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Time Sheet and Time Clock Automation

Manually speaking, collecting time and attendance records and subsequently processing them, can be time consuming, work intensive, and still not come out error free. The beauty of time and attendance software is that it eliminates nearly all of the headache and, when the proper information is input, produces an error-free product.

Before there was software to do the job, or within companies that havent made the quantum leap into an automated world, manual timekeeping requires a number of steps. First, the data must be collected and thats what happens when an employee either fills out a timesheet or when he or she punches in and out using a time clock. The resulting time sheet generally goes to the individual workers immediate supervisor for approval. If the immediate supervisor is doing his or her job correctly, the time sheet will be scrutinized for errors with things like overtime hours, evening and weekend shift differentials and totals all checked for accuracy, before the time sheet is approved and signed. At that point the timesheet would then be routed to the payroll department, where it would likely be checked and verified again before being data entered into a payroll system.

Many of the same steps have to be completed within an automated system, but not by hand. Instead, the software performs many of the same functions that previously required human effort, and it completes them within a fraction of the time that they used to take.

Employees punch in - using a time clock or some similar device, but they never have to calculate a time sheet. Their in and out times are used by the system to automatically figure the time spent on the job. The system is programmed to calculate overtime hours, differential pay for weekends or evening work, annual leave and other benefits - all in one quick and easy package. The employee likely has to take a look at an electronic time sheet and approve it, or perhaps sign a hard copy, depending on the particular system.

The manager or supervisor receives a software generated email message indicating that the time sheet is available for approval. He or she can take a look at the time sheet, with overtime hours, shift differentials, gross pay, and all of the other variables already calculated and included. The supervisor approves the time sheet and routes it along the way - all electronically.

When the time sheet arrives at the payroll department, no further data entry is necessar. Every pertinent bit of information is already in the system and a check can be initiated with which to pay the employee.

The difference between a manual time and attendance system and an electronic one can be summed up very simply. The automated time and attendance software system saves two things - time and money.

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