As businesses grow, it becomes increasingly difficult to manage the timesheet for multiple employees. Fortunately, this process can be simplified by following a few simple tips. This article is going to explore four ways to better manage the timesheets of multiple employees.
Four Ways To Better Manage The Timesheet For Multiple Employees
Track Absences Effectively
One of the most important ways you can better manage your employee timesheets is to track absences effectively. To do this, you should aim for checking records daily to catch any absences from the previous day clocking records.
You must compare all clocking records to your master schedule. Doing this manually is a very tedious process that can take quite some time. This is why many businesses opt for absence tracking software to simplify this process.
A good program will allow you to code absences multiple ways. This way you can remove approved absences and leaves from your reports to better identify employees who show unexcused absences.
The main reason reviewing absences on a daily basis is a benefit is that you can identify missed punches much more quickly this way. You can also follow up with employees that you have confirmed were absent to determine if and when they plan on returning to work so that you can make schedule adjustments as needed.
Maintain Historical Records
Any successful timesheet management system is going to have historical record keeping incorporated as part of it. The exact timeframe of payroll record keeping requirements varies from state to state. These payroll records are often used for a variety of things such as FMLA requests, unemployment benefit claims, and rental applications for employees.
Managing and maintaining a traditional time card historical record system can prove daunting. If you are still using this type of method, consider digitizing your payroll records to avoid fading and other issues. To free up space and improve efficiency, most businesses opt for electronic timesheet solutions.
These programs store a variety of timesheet data in the cloud. For instance, the Mitrefinch Time & Attendance system is capable of storing up to 98 years of clocking data for later use. You can also export these reports to Excel formats and more for easier review if the need arises.
Simplify Vacation Time
One area that is often overlooked when it comes to timesheet management is vacation time. To ensure effectiveness, it is important that you accurately monitor and record the hours worked of employees when calculating vacation hours based on your company policies.
To do this, most businesses use a system that awards vacation based on hours worked. Another popular system is to offer a set amount of vacation time each year based on the employment length of the employee.
Both of these methods require careful attention to specific dates like date of hire, probationary periods, and more. Tracking this information manually can prove to be quite daunting as an organization continues to grow their employee workforce.
In addition, tracking employee vacation time usage is increasingly difficult as businesses grow. This is why many companies opt for leave management systems. These types of programs allow business owners to quickly track and code leave requests. This way, they can be sure that all vacation time is adequately tracked and awarded appropriately. They can also record important dates like date of hire and more.
Consider Self-service Solutions
One of the best ways to effectively manage the timesheets of employees is to implement self-service solutions. Self-service options are the perfect way to allow employees to perform a variety of tasks relating to their payroll in a safe and efficient manner.
The most common reason businesses use self-service options is that they allow employees to review their own historical clocking records using a secure portal. As a general rule of thumb, it is recommended to remind employees to check their clockings each day. By doing this, they can identify missed punches and notify their supervisor immediately of any discrepancies.
Another reason self-service solutions are growing in popularity is that they allow employees to easily request time off and apply for FMLA as well. These requests are then sent to their supervisor for review electronically further simplifying the recordkeeping process.
Managing the timesheets of your employees doesn’t have to be a difficult process. By implementing some of these tips, you can effectively review payroll records, approve FMLA requests, and even manage vacation time with ease. With just a little pre-planning, you can be sure your timesheet management system will be a success.