One of the best steps that employers can take to improve the entire time management and payroll processing experience from start to finish is to invest in a digital or automated timesheet program. When you begin looking at the options, you will notice that there are two primary management options available. One of these options requires your employees to physically type in the exact hour and minute when they arrive at your workplace as well as when they leave. The other options is for your employees to click an “in” and “out” button, and the program will determine the exact hour and minute. You may think that the entry system used by your software program does not matter, but this is not the case. These are four primary reasons why you need to pay close attention to this important feature.
1. Unintentional Employee Errors
Your employees may have a million things on their mind when clocking in or out, and they may misread the clock or even type the wrong number. In some cases, these errors may work in your favor, but this is not always the case. If an employee catches an error in your favor, he or she will typically ask for you to reprocess payroll. This can be labor-intensive and unnecessary.
2. Intentional Employee Errors
Some employee errors are unintentional, but others are intentional. When an employee needs extra money urgently or when he or she thinks that getting caught is not a legitimate possibility, the employee may fudge hours and minutes. In some cases, the employee may fudge 15 or 20 minutes daily. This seems minor, but it can add up to a considerable amount of unnecessary expense for the company.
3. The Expense of Rounding
While blatant time theft is one concern, some employees round their minutes worked in their favor regularly. For example, if they arrive at work at 8:33 a.m., they may round their minutes down to 8:30 a.m. as their clocking in time. While rounding may not result in as much financial loss as intentional errors, it can still add up. This is particularly true if multiple employees have this practice.
4. Improved Time Tracking
If overtime is a concern in your workplace, the timesheet system that you select could potentially help you to monitor overtime more accurately. Rounding hours and intentional or unintentional errors could cause you to pay overtime when it has not actually been earned. In addition, you can easily track real hours worked and receive live notifications when overtime hours are approaching.
While asking employees to manually enter hours into a digital timesheet has some benefits, you can see that the best solution is to let the software program determine the exact hour and minute when employees arrive and leave. This can ensure that the recorded hours are accurate.