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In an effort to keep better track of when their employees are working, and for how long, many businesses are abandoning the old paper time-card system.
Rather than having workers punch their time cards when they start and leave work each day, or keep a paper log of their working hours each week, numerous organizations are turning to time and attendance systems.
This software, which can either be hosted on a business's own network or cloud-based, does more than just electronically track the hours employees work, however, said Jim Wacek, president of the time and attendance division for Insperity, which offers TimeStar, a time and attendance solution.
"A time and attendance system is a business solution that employers use to help keep track of employees' work hours and schedules," Wacek said. "The systems serve many purposes, such as knowing how much to pay hourly employees, managing schedules to minimize overtime costs and keeping updated vacation and leave records."
With so many time and attendance systems on the market, businesses can have difficulty figuring out which one is right for their organization. To help small businesses choose a system that best fits their needs, Wacek and several other experts offer advice on what companies should be looking for in a time and attendance solution.
Keeps accurate time
The best time and attendance systems ensure employers are paying their employees for the actual time they work, not the hours they're scheduled to work, said Matt Rissell, CEO of TSheets, a time and attendance system.
"Even the most upright employees may be rounding or [may be] unintentionally off on their times," Rissell said "Pay employees for their time, period."
Tracks all time issues
Wacek said business want to choose a time and attendance system that takes care of all of the company's time and scheduling needs, not a solution that just lets employees punch in and out.
"Businesses should look for systems that help manage employee scheduling, time tracking, advanced time calculations and paid time-off calculations," Wacek said.
Integrates with programs
Organizations want a solution that integrates with the programs, applications and software they are already using, said Frank Moreno, director of product marketing at Kronos Incorporated, which offers its own time and attendance system.
"Time and attendance systems should seamlessly share information with the HR system of record, payroll, scheduling, etc.," Moreno said.
Avoids costly overtime expenses
Rissell said employers want to find a time and attendance system that will help them reduce overtime costs.
"Consistently and accurately tracking time can help proactively manage employee hours," Rissell said. "Tracking employee hours in real time and setting up overtime alerts can notify you prior to incurring the cost [of overtime pay], and minimize unnecessary or unprofitable overtime hours."
Cloud-based
Moreno said employers will have the easiest time implementing and using a cloud-based time and attendance system.
"It should be available in the cloud to reduce capital expenditures and maintenance needs," Moreno said.
Reduces administrative time
Employers should search for a time and attendance system that is easy to use and allows human resources employees to focus their time on issues that aren't payroll related, Rissell said.
"Using an accurate time-tracking system that removes manual time entry and calculations, and integrates with your payroll software can save hours," Rissell said. "No more duplicated time and effort generating payroll, and if you bill clients, preparing invoices."
Provide real-time information
Employers want a time and attendance system that provides detailed information in real time, so decisions on when employees work or take time off can be properly be made.
"Businesses need labor information when it can be impacted, not after the fact," Moreno said.
Mobile
With so many employees and managers working outside of the office, employers want a time and attendance system that has mobile capabilities, Moreno said.
"Information should be available on the go, wherever you are," Moreno said.
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