Why Integrate Time Clocks With Payroll

When you’re in the midst of calculating your employee payroll do you ever step back and take the time to determine just how much it is costing you to have your human resources department calculate the payroll? If you’re looking for a way to save money on payroll and enhance not only your efficiency but accuracy of the payroll calculations you should look to integrate time clocks with your payroll department. Time clocks make payroll calculations quick and easy for all involved and make the payroll process more systematic. Consider an automated payroll system with time clocks to take the guesswork and errors out of payroll duties.

Integrating your time tracking software into your payroll processing system frees up valuable employee time on payroll duties. When you decide to use an integrated time clock and payroll system you also allow your employees the peace of mind of knowing that there will not be errors in the paychecks. Automated time clocks also offer employees access to their time sheets so they can not only look and see the number of hours they’ve worked but they can also track their accumulated days off and vacation time used.

Another time and money saver with an integrated time clock is the idea that you will not only save the time and money on having to buy and maintain the time clock but you will also save money on purchasing the physical time cards themselves. Keep in mind that a company has to store all time records for up to seven years and you can see that if you have a lot of employees, the storage of time cards could be an issue as well.

Here are other reasons for using an integrated time clock system is that you no longer need to manually input time cards and time worked – this is also problematic for companies that have off site employees and work from home staff. No longer will you have to worry about inaccuracies in your employees “clocking in or clocking out” for other employees. With integrated time clocks your employees have a unique log in and this prevents inaccuracies in employees punching someone elses time card.

When it comes time to performing the payroll task it is almost as simple as punching a few numbers and pulling all of the employee information into the integrated time clock system and running the payroll for the time period specified.

Steps To Hiring Quality Employees

Hiring employees is a skill and an art. As an employer you need to ask some basic questions and here are some to consider: What skills do you bring to the table? Do you feel your training meshes with what we’re looking for? Are you committed to a long term working relationship? What are your salary and benefit expectations? Carefully screen employees and to assure you don’t have to keep hiring as it is a pricey proposition for any company. There is no magic cure for hiring but as a business owner you probably have good instincts and you should let that carry you through the hiring process.

You need to hire employee that have the best skills but you need to be able to afford their payroll. The art of hiring is more than having bodies to punch a time clock. Keeping payroll as little of a variable as possible is a goal of business owners – you need to make payroll regardless of the ebb and flow of receivables. It’s a difficult balancing act.

Company owners need to focus on long term hiring goals. Don’t hire out of panic because you have a sudden influx of work. It’s a more efficient business model to hire employees that will stay long term – unless you have a purely seasonal business model. Ask potential employees their long term goals for employment and what skills they bring to the position. 

Track customer trends and business income and expenses and look at the work flow of your current staff. Turn to them for input on whether they’d like to take on additional roles at the company and whether they may have hidden talents you’d never considered tapping into. You may find you have employees with skills you’d not utilized and their skills could help get you through without needing to hire.

The idea of hiring employees and having an additional person punching the time clock is something that strikes fear into the hearts of many a business owner. It is something that you need to look at seriously and also find a new employee who has the personality to fit in with your company culture. While you can’t learn everything about an employee in the brief span of an interview, you can certainly get a feeling for how they may fit. If you have a very rigid business structure or a very laid back one, see how the potential employee interacts with you and if you feel they will be a good fit with the rest of your staff.

Reasons to use Web-Based Time Clock Technology

The newest workplace technology taking hold are web based time clocks because they offer a great alternative to traditional time clocks that require manual addition of hours and days worked. Many companies are using web based time clocks instead of paper time sheets as well. It’s been shown that web based time clocks have become one of the favored technologies for tracking attendance and time worked as well as employee productivity, and can be used for on-site or off-site employees.

To access the web based time clock, all your employees need is access to a computer, a user name, and a pass code to enter their information into the system. The technology is great for those employees who work remotely and make it easier for the employer to track those employees and their hours. Giving employees access to the time clock from any location relieves stress and commuting time because they don’t have to worry about not getting paid for the hours they’ve worked. The web based time clock calculates hours and helps eliminate human error that occurs when adding up hours worked. This can translate to money savings on the company’s bottom line.

Maximizing productivity and reducing operating costs is something any employer can embrace. There will certainly be an upfront cost for the web based time clock but you’ll find it will pay for itself in money and time savings. When you consider that web based time clocks calculate sick, vacation, comp time and other days off, you will free up hours in your human resources department.

Employees embrace the technology because it allows them to see their hours as they progress through the week. It also tracks vacation and sick time so they don’t have to check with the HR department to see if they have time left for vacations or sick time. Web based time clocks reduce workplace stress and this leads to higher productivity.

Your web based time clock can be configured to show employee requests for time off, vacations, or planned sick leave and you can track it in the system. The employer can also show the calendar so employees know what spots are open for time off. You should consider a web based time clock for your workplace when you’re putting together your wish list for new items in the budget year. Your employees will thank you and so will your bottom line.

Types Of Time Clocks and Time and Attendance Software

In today’s complicated business environment, every owner is looking for a way to track employee hours and other payroll data in a fast and efficient way. Some firms use a time clock system, while others prefer a computerized logging application. Regardless, the system should be intuitive for all users, and should be easy to operate. The key thing to remember is that time clock software is supposed to reduce your processing time for the relevant data. If it does not do that, then the system is not effective. Make sure any system you purchase is able to handle hours worked, as well as accrued vacation time, days off, sick days, holidays, and bonus hours. There are dozens of reputable firms that sell various kinds of time clock software at all price levels. Carefully assess your own situation before committing to a specific brand of time clock software.

One reason for having time clock software is to prevent time theft by employees. Comprehensive, mechanized time and attendance software systems can eliminate almost all cases of time theft. Recent studies have pointed out that in the U.S. alone, each worker wastes five minutes of company time per day, on average. At first sight, that does not seem like a terribly significant number. However, for large firms, the time loss comes out to millions of dollars in expense per year.

A quality time clock software program is the best way to face the current national crisis of time theft. Even though much time theft is intentional, a proper system can prevent it. One way the automated systems deter theft is by cracking down on bogus overtime figures. Nearly every time clock software product can go a long way toward eradicating employee time theft. If for no other reason, every business should have some type of automated time clock method up and running. Otherwise, a firm risks losing several millions of dollars per year in earned revenue.

The time clock software rounds data in such a way as to preclude theft. It also sets specific limits on the amount of overtime that can be posted to any account. On top of that, the systems prevent buddy-punching, which is a major source of employee theft.

Finally, every worthwhile time clock program should have a simple interface, so that your company can easily exchange data with your payroll provider. By implementing an effective time clock software protocol, your company will be well on its way to accurate information management.

Advantages of Biometric Time Clocks

Biometric time clocks are becoming the latest and greatest technology for tracking employee time and attendance. Not only does a biometric system allow companies to streamline the payroll process, but it also frees up the human resources department from tracking and correcting work hours logged.

Before deciding biometric is for you, however, there are several decisions you will need to make. The first is, how many employees will be using the block? Some models will be less expensive than others but you need to make certain that the time clock you’re getting can handle the number of employees you have.

What options do these time clocks offer for accessing and downloading the information for payroll processing? The biometric time clocks come with Ethernet, wireless or USB connections for use in downloading the data, but know there are several options available. Your IT department will be able to help you decide which is best.

Are you married to the current payroll processing software that your company currently uses or are you willing to learn a new application and software? Some biometric time clocks use software that is compatible with many other payroll processing applications such as those used by ADP, Paychex and other payroll service providers. If you don’t want to change, make certain you choose a time clock that is compatible. Keep in mind though that many of the biometric time clocks come with robust and very intuitive software so if you’re making a change, why not go all the way?

Many biometric time clocks use a fingerprint scanner but there are other versions that use a palm or vein scanner. You will need to decide which is best for your industry.

After you’ve talked with your IT department and the human resources staff you will have a better idea of what kind of time clock will be best for your company’s use.

How to Manage Employees Fairly

There is no one size fits all approach when it comes to managing employees. What motivates one employee may not work on another, and while you can’t completely change your personality to suit your employees you can adopt a management style to help you deal fairly with all employees under your supervision.

There are a few tips to help your employees excel in the workplace and to ensure that you are acting fairly and with their and your interest in mind.

1. Ask your employees whether they feel they work best in collaborative settings or whether they feel they thrive in the sanctuary of their cubicles. If the later, look into allowing employees to work with headphones on so they can listen to music while they work.
2. While many employees will push the boundaries of workplace etiquette, employees need to know they are expected to meet deadlines and perform the tasks which they have been assigned.  Be sure you allow for some creativity, but hold employees accountable as well.
3. If you find that some of your employees need hand-holding to perform, attempt to offer that. For those employees who work best on their own, leave them to their tasks. For motivated employees, going to work is more than punching a time clock, it is a place at which they hope to forge their careers.
4. Encourage workplace interaction outside of the mandatory staff meeting times. Let employees to linger around the water cooler, be flexible on lunch times, encourage collaboration between departments. As long as it falls within the realm of what is allowed through company policy, and as long as the work gets done, let employees interact.
5. Don’t be afraid to ask your employees for their input and their opinion. If you find you have to pass along new employee guidelines or changes in personnel regulations, don’t just drop a new manual on their desks. Take the time to explain the changes and answer their questions and concerns.

Being in a management or supervisory position is both challenging and rewarding. The bottom line is, however, that the key to your success is getting the best out of the employees that you manage. If you’re able to manage and motivate your team, you all thrive.

How to Decide on a Business Venture

There are many questions you need to ask yourself before making the leap into small business ownership. Whether you’re doing it to follow a dream or a passion, or simply because you’re done with punching the time clock, here are a few pointers on how to choose a business venture:

Know where your expertise lies. Once you know, it’s easier to decide the goods or services to offer, as well as who your target consumer group is. You will need to know where and how to reach these customers so that you can build a successful marketing plan to build and propel your business up and forward.

One way to succeed as a business owner is do something you love. Don’t just jump on the bandwagon of what is popular and in unless you honestly enjoy providing that good or service. If you see a product or service on the market and believe you have a way to make it better, jump on that idea and offer your new and improved spin on it.

Take your business seriously. Half-hearted efforts will get you nowhere and will cost you money in the long run. You will make money back if your business takes off, but without passion or interest in what you’re doing, you won’t have the motivation to register your business, pay taxes, and file as a business entity; all necessities for a small business to succeed.

Join networking groups and try to find a mentor. A mentor will be able to offer you advice and strategies to help your business thrive, while networking opens you up to business professionals who may be interesting in purchasing the goods you sell or utilizing the services you provide. Investors can also be found at networking events and through mentors, so don’t underestimate the power of getting connected!

Finally, be a time management guru. Starting your business while you’re still working a punching the time clock elsewhere means you will need to be frugal with your time and use it wisely to make every moment you are devoting to your new endeavor count. Additionally, you will still want to perform at full capacity at your current position until your new business takes off.