Vital to every business is accurately tracking employee hours. Timely data for billable and non-billable activities helps to ensure:
• Timely payroll processing
• Labor regulation compliance
• Enforcement of attendance and time-off policies
• Calculate Savings
Equally important is choosing an efficient attendance tracking system that is not time-consuming and cumbersome for employees. Otherwise, data becomes unreliable for labor records, reporting and other tasks that depend on accuracy.
The key is reviewing what is on the market and choosing the right solution. Here are 11 of the best ways to track employee hours that can help HR.
1. Track remote employees with a mobile attendance system.
Tracking employee hours when they work away from the office or facility is difficult without a mobile attendance system. This information is integrated with the payroll system for accurate working hours.
Global positioning satellite, commonly called GPS, works on cell phones. Employers confirm hours from data collected through a GPS-enabled company phone so movements are tracked legally.
2. Use wall mount card swipes.
Wall mounted card swipes represent the updated version of the punch card system. Instead of a timecard, employees use their ID to clock in and out. Data automatically transfers to a computer where hours worked are calculated for employee attendance.
3. Ensure hours are complete, accurate and current.
A best practice for tracking employee hours is to have a system that streamlines the time-capturing process. This delivers accurate information for faster payroll and other reporting mechanisms. Whether the system is manual or automated, difficult aspects of tracking and approving employee hours become harder with a system that is not followed consistently.
4. Have an automated system for regulatory compliance.
Accurate tracking is also important for meeting the numerous regulatory requirements. Chief among these for U.S. companies is the Fair Labor Standards Act. Any tracking solution should make it easy to comply with government regulations and internal policies.
Common causes of noncompliance is from inaccurate or inadequate recordkeeping. Using an automated system to track time and attendance can help to reduce errors, and prevent costly litigation that arises from noncompliance.
5. Utilize attendance software that employees can embrace.
Being able to view and track attendance data in one centralized system provides tremendous value to a company. Employees can review their hours worked, as well as accrued time and available sick leave. These features contribute to employees readily adopting the attendance software.
Tracking time is the least favorite task for most employees. An easy system requiring minimal work and training will improve chances of buy-in that makes the selection a good investment.
Employees also appreciate a self-service system. This eliminates the need to contact HR with questions about pay or time-off balances.
6. Select a system that easily integrates with other applications.
Using software that is dedicated to capturing data only solve part of the solution when looking for the best ways to track employee hours. The other part is the ability to share data with other applications.
This is very critical for payroll, time off and compliance needs. Ideally, exchange and integration of data should be seamless.
7. Have a tracking system that makes it easy to complete reporting and administrative tasks.
The struggle for most companies is using time and attendance software that is difficult to use. Most systems come with a free demo, which gives companies the chance to test drive varying features.
The right tracking system should feel intuitive with daily processes. The best software solution has a comprehensive set off functions that are also scalable.
8. Get software that is hosted in the Cloud.
Accurate attendance records contribute to labor costs, but companies still need to have the best system without purchasing costly software. Expensive, internal hardware is becoming obsolete as more companies look for a less costly solution. What works in this capacity is to host a time tracking system in the Cloud.
Cloud-based systems offer easy solutions for entering hours and quickly routing time for approvals. Results cover every aspect of employee hours: easy, timely and accurate pay, and regulatory issues are resolved.
9. Advanced technologies using fingerprints and retina scans helps to keep offices secure.
Another popular method with large corporations is swiping barcode information on employee ID badges. Biometric data with fingerprints and retina scans have become valuable for companies that may need to control access to and from departments and buildings, in addition to tracking employee time.
10. Keep online attendance records.
Some advanced technologies have adopted old-fashioned techniques such as using an online time clock. Employees keep record of their hours worked through a web app that can also generate payroll reports.
11. Manually enter employee hours into a spreadsheet.
Some companies with a small staff may not want to migrate to the Cloud or an online system so quickly. Continuing to enter hours into a spreadsheet may work best, but it will also require workarounds for interacting with governing authorities or other businesses.
Centralized Processes Deliver the Best Ways to Track Employee Hours
Establishing a centralized system for tracking data makes it easier for employees and management keep up with work hours. By choosing the right solution, companies can have a time and attendance that is fast, simple and hassle-free.