Do you have a long standing issue of how to capture time and attendance for our your employees. Do you have an old outdated system that may not even be supported anymore?
Take some time to look into the different Time & Attendance systems out there. There can be many factors that set one apart from another. Sometimes the biggest one is that integrates with the payroll system you are currently using.
Before beginning the process of implementing a Time & Attendance Solution you will fill out a spreadsheet. The spreadsheet basically asks for details regarding your business rules.
The first item to work on is how your employees would clock in and out through the new system. If you have door access cards, they can be tested to see if the Time & Attendance System will integrate with it. There are also many other ways to collect in/out punches; biometric clocks, phone apps, PC punch or tablet.
Next, decide how many clocks would be needed. If you have seven locations (one per location with an extra clock for backup) where employees punch in and out. Those employees who are at a computer most of the day can punch on their PC.
Once the hardware issues are workedd out, the employees can be set-up in the software using some form of ID number. If your current payroll company has specific ID numbers, then keeping the same number convention will help the integration process.
There are several other areas to keep in mind during the setup process:
- Rounding rules: Decide how you want to round beginning of day, end of day, meal period, and any other time you may use.
- Employee schedules: Gather all schedules. It is easier to customize a schedule per employee than make changes for daily exceptions.
- Shift differentials: Know when your shifts start and end.
- Overtime rules: Is your overtime calculated daily or weekly?
- Employee groups: Decide on a reporting structure to allow supervisors to see and approve times and requested time off for the appropriate employees. The reporting structure is important to decide ahead of time. Designated administrators need to have access to certain employees and they should not have access to others.
- Training: Who to train and when.
- Pay codes: Try to keep pay codes the same throughout all pay companies.
- Labor levels: Decide whether these are needed.
Once you’ve decided to begin implementing a new Time & Attendance System, consider starting with just a few employees or one department while learning and acclimating to the new system.