What features will maximize your ability to manage schedules, payroll?
About 78 million Americans punch a time clock, according to the U.S. Department of Labor, and businesses lose up to 5% of gross payroll to time clock fraud annually. However, maintaining accurate attendance is important to more than just your bottom line. If employees see co-workers get away with arriving late or leaving early, they may become frustrated and resentful. This can cause on-the-job conflicts and even result in turnover. So what’s the answer?
It’s the 21st century, so timesheets and a punch clock aren’t enough anymore. Time clock software that tracks employee attendance, schedules, and time off is the path to accuracy and effectiveness. When all of this information is captured and recorded in a database, it can be used to generate reports, track trends in real-time, and make payroll more efficient.
Whether you’re already using time clock software or planning to make your initial plunge, here are some features to consider:
· Safeguards to prevent “buddy punching.” Cameras, pads that require entering of a passcode and/or e-signature, and/or fingerprint or voice recognition features are designed to prevent co-workers from clocking in for friends. Some systems have features to alert managers if an employee clocks in or out at times outside of his or her scheduled hours.
· Electronically stored time records. Software that records and stores records in an unalterable database prevents opportunities for employees to change or fudge their time sheets.
· Scheduling features. Consider using a self-service portal or other capability to enable employees to request vacations/personal days or arrange shift changes. This is easier for workers, and it also gives managers real-time access to scheduling information so they never get caught short-handed.
· Mobile access. Some software offers the ability to clock in and out from mobile devices. This can be especially useful if you have employees who travel or work off-site. For these employees, it also may be useful to have time sheet technology that enables you to track people and ensure they are working during designated hours.
Increasingly, time clock software is a must-have part of HR technology. It not only can lead to decreased costs and more accurate record-keeping. It also can be programmed with organizational rules and policies, and it can prevent scheduling and payroll disputes. And, not to be underestimated in a tight job market, it promotes a sense of fairness and equity among employees.
