Are you still using pen and paper for employee time and attendance keeping? Or relying on shift schedule emails for payroll calculations? Then there is a high chance that your company is leaking money and you could potentially face lawsuits.
Early this year, when the pandemic shifted the majority of the global workforce to operating remotely, employee time tracking became a huge challenge. With traditional punching stations and biometric devices becoming obsolete, businesses needed a more viable solution. Perhaps you managed to get a point solution or opted to use manual methods to get things done. But, in the long run, these inefficient solutions will fail to scale and slow your growth.
A whole 70 percent of a company’s cost is time (in terms of labor). You need a solution that helps you understand how those hours are spent and how much your labor costs are. Here, we’ll tell you what to look for when choosing a truly transformative attendance and time-tracking solution.
Take the Hassle Out; Bring Safety, Accuracy, and Reliability In
Whether your employees are working from home or in a traditional office space, you must make them feel safe and productive. For work-from-home employees, you need a solution that is unobtrusive, uncomplicated, and accessible. For employees coming into the office, you need to go beyond fingerprint scanners to eliminate physical punch-in at arrival, breaks, meals, and end of shift.
With a solution like Replicon’s Time and Attendance, you get this flexibility. Our solution’s AI-powered self-service capabilities combine cloud-based solutions with touchless employee time clock features like facial recognition and voice commands to keep your employees safe from physical contact. And for your remote employees, our solution allows accurate time tracking on projects and time offs. Be it 10 employees or 100,000, our scalable solution eliminates the need for error-prone manual processes. The user-intuitive interface for web platforms and mobile devices ensures frictionless adoption with minimal training. Validations weed out any errors from the timesheets. Alerts and notifications make timesheet submissions and approvals timely and accurate.
Adopt a Unified System to Support Global Employees
Remote work has opened up your talent pool. You can hire the best talent irrespective of their location. This means managers need a solution that helps them manage employees’ time and attendance from anywhere, anytime. The system needs to meet any specific needs a location or a group may have. Seamless integrations with payroll and HR tools to share critical employee time and attendance data for processing payments on time without any errors is also needed. Ensuring the right pay at the right time is crucial to keep employees’ trust and motivation, especially during such testing times.
A cloud-based time and attendance system allow your global employees to clock in and out via web browsers and mobile devices from wherever they are, in whatever format they need. Capture accurate time for all of your employee types — exempt, non-exempt, part-time, remote, and contingent — on the device of their choice. Replicon’s Time and Attendance solution helps you capture the total work hours and automatically add paid holidays to the timesheet to ensure accurate payment. Also, it’s plug-and-play integration capabilities ensures a combination of systems like payroll, HRMS, CRM, ERP, and more can work in harmony with each other.
Capture Time Accurately in a Non-Intrusive Way
Let’s face it — employees hate filling their timesheets. And when they scramble to fill in all the details on a Friday evening, they could potentially miss accounting for the hours they spent on answering the client’s emails and calls. Whether intentional or honest mistakes, timesheet errors are frequent and affect billing, payroll, and, ultimately, profits. This can expose a business to issues, whether wage and hour compliance risks, time theft, or an incomplete understanding of where labor costs are going.
The most efficient solution will take the pain out of attendance tracking. For instance, our solution is built in a way that captures employees’ time without interruption through facial recognition and a photo audit trail to reduce buddy punching and time theft. To reduce manual updates, our solution harvests time data from users and systems automatically. This means that when an employee books a client meeting on Outlook, Google, or Apple’s iCal, it will automatically reflect on the timesheet.
Automate Complex Pay Rules
Effective time and attendance tracking is at the core of accurate payroll. Legislation, collective bargaining agreements, or industry practice may restrict the number of hours an employee can work and what he needs to be paid. So, you need a solution that lets you manage work hours exceptions, validations, and adjustments on one unified platform. For instance, you might want your employees to record 40 hours per week and at least six hours a day. When a timesheet is submitted, the solution must check for these conditions to highlight any discrepancies that can affect the payroll.
You need a time and attendance solution that provides supervisors and managers with real-time updates about time entries and time-off submissions. Dynamic approvals support complex scheduling and time tracking for all employees, providing validated, error-proof time data for streamlined payroll and job costing. It lets you automate payroll even when complex time tracking involving job costing, crews, unionized workers, or collective bargaining agreements are involved. With Replicon Time and Attendance in place, you can capture additional information such as regional tax and set multiple validation rules to ensure gross pay information is accurate for downstream processing.
Stay Compliant with Policies Across Geography
Time and attendance is much more than just clock-in and clock-out. Having your HR or payroll teams to apply labor laws can be fraught with complications. Keeping a global, multi-location business running smoothly requires you to comply with every local, regional, national, and international regulation. So, before signing up for a solution, you need to ask if it can automate pay calculations while complying with relevant labor policies.
Replicon’s workforce management platform provides a built-in compliance library for over 60 countries across the globe. This means you can continue your business as usual without worrying about staying on top of ever-evolving wage and hour policies. With proactive monitoring and automatic over-the-air updates, our solution ensures minimized risk and adherence to policies everywhere you operate. You can even model specific requirements like premiums or union agreements.
Improve the Way Your Time and Attendance Is Managed
Time is money. There is no doubt about it. Don’t let inefficient time and attendance tracking solutions slow down your business growth.