• By timehub
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  • 1 Aug 2020
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The Four "T's" of managing employee attendance

In a post pandemic economy, managing your payroll cost is mission critical, and a key factor in this is managing how you capture the data you use to prepare your payroll.

The question Who Worked When? is one employers have been asking forever. And now, being able to answer that question is even more important.

Over the many years I have spent helping and supporting employers have learned there are for key "T's" when it comes to employee time and attendance.

These are:

Trust

Employees want to know they are being paid accurately for the hours they work and equally you want to know that the hours you are paying your staff have are real. Unfortunately timesheets are the most creative way to track staff time as some staff will record what they think you need to see and this erodes trust. Then from he other side some staff will worry that you are not calculating or keying the time correctly which erodes trust from the other side.

If you are using your timesheets to track jobs, there is is also the trust aspect that your clients want to know are paying fairly for the time it has taken to do the job.

Transparency

You want to pay your staff accurately and on time, and they want to see you doing this also. You also want to be able to see this in as close to real time as possible and not at the end of the week, when it is too late.

In addition to the financial benefits of improving the way staff track their hours, there is the increasingly important consideration of compliance which is often overlooked. In recent times we have seen the spotlight being put on employers for their lack of accurate record keeping when it comes to meeting their obligations under:

• The Employment Relations Act

• The Holidays Act

• The Health and Safety at Work Act

Under these Acts, an employer is required to keep accurate time records Who Worked When and be able to present them to an employee or their representative when asked. Could you do this?

Timeliness

Many business owners and admin staff are "time poor". They have so much on that even saving a few minutes per week would be a huge help. When it comes to managing employee attendance via manual systems such a paper timesheet, it can take time out or an already full day. We often here the complaint about timesheets that they are late (or even lost) and you have to chase them, they inaccurate (or even illegible) and you have to spend time deciphering them and then finally once they are in a state that you can use the data to pay your staff, you then have to spend time keying the data into a payroll and/or job costing system.

The fourth and some would say most important T is TimeCreep

TimeCreep -is the effect of the small, incremental and often hidden costs of incorrect recording of time, tardiness, rounding errors, calculation errors, buddy punching etc plus potential keying errors and the time it takes to key data into your payroll or job costing system

Eliminating the cost of TimeCreep can save a business thousands of dollars a year. International Research has identified found that using manual systems for tracking staff hours can have a real financial impact on your business. They identified 4 keys areas:

  • Companies that use traditional time sheets or punch clocks have a potential error rate of between 1-8% of the total payroll!
  • The average weekly "theft" of time (their term not ours) i.e long lunches. tardiness, early departures, etc. is 4 hours and 5 minutes per employee!
  • The average loss as a result of "Buddy Punching" is between 2-5% of total payroll in companies that use traditional time cards! Timesheets can as big an issue.
  • Calculating time sheets, reconciling and keying into payroll can cost an employer approximately 5 minutes per employee being paid.

Moving to a digital platform which take the 'Human Factor" out of the process will eliminate these issue and ensure you can be confident in the Trust, Timeliness and Transparency of your time and attendance process while also eliminating Timecreep.

This is why we created TimeHub and MyTimesheets:

TimeHub and MyTimesheets are cloud based, employee Time and Attendance/Digital Timesheet systems designed to improve the way businesses like yours track the hours' staff work. TimeHub and MyTimesheets capture your employees’ attendance where they are, using a Fixed or Portable Tablet (or even their smartphones)

Key Benefits of moving to a digital time & attendance solution:

  • Trust. Employees want to know they are being paid accurately for the hours they work.
  • Transparency. You and your staff can see their timesheet data in realtime and there is no need for manual calculations and keying of data.
  • No more Timesheets. No one enjoys filling out or working out timesheets.
  • More accurate payroll data. No more keying times into your payroll.
  • Avoid Time Creep. Have the peace of mind that you are only paying the wages that you should.
  • No expensive hardware. Get a Smartphone, iPad or Android tablet set up in seconds.
  • Rostering. Manage employee rosters and allow TimeHub to work out the correct hours.
  • Faster Payroll Processing. Everything is calculated for you.
  • Rules Based. Takes out interpretation and favouritism.
  • Mobile or Remote Workers Clock where they are.
5th t

If you would like to book a free, no obligation chat about you can manage the Four T's of employee attendance you can do that here: Talk to Steve