Accuracy in managing employee time and attendance is a meticulous, but necessary function of every business. Timely data for payroll processing and labor regulations are equally important. Yet, tracking time is one of the least favorite tasks.
To make this vital task more tolerable, organizations should move from a manual tracking method to a more reliable solution. The key to knowing how to keep track of employee attendance is choosing the right solution for the business. Think high adoption rates, short transition and zero hassles.
Eliminate the Paper Trail
Manual tracking systems make even a small employee count sluggish and filled with inaccuracies. Getting basic payroll information on a weekly or bi-weekly basis requires collecting paper from numerous department.
The information must be approved and consolidated for payroll submission. Following a manual tracking system leaves employers exposed to human errors, which result in inaccurate paychecks. Employers also take a risk with labor compliance issues resulting from inaccurate data.
Instead, businesses should use an electronic solution that captures and transmits time & attendance data accurately.
6 Best Practices in Tracking Employee Attendance
1. Automate time tracking and approval.
Getting attendance data approved on time and ensuring its accuracy for payroll is among the most difficult aspects of tracking employee time. As noted previously, manual systems present constant challenges, especially if the company has multiple approval layers. Delays and errors raise compliance issues.
Employers need a streamlined system that captures information for faster processing and reporting. With an automated system, attendance information is entered and immediately available for reporting and uploading to a payroll system. Tasks related to attendance gets much easier when paychecks are accurate and on time.
2. Look to the cloud for an efficient solution.
Traditional ways of running business applications are turning into better efficiency with cloud-based solutions. Even for businesses that gave up manual processing, internal hardware may also prove too expensive to manage.
Cloud computing attendance delivers productivity gains and predictable operating costs. Instead of a capital expense, the cloud delivers software that becomes operating costs. New hardware upgrades or IT infrastructure are not necessary.
Switching to a cloud-based solution to track employee attendance eliminates the need for maintenance. Businesses will always have the latest version and critical attendance data is accessible from anywhere in the world.
3. Get a self-service solution for employees to embrace.
Employees appreciate personal access to their time and attendance details. This is an added feature that all but guarantees employees will accept changes from the manual method to a sophisticated solution. Giving employees the opportunity to find such systems intuitive with minimal training is crucial.
Included in such systems is a simplified way for supervisors to review and approve attendance information, which includes leave requests. HR and payroll no longer have to provide time-off balance or other information related to employees’ pay and attendance.
Today’s workforce wants flexible options to accessing personnel information. Having a time tracking system that embraces this desired freedom makes it a win-win situation.
4. Look for an easy administration and reporting system.
Some businesses struggle with using attendance tracking software that is difficult to use. Getting a demo that allows managers and employees to test drive before buying can eliminate this problem. Included in the selection should be a reporting system.
Configuring reports gives managers a snapshot of labor needs and attendance patterns. Both are valuable pieces of information that go directly to the business’s bottom line. There, discrepancies are found so strategic staffing plans represent the true needs of the company.
5. Invest in a system that easily shares data with other applications.
The best employee attendance tracking system will include the ability to exchange data among a variety of applications. Whether it is for existing business software or outside payroll vendors, integration is one of the keys to efficiency.
Choosing a solution that guarantees data sharing when needed improves processes.
6. Have automated compliance with federal regulations.
Essential to every business with employees is compliance with regulations. No matter the location, employers must follow requirements related to tracking employee time and attendance. The FLSA requires it. Otherwise, employers could face hefty fines for noncompliance.
A solid time and attendance software solution will include this function to help employers avoid costly compliance errors.
Getting timely, accurate attendance information will require a centralized system. One that is easy to configure and shares data makes it easier for managers. They realize that knowing how to keep track of employee attendance is more than ticking off hours worked.