You Got the Time?
You should be aware the shortcomings of many payroll systems when it comes to interfacing with Time & Attendance (T&A) systems . . .
You should be aware the shortcomings of many payroll systems when it comes to interfacing with Time & Attendance (T&A) systems. The real questions are, “Do you need a T&A system? What should you look for?”
This determination should be more than how many employees you have. Consider the following:
• How difficult is it to determine regular hours, versus overtime and double time hours? How many errors are made converting time to hours worked?
• Do you have complicated union rules regarding hours?
• Is accrued vacation time dependent upon hours worked?
• Do you have remote locations? Do you need to track each location separately? Are your supervisors responsible for employees at multiple locations?
• Do you need project management accounting?
• Do your employees work different jobs at different pay rates?
• Does your payroll department have adequate time to process payroll, or is their hair-on-fire every pay period?
• Do you need to control access to certain areas of your buildings and offices? Do you know that some T&A solutions offer this feature?
The good news is that the cost of T&A systems is coming down. Time collection devices are getting cheaper and have more features (wireless, portable, easier configuration) than ever before.
Time spent on implementing a T&A system (providing you pick the right one) will be time well spent. I would choose a T&A supplier that also has the time collection devices that you need. Less finger pointing!
Before looking at or selecting a T&A system make sure that you have ALL of your policies and procedures regarding employee time keeping, organized and in WRITING. This will ensure you select the right system and make installation easier and more cost effective.
Decide on an employee identification system. Don’t mix types. Make sure it’s compatible with the time collection devices. You’d be surprised how many times this step is overlooked.
Be certain that your payroll software supplier is kept in the loop and that they sign-off on this project BEFORE you commit to the T&A system, because they may have to provide an interface.
It will be up to you to push all parties to make this work, but it saves time and reduces errors!