It’s common when we interact with prospective clients to identify that their system of recording time is still paper and honor-based. Paper-based means the employees are required to complete a ‘timesheet’ each payroll period by noting the number of hours they worked each day, or the (approximate) times they arrived, left and took lunch. Honor-based means that the employees are being asked to be honest with the time that they arrived and left, so when they come in at 8:15, they put down 8:15 and not 8:00.
Additionally, this becomes a problem when the administrative employee who is called upon to ‘interpret’ what is on those timesheets is left to their own discretion to determine what is considered overtime, what is considered paid vs unpaid time, and how to evaluate time off (and tracking the ever more common paid sick leave tracking). In addition, they must ‘adjust’ for the rounding of the employees entries and that’s where a degree of ‘he said/she said’ enters into the equation.
When we see a largely manual process of time collection, and in some cases employees also using said methods to capture labor allocation information ie: job worked on, office worked in, customer worked for, it becomes even messier as all this information needs to eventually be entered into the payroll system.
So when we propose a system where the data is captured by the employee by punches, whether that be iOS or Android Device, traditional timeclock (Biometric or Swipe) or by self-service punching into our system, it eliminates the honor system and the need for an employee to ‘interpret’ each card. In other words, not only does it streamline or automate the process but also leaves nothing in the ‘grey area’. As a result, employers see quick decreases in paid time and the ‘leakage’ of time paid but not worked is gone.
How much time does your HR or payroll department spend each week analyzing, calculating and reporting the contents of employee time cards? That’s time your staff can use on other projects when you implement the streamlined iSolved Time system. And because the system allows managers to access saved data remotely, you can review and approve employee’s hours from anywhere at any time. Sign off on virtual timecards in time for payroll to be processed, even if you’re out of the office.
Reduce Fraud and Waste
When you use a paper-based timecard system or trust employees to track their own hours, it may fall to one payroll person to verify that employees are truly working their full shifts. With iSolved Time, employees know that their hours can be checked at any time by managers, discouraging them from sneaking out early or padding their shifts. Doing away with a paper tracking system also allows you to save on office supplies and reduce your company’s carbon footprint.
Maintain Accurate, Reportable Records
The Department of Labor has strict regulations regarding employee record-keeping, and it’s challenging to comply with those regulations when all your record-keeping is done on paper. If the DOL ever comes looking for specific information about, say, a past employee’s overtime hours, you can find that information quickly using the iSolved Time database. And because the DOL requires employers to keep at least three years of payroll records, moving from a paper system to an electronic one may free up a great deal of storage space.