We have one timeclock onsite, not super old fashioned, but not the new web subscription. Employees have a pin, they press their pin and then IN or OUT. Simple as that.
Still, every week there are multiple employees that consistently just can’t get it right. Sometimes I can see it and correct it before payroll, even though I have nothing to go off of for corrections other than their memory, which we’ve proven is bad.
Worse is when I can’t tell there’s a problem, and I have people coming into my office on Friday at 4:52 while I’m packing up complaining that they were shorted hours on their paycheck. Hours for which there was no record, and they’ve informed zero people. (I guess it’s assumed I’m omniscient?)
We have a QR code posted next to the timeclock for when someone realizes they’ve made a mistake. They can scan it and within about 15 seconds shoot a message to the office so we have it on file and correct it. I’d say the use rate of that is mid single digits and dropping weekly.
Does anyone else have tips/tricks on how to keep timeclocks accurate and to keep employees accountable for keeping their own time? Is there a better timeclock tool, or location, or standard use procedure?
Any ideas are appreciated. Probably not switching to a cloud managed monthly subscription where I still have to buy my own device though.
I’m not trying to punish people or get away with not paying them. I want my employees to get paid correctly, and to get paid on time. I just need to accomplish that without adding to my workload every week by having to redo stuff at the last possible minute.
If they can’t figure out clocking in and out, imagine all of the other things they’re screwing up in their duties that you have no idea.
I can’t imagine keeping an employee that can’t figure out how to clock in and out.
If they can’t figure out a time clock pay them scheduled hours only. Tell them they are only allowed to work their scheduled hours that’s it.
Video. It’s cheap as fuck.
We use a big payroll provider and utilize a feature that allows the employees to review and approve their time cards in advance. Every time card is approved by the employee AND their manager. We pay every 2 weeks, and they get paid for Week 1 and Week 2 on the Friday of Week 3. Our workflow is this:
Monday of Week 3: Message sent to all employees to review and approve their time cards or request adjustments.
Tuesday AM: Reminder message sent to employees who haven’t done it yet with reminder that their pay may be inaccurate if they don’t make fixes today.
Tuesday PM: Managers identify time cards with things like missing lunches or any other obvious errors.
Wednesday: Management approval of time cards/resolution of errors
Thursday: final approvals and submission of direct deposit info
Friday: Direct deposits hit accounts
Change it, get a face recognition access control system in which all you have to do it is stand in front of it when you click in and clock out. Comes with a software that you can check clock in and out times.
So, I’m way bias here but if you use Paychex as your payroll provider, if someone misses a time punch, it’ll send you a notification so you can see it immediately. It’ll also stop you when you go to process payroll to let you know.
I’ve failed to clock in and out before using a card that i swiped.
First few times the manager corrected it and i was paid for the hours with the following pay cycle.
Once after a formal meeting with HR explaining how important it is to clock in and out and failure to do so was against company policy etc… i was not paid for as my boss or HR was not aware of me in the building. This was followed with my first written warning.
Simply put… Inform the employees the importants of clocking in/out due to safety, fire calls, pay etc… and failure to do so is against the company policy. After that first verbal warning any further mistakes are met with no pay correction and a written warning. If they don’t learn then you get free labour and they get fired unless they can prove the reason for the mistake for example: Card/pin was not working and boss/HR was made aware or the machine was broken and management/supervisor was aware which means in both these circumstances someone higher would be taking the blame as to why nothing was reported to be fixed.