | $350.00 |
The example shows why a single hourly rate per employee can be wrong. Rates sit with the post, not the person.
Guards often cover each other’s absences, and weekly hours climb fast. A running total on the schedule helps supervisors pick the person with the fewest hours. The weekly calendar in the time system should make the overtime cost of every replacement visible before it is assigned.
A post covered around the clock needs 168 hours a week. At 40 hours each, that is 4.2 full-time guards before you account for vacation, sick days, training and turnover. Most companies plan 4.5 to 5 people per 24-hour post, and use part-time guards to fill the fraction instead of overtime.
| Post | Hours per week | Full-time equivalents at 40 hours | Planned with 10 percent relief |
|---|---|---|---|
| Lobby, 24/7 | 168 | 4.2 | 4.6 |
| Loading dock, weekdays 6 a.m. to 6 p.m. | 60 | 1.5 | 1.7 |
| Mobile patrol, nights | 84 | 2.1 | 2.3 |
| Total | 312 | 7.8 | 8.6 |
If you staff this contract with 8 people and no relief, every absence becomes overtime, and over a year that premium can exceed the cost of one part-time guard.
Most states license private security guards, usually through a state agency, with required training hours, a background check and fingerprinting. Armed guards need additional firearms training and a separate permit. Some states, such as California, require ongoing annual training to keep a guard card valid.
Keep each guard’s license number, expiry date and completed training in their file, and do not schedule anyone on a post that needs a license they do not hold. Training that the employer requires is paid work time.
| Period | Driver | Plan |
|---|---|---|
| Late November to early January | Retail and holiday events | Lock schedules early, offer extra shifts to part-timers first |
| Summer | Outdoor events and construction sites | Heat breaks and water on posts |
| Major local events | Stadiums, conventions, parades | Event-only staff with short training |
Post orders are the written instructions for each post: hours, duties, patrol routes, who to call and what to log. Clients audit them, and insurers may ask for them after an incident. Keep them current and make sure each guard has read the orders for every post they work.
For patrols, the proof is in the timestamps. In EZTime, a guard’s clock-in is stamped with GPS location, and recurring tasks with photo proof can stand in for checkpoint rounds, with alerts when a task is late. That record answers the client who asks whether the 2 a.m. round happened.
Yes if they move between posts, because the pay rate or client billing may differ.
Record the actual clock-out time. The extra time is working time and you can document the reason.
A meal period is unpaid only when the guard is fully relieved of duty. A guard who must watch the post while eating is working.
A 24/7 post needs 168 hours a week, which is 4.2 full-time guards at 40 hours each. Add relief for vacation, sick time and training, so most companies plan between 4.5 and 5.
In most states, yes. Requirements usually include training hours, a background check and fingerprinting. Armed guards need an extra firearms permit.
Federal law does not cap hours for adult employees, but every hour over 40 in the workweek needs overtime, some states and client contracts limit shift length, and a tired guard is a risk. Track doubles and set a rest rule between shifts, such as 8 hours.
Yes. Training that the employer or the state license requires for the job is generally work time for non-exempt guards.
A post open every hour of the week is 168 hours, so it can never be covered by 4 full-time guards without overtime. The 0.2 is where most security contracts lose their margin.
Weekly overtime math
Where overtime starts each day
Wages as a share of revenue
Book a demo and we will build a two-post schedule with handover and overtime alerts.
This page is general information, not legal, payroll or tax advice. Rules differ by state, city and contract, and they change. Check with a qualified professional before you act. Numbers in examples are made up.