Top 10 Employee Time Tracking Criteria

 

Top 10 Criteria to Consider for Employee Time Tracking
By: Shannon Corgan, Director of Marketing 

It can be said, you don’t know what you don’t know. You know the problems you’re trying to fix right now, but are you aware of other technology advancements that could make your payroll processing easier? When you’re looking for an employee time tracking solution, there are many important things to consider. Is the employee time tracking solution able to solve your current issues or can it solve future challenges you’re not even aware of right now? Will it fit your company in the future? To help companies like yours figure this out, we compiled the top questions you will need to answer as you evaluate viable options for accomplishing your employee time tracking goals.

  


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 1. Integrations

Does the employee time tracking solution truly integrate with your payroll, accounting or HRIS software? Integrations to your key business systems like accounting, finance and HR systems streamline internal processes and boost the power of employee time tracking benefits immeasurably.

 

 

 

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2. Mobile App

Do you have employees that work outside of the office and want to provide them an easy way to track their time without physically going into the office? Since over 95% of mobile devices in the market today are either iOS or Android, does the employee time tracking solution offer both iOS or Android Mobile Apps that are consistent and user-friendly? Can employees track their time own time or would you like a team leader do it for them from a mobile App?

 

 

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 3. Ease of Use

Can you and your employees adopt the software easily or will they need an expensive implementation consultant and a rigorous training program? Can you personalize your software to use your unique industry lingo to accelerate user adoption? Is it easy for employees to enter time and is it easy for supervisors to approve those entries from the office or the field? 

 

 

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 4. Scalable

Can the software grow with your company or will your company’s needs outgrow the employee time tracking solution? If your company is hiring new employees or growing through acquisition, can the system handle the newly added employees comfortably? Will the complexity of your employee time tracking needs change when you’re expanding into different geographic areas with new regulations or when you hire union workers? Will you need to consider shift work and pay differentials or other possible exceptions?





Cloud or On Prem5. IT Infrastructure

There are pros and cons to storing data on your private company servers or out in the cloud. Accessibility to the solution is also a large consideration. If you already have servers and a capable IT staff then conventional software solutions may be advantageous. However, if you’re looking for low upfront costs with low-to-no IT staff needed to manage the product installs or updates, then you should look at cloud solutions for employee time tracking. Another cloud benefit is typically ongoing software support and maintenance contracts are included with cloud solutions and are not an additional fee. Best of all, cloud solutions allow your team to access your employee time tracking solution from anywhere, anytime without installing and maintaining software.

 

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6. Signatures

Do you need employee signatures to be compliant with any state, federal or union regulations? Is there a method to capture these signatures from a mobile device or time clock?



 

 

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7. Multiple Employee Shifts

Do you need an employee time tracking solution that allows you to apply unique shift rules to ensure accurate paychecks for employees with varying pay rates? Many companies have employees that work multiple shifts where they have pay differentials.






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8. Data Collection Method

Do you want to capture labor in real time or after-the- fact? Do you want your supervisors to clock in a group of employees at the beginning of the shift or allow employees to log their own time? Do you require an employee time tracking solution that does both? Do you want employees to clock in from one computer in the office or on a laptop or tablet at a job site so that it functions like time clock? Do you want to be able to have mobile employees capture their time when they are without an internet connection?




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9. GPS and Geofencing

Do you need GPS tracking to stamp the physical location as your employees clock in and out of the mobile time tracking solution?  Would you like a Geofence alert when employees are outside of their work area when they are clocking IN or OUT?

 



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10. Assign Hours or Units to a Project and/or Activity

Do you need to track units of completion and/or assign employee hours to a project or activity? Do you need it in real time or at the end of the pay period? Some companies want to track the activities and units completed on a project or job in real time and others only need it on a daily, weekly, or bi-weekly basis.

 

 There are many things to consider when you’re selecting an employee time tracking solution. Make sure you are getting everything you need the first time to ensure your investment will be rapidly returned so your organization can enjoy many years of continued benefit from your product of choice. If you are looking for all or some of these features, make sure to view our WorkMax demo. 

Prescription for Payroll Errors

 

Employee Time Tracking Prescription to Avoid Top 3 Payroll Errors

By Shannon Corgan, Director of Marketing 


Collecting and managing employee time can be a painful for your employees and supervisors. It’s also not a walk in the park for your payroll and accounting teams. No one likes mistakes on their paychecks. Three of the top issues that cause payroll errors are manual card computation errors, overpayment errors and underpayment errors. Now, let’s dive in and see how WorkMax can be the best prescription to cure your payroll errors.

Manual Time Card Computation Errors
Employee time tracking can be tough to manage and labor intensive without an automated solution that can collect time anytime, anywhere and on any device. When you are collecting employee time tracking data on spreadsheets and paper time cards, you are unfortunately stuck keying in the data into the accounting or payroll system. It’s not only a pain for your staff to do; it’s also prone to human error. According to a study by the American Payroll Association, manual time card computation errors can cost you one to eight percent of your annual gross payroll. One percent might not seem like a big number, but don’t forget labor costs are typically the biggest expense on the balance sheet. These manual computation errors are due to numbers being rekeyed incorrectly, transposing numbers, or misreading handwritten records.

With an employee time tracking solution like WorkMax, you can eliminate these manual computation errors. WorkMax works where your employees work, whether it’s in the office or in the field. WorkMax can collect employee time from a smartphone, iPad, tablet, laptop or desktop computer. Employees enter their time from any device anytime anywhere and removes the need for manual data entry to get their hours worked into the payroll system. Supervisors and payroll employees no longer have to worry about double calculating hours worked, illegible handwriting and manually rekeying the information. Your payroll staff will be extremely grateful to get rid of all of their data entry hand cramps too. With WorkMax TIME, all of your payroll errors from manual time card computation are gone.


In addition to accurately collecting labor hours, many companies want to also assign those hours to a particular project or job and break it down further to the types of activities or tasks that were performed by the employee. Additionally, to accurately allocate those labor hours to the right jobs and the tasks that they performed can feel like torture when you’re using paper time cards and spreadsheets. With WorkMax TIME, allocating the time to the right projects and activities is easy and can be done in a few clicks. n three clicks on any device, employees can enter time, pick their activity, and project in less than ten seconds, whether it’s at their desk or on their mobile device.

Overpayments and Underpayments


According to the Ernst & Young Global Payroll Survey, one of the most frequent payroll errors is overpayments or underpayments. Nearly 30% of payroll errors are a result of overpayments or underpayments. Overpayments are caused for a few different reasons. One type of overpayment happens when an employee receives pay for a period after they terminate or start an unpaid leave. There are also time entry errors when an employee is paid for too many hours or paid for paid time off that was not available. There can also be errors caused due to inaccuracies with their hourly rate or salary amount per month.

If you choose an integrated platform like WorkMax, you can reduce the number of overpayment errors. By using WorkMax FORMS combined with WorkMax TIME, employees can log time and attendance and fill out needed company forms all within one app.Typical status changes that would affect payroll are Unpaid Leave, Paid Time Off, Separation from the Company, or Jury Duty Pay.This information can then be automatically sent to payroll to ensure that the employee is not overpaid. You can also reduce the time entry errors with automated Employee Time Tracking Solution like WorkMax TIME. Because there is no manual rekeying of data from the time sheet to the payroll or accounting system and WorkMax TIME calculates the hours worked for you, you virtually eliminate overpayments for time entry errors. Additionally, by choosing an workforce management platform that works with all of your business applications, you can sync your HR database with WorkMax TIME to ensure your employees are getting paid the right hourly and salaried pay rates and get rid of payroll overpayments.

 

               

 

Sources:


APA Study http://www.bizjournals.com/washington/stories/2003/12/22/smallb10.html

Ernst & Young Global Payroll Survey http://www.ey.com/Publication/vwLUAssets/Global_payroll_survey_highlights/$FILE/Global_payroll_survey_report.pdf

3 Tips to Kill Payroll Headaches with Employee Time Tracking

3 Tips to Kill Payroll Headaches with Employee Time Tracking

By Shannon Corgan, Director of Marketing 

You dread the same things every payroll week. You’re constantly asking for the same things every week. If you get asked one more time, how many hours have I clocked in this week or calling the same supervisor to tell them that they haven’t approved their employees’ time records, you will lose your mind. You’re tired of illegible handwriting and really wish you could read what people are writing on their time sheets. You’re tired of emailing people to tell them that they calculated their time wrong for their based on their start and end time and letting them know their total hours are less than they submitted. You might think that the only solution to payroll headaches is the Costco sized bottle of Excedrin, but we have 3 Tips that will get rid of some of your three biggest payroll headaches. 

Here are 3 tips to help you get rid of your Payroll Pains:

1. Empower Employees with real –time access to hours submitted from mobile devices

Employees have their smart phone on them at all times, so why not put those phones to work to help lighten the load on your payroll team by reducing the number of payroll tickets submitted or phone calls to your payroll hotline for employee’s time tracking.? Empower your employees to have their employee time tracking at their fingertips. With mobile apps like WorkMax TIME, employees can instantly see what hours they submitted in real time and it automatically calculates the hours they worked. No math to be done by you or the employees. Employees will know right away how many hours they’ve worked and it will be accurate for you to process payroll. No out of cycle payroll runs for miscalculated employee time.

2. Allow Group Clock In/Out by Supervisor from Mobile Devices


When employees are working on job sites or outside of the office, it’s a hassle to track time for mobile employees. You want an employee time tracking solution available on any device at any time to make it easy for your supervisors to clock in or out a group of employees quickly each day. This makes time tracking a breeze and saves the employees’ and supervisors’ time. With WorkMax TIME, it’s easy to quickly view all your employee’s time records on the same screen, simply check the boxes in front of all of their names and click approve. The group clock IN /OUT feature saves the payroll team’s time too. No need to send out emails or make calls to try to get missing clock outs or clock ins. By streamlining the process and making it easy for the supervisors or managers to clock in group of employees at once, you’re making your live easier too.

3. Offer Group Approval of Time by Supervisors on Mobile Devices


Don’t you hate payroll weeks when you’re stuck in the office and can’t even go out for lunch because you’re making so many phone calls to the same supervisors every week telling them that they’re late approving time for their employees? Do you feel like you’re spending more time herding cats than high level analytical payroll projects you’d rather work on? With employee time tracking solutions like WorkMax TIME, you’ll spend less time tracking down supervisors and managers for approvals, because it’s so easy for them to approve employee time records from their smart phones or other mobile devices. Gone are the days that they have to go to office or log into their computer after the workday to approve employee’s time. With WorkMax TIME, you’ve made employee time tracking easy for supervisors or managers to approve time no matter where they are. They could be in an airport on a business trip and in three clicks approve the time for the entire staff.

 

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 CYA with Employee Time Tracking

 

5 Ways to CYA with Employee Time Tracking
by Shannon Corgan, Director of Marketing 


Do you wish that you could get back to doing what you love at work and spending less time on making sure you’re covering all of your bases to reduce labor risk for your business?

WorkMax TIME makes it easier than ever to be compliant and reduce labor tracking risks. Now you can spend less time on manual processes and increase your time and attendance accuracy with unlimited pay rules, pay periods, shift rules and overtime rules. Additional features like GPS and electronic signatures help to authenticate the time records to easily give you the information you need to avoid or reduce risk.

 WorkMax TIME also automates formerly manual tasks to make sure you’re paying employees exactly the right way based on what they worked across your entire workforce, no matter where your employees are working. Check out these five key features that help you CYA when it comes to tracking your employee’s time.


1. Automated pay rules, pay periods, shift rules and overtime rules? No problem.

Depending on your line of business, state or province you work in and your company payroll rules, collecting and processing accurate time and attendance can be painful and riddled with errors. Regardless of your company size, location or payroll process, WorkMax TIME allows you to set up unlimited Pay Rules, Pay Periods, Shift Rules and Overtime rules, so that you can easily and accurately calculate pay for your employees in an efficient and systematic way.

WorkMax TIME molds to your business no matter how simple or sophisticated your payroll rules are, so that you can eliminate out of cycle payroll runs and avoid any litigation for wage and hour enforcement or FSLA compliance. WorkMax TIME is easy for employees to use for employee time tracking while also simplifying the process for your payroll staff to deliver timely and accurate payroll.

2. Workforce Visibility and Employee Approvals of Time Worked is Key.

The WorkMax employee time tracking solution is accessible on any mobile device or modern web browser, this convenient access increases employee adoption and promotes transparent and fair time tracking. Employees want to be paid fairly and companies want their employees to be paid fairly. With WorkMax TIME, employees get paid accurately and companies can be sure that they are paying employees fairly for the time that they work.

Arming your employees with a quick and easy way to track, review and sign off on their time is a win-win for everyone. As an extra added bonus for your payroll team, you can reduce the number of payroll disputes, extra phone calls and special requests submitted by employees to see how many hours they’ve worked in the week. 

3. Tracking Tasks and Activities is Critical for Accurate Pay

Tracking TIME easily and accurately is the first step.To increase visibility, productivity and the bottom line it is critical to also track what employees were doing and for how long. You may have employees that perform multiple tasks, or activities throughout their work day and you may even have different pay rates associated with those different tasks. With WorkMax TIME employees can quickly and easily track tasks concurrent to their time worked, from any device no matter where they are.

Changing tasks throughout the day takes seconds, with only a few clicks. By providing your employees an easy way to track their activities and job duties accurately, you can make sure that their pay check is always accurate, along with your job costing. This protects your business from potential litigation for incorrect pay rates based on their job functions or activities. You always have instant access to documentation of what tasks were performed throughout the day with the employee’s signature that they approved the time and task.

4. Electronic Employee Signatures makes Payday a Breeze.

Some businesses require their employees to track their own time; some businesses have supervisors track time for employees. Either way, processing payroll without documentation that your employees have approved their time worked with their signatures is critical. If you can’t easily capture and track your employees’ approval of their time, you could be opening your business to numerous potential risks without.

Employees could make false claim they weren’t paid the correct hours that they actually worked and you can reduce your risk because you have their signature that they approved their time records. Sometimes employees are victims of underpayment of wages due to manual data entry errors. By using WorkMax TIME for employee time tracking, your employees can easily see and sign off on their time with electronic signatures from any device from anywhere. This protects your business with verifiable proof that the employee approved their work hours prior to payroll and greatly reduces your business’ risk.

5. GPS Time Stamps Validate Accurate Workforce Location.

For companies with mobile workforces, it’s difficult to capture what customer, location or project employees were working on throughout their workday. With WorkMax, GPS stamps can be tracked as your workforce clocks in, changes tasks or even when they move to new job locations through the day. As time records stream into the office, the GPS time stamps and map views insure you can be confident you have the right people at the right location at the right time. Many times customers may have questions on when your employees were actually working onsite and for how long. With WorkMax TIME all of your workforce location information is now documented, completely accurate and easily accessible.

To learn more about how to CYA with WorkMax TIME, View our Demo on Demand or Get Pricing.