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Top 3 Paper Form Accuracy Issues Solved with Mobile Forms

By: Shannon Corgan, Director of Marketing 


For businesses with a mobile workforce, most struggle with getting accurate documentation from the field. Since most businesses started with good old paper forms, they continue to use them without stopping to take a look at what it is costing their business in terms of accuracy. Sometimes business owners take for granted the labor hours that are expended processing these paper forms and the additional labor hours that are spent because of the problems associated with paper forms. Getting accurate information from the field to the office is critical to keep your business compliant, to expedite billing and invoicing, and optimize your efficiency. Here are top three accuracy issues related to paper forms:

 

Missing Data

Missing Information on Forms –There are a few reasons why it happens. Unfortunately, when you’re relying on humans, there’s always human error. You may have an employee that’s not detail-oriented, but they’re great at their job. Out in the field, it’s more likely that your employee is going to get distracted and overlook a field on your paper forms. It could also be that they don’t understand what you’re looking for, so they would rather leave it blank than put in the wrong information. Getting accurate information is important when it comes to completing work orders and safety forms. The longer it takes to get all of the right information to bill or invoice your clients, the longer it takes to get payment from them. When it comes to safety, you want to make sure you have all the fields on the safety forms filled out to be compliant with OSHA reporting timeframes. All of these issues with paper forms can be solved with a mobile forms solution. With WorkMax mobile FORMS, you can make fields required on a mobile form to make sure you get all the right information on a form to be compliant, ensure the accuracy of work orders to expedite billing, and save your office staff time. They no longer have to waste their time on phone calls, texts, and emails to field employees to get the missing information on the forms.


No Control

Can’t Control the Data Format – One of the biggest issues with paper forms is that you can’t control how employees enter the information on the paper form. When employees misunderstand the information you’re asking for, they write in what they think is the correct response. The end result is that you’re STILL not getting accurate information. With paper forms, you’re always trying to fit your forms on one page to save on paper costs and increase your chances that your employees fill out the whole form. It also makes it difficult to do any reporting on the information on the form because the data that employee enters isn’t in a standardized format. Also, doesn’t it seem that as soon as you print a form, it is out of date? Don’t you feel like you’re constantly having to print and redistribute forms because you frequently have to update them? With WorkMax mobile FORMS, you can instantly update pick list options or fields on a form, so that your employees are filling out the most current form and you get the data you need. With WorkMax mobile FORMS, you can use many types of different field types to control how employees enter information into a form to improve data accuracy. WorkMax mobile FORMS lets you set up pick lists, multiple choice pick lists, and formula fields for accurate calculations to provide you with the most accurate information.

 

Illegible Handwriting Signature

 

 Illegible Handwriting – Everyone hates filling out forms, because it takes too long, right? This causes people to rush when they’re filling out forms and their handwriting becomes unreadable. They also rush because they also feel like they have higher value job duties that are related to their productivity to perform. They want to get back to what they deem is their work for the day. Very similar to the missing information on forms, if you can’t read it, then it’s just as bad as having no information at all. With Workmax mobile FORMS, the only handwriting you have on a form is their signature, and it doesn’t matter if you can’t read that. WorkMax mobile FORMS takes care of all of the problems of illegible handwriting on paper forms because all of the text fields are typed in, so there’s no messy handwriting.

 

 

   

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UPDATE ON REGULATIONS 2

Federal Overtime Rule from 2016, Is It Dead for Hourly Employee Time Tracking?

By: Shannon Corgan, WorkMax Marketing Director 


Have you been wondering what’s going on with the 2016 Department of Labor (DOL) overtime rule that was supposed to go into effect December 1, 2016?

The current minimum salary an employee can be exempt from overtime pay is $23,660 a year and the new overtime rule would have made the salary minimum $47,476 a year. This means that 4.2 million workers between $23,660 and $47,476 annual salary could begin earning overtime pay when they worked more than 40 hours in a week. Currently, the 4.2 million workers between the current minimum salary threshold and the newly proposed minimum annual salary threshold of  $47,476 are currently exempt from receiving overtime pay.

Within hours of the new overtime rules effective date of December 1, 2016, a federal court injunction was issued. Finally, the DOL decided in June 2017 to stop fighting the federal court injunction for the new overtime rule. Most of the pushback to the new overtime rule came from businesses. If the new overtime rule was put into effect, businesses were concerned about the financial impact of paying overtime for the first time to employees that were previously exempt from overtime pay.   

On July 26th, 2017 the DOL issued a Request for Information (RFI) to ask employers and employees to offer feedback regarding the new overtime rule proposed in 2016. Comments were accepted until September 25, 2017, but you can still read the comments that were posted. In reviewing several hundred of the over 140,000 comments, many of the comments posted on the RFI overwhelmingly favoring an increase in the salary threshold to $47,476. Here's one of the most common posts to the RFI:  

"Back in 1975, President Gerald Fords Labor Department set the salary level for overtime exemption at the equivalent of about $58,000 in today's dollars high enough to cover more than 50 percent of full-time salaried workers. The Obama-era rule set it at $47,476 high enough to cover about 34 percent of full-time salaried employees but lower than the level that it was in the 1970s. That's why the salary threshold should be at least $47,476; and without indexing, the overtime pay rule will continue to erode and not keep pace with inflation.

When fully implemented, this updated rule extends overtime eligibility to 4.9 million more working people and makes it harder for employers to deny overtime to another 7.6 million working people who are already eligible.

I urge the Department of Labor to implement the new overtime rule, keep the salary threshold at least $47,476 and keep the indexing to protect the rights and wages of working people. The whole point of having national standards is to ensure decent basic standards for all workers. The updated overtime standard is already linked to the lowest-wage Census region. Workers rights and wages should not be undercut even further by weakening the salary threshold."


With the DOL no longer fighting the federal court injunction of the new overtime rule and their Request for Information regarding the overtime rule, where are we now and what can we expect? It’s most likely that the DOL will go back to the drawing board and propose an increase in the salary threshold above the current minimum of $23,660, but it’s doubtful that they will raise the minimum salary threshold to $47,476. Additionally, they will also give employers more time to comply with the new overtime rules compared to 2016. During Labor Secretary R. Alexander Acosta’s Senate confirmation hearing in March, he thought the correct threshold might be around $33,000 and stated the expansion of the 2016 federal overtime rules went too far and exceeded its authority. Based on the Labor Secretary's statement in his Senate confirmation hearings and looking at the comments from the RFI, we should all expect to see some changes coming in the near future, so you should start your planning now. 

 

To learn how to simplify your overtime calculations and automate employee time tracking, view a demo or watch a video. 

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WM TIME EMAIL 3 HIDDEN MONEY LEAKS IN YOUR BUSINESS

3 Hidden Money Leaks in your Business Solved with Employee Time Tracking

By Shannon Corgan, Director of Marketing 


You know that your business processes aren’t streamlined as you would like. With less than optimal business processes, it’s taking employees more time to do their jobs than necessary and your employees’ time is your money. When you have so many fires to put out each day, it’s difficult to stop what you’re doing to analyze all the current business processes for your entire business. It can be overwhelming to know which area of your business to focus on, to map out your current processes with the goal of researching technology to automate manual processes.

When the idea of analyzing your whole business seems daunting, I’d recommend focusing on one process that impacts the greatest number of your employees in the organization to find the hidden cash flow leaks. Your employee time tracking and payroll process is a great place to start, because it affects all of the employees in your business.

If you are using paper time sheets or spreadsheets, here are the top 3 hidden money leaks in your business:

Overestimate Time1. Overestimated Time Worked:

When you are using paper time cards or spreadsheets, you are not getting the actual time the employee started work and finished work. According to a Robert Half Survey and APA survey, 4.5 hours are lost each week when employees overestimate their hours worked. Your company is also losing money when employees overestimate lunches or breaks, arriving late or leaving early, or conducting personal business. Their time is your money. This is a constant, slow drip like a leaky faucet sending your money down the drain. Keep in mind, if the overestimated time pushes your employee into overtime, the loss to your company is compounded. It’s an even bigger loss to your company when you include all direct employee expenses like payroll taxes, worker’s compensation, liability insurance, and benefits, all of which are based off of labor and time reported.

To see how much the overestimated time is leaking out of your business, check out our Employee Time Tracking Savings Calculator. You will be shocked at the monthly and annual amount of money you are throwing down the drain with spreadsheets and paper time cards. To stop that leaky money faucet, you need an automated time tracking solution like WorkMax TIME that employees can access on any device from anywhere with GPS. This will allow you to know where your employees are when they are clocking IN/OUT stop the constant drip of money down the drain. Capturing their actual hours worked in real time with WorkMax TIME from any device, anywhere, anytime will stop the flow of money leaking out of your business. 

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2. Human Error

Another business process that is a drain on your cash flow is human error. Your employees are human and make keying mistakes when they manually type data from paper time cards or spreadsheets into your payroll or accounting systems. Unfortunately, when your payroll team is forced to read handwritten time card records, there are also going to be errors and mistakes calculating an employee’s hours from a paper time cards or errors on a spreadsheet. According to the APA, manual time card computation errors can cost your business 1% to 8% of your annual gross payroll.

Use the WorkMax TIME Savings Calculator to see how much money you are throwing down the drain due to human error. WorkMax TIME eliminates any manual keying of employee time tracking data into payroll or accounting systems, because your employees are clocking their time from their mobile devices in real time. WorkMax TIME integrates with most accounting and payroll systems to eliminate human error. Additionally, all the calculations for payroll are correct the first time because an automated time tracking solution like WorkMax TIME, does all the math for straight time, overtime, and multiple pay rates. 

Manual Processes3. Manual Processes 

The third way that you're leaking money out of your business is by using paper time cards and error prone spreadsheets. When using paper time cards and spreadsheets, your payroll employees have to key in the data and audit it. The APA says it takes your payroll employee five to six minutes to add and audit one time card. This cost adds up as you add new employees and payroll staff to support them. To see how much this could be costing your business, view our Top 3 Savings with Automated Time infographic to see the financial impact on a fifty person company. This entire manual process of auditing and entering employees’ time card can be completely be eliminated with WorkMax TIME.

 

Once you find these hidden money leaks from overestimated employee time, human error, and manual processes for employee time tracking, you’ll be well on your way to look at other manual and paper processes in your organization. You would be amazed at how much paper forms are costing your business and how you can use mobile forms to increase revenue for your company. To learn more about WorkMax FORMS, check out a short video

Get started today and find out the money you're leaking out of your business with paper timecards and spreadsheets for employee time tracking. Click here to calculate your savings or view a Workmax TIME Demo

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