The Advantages and Application of the Time and Attendance Mechanism

Keeping track of the employee’s attendance can be a serious concern for any company. Employee’s attendance plays a vital role in the payroll system of any organization. There are numerous issues which need to be taken into consideration before the weekly or monthly salary is being paid.

Benefits of these Systems

With the introduction of the automated time and attendance systems, there has been a tremendous improvement in the payroll system of the companies. Here are some if its benefits

·         Reduced Errors: Since these are pre-programmed, automated systems, the chances of human errors are virtually zero. Everything single information is fed into the system and the system operates according the pre-fed information. It is all about swiping the cards and the arrival and exit time of the employees get recorded in the system, not to mention the dates.

·         Enhanced Security: The employees need to use the proximity card in order to mark their attendance. With the help of the biometric devices, their access to certain areas within the office can be restricted.

·         Efficient: It makes the entire system more efficient as it is fully automated. There is hardly any human intervention which is required except for feeding the data at the end of the month.

·         Saves Time: These devices are time savers. As it works by itself, the entire process of data collection and storing is being taken care of by the system.  This saves a lot of time and increases the efficiency of the entire setup

·        Employee Satisfaction: As the entire system is being handled by an automated system generates 100% accurate information at the end of the month. This ensures that the employees are being paid in accordance to the correct and accurate data in terms of their attendance.

Their Application

This automated attendance keeping systems has been implemented in many companies. It is particularly useful for those companies where the number of employees is vast and it can be a time consuming process to mark their attendance and at the same time generate accurate data at the end of the month.

One of the most important aspects in any company is the attendance of the employees. Have they been regular at the office? Did they come on time? Did any of them do any overtime? These are some of the important areas which need to be taken into consideration while working on the employee’s attendance. Here comes time and attendance mechanisms into the picture. These automated devices have made things much easier for organizations.

Modern Clocking Systems and Their Importance

Time is one of the most important terms used in our lives. As they say, “time is money”, this goes to suggest how important time is. The concept of maintaining and tracking time was invented thousands of years ago. Different forms of mechanism used such as sand clock, water clock, sun clock and several others. But with the advent of time there are significant changes and development in the modern clocking system. Here is an insight into the modern day clocking system.

Modern Clocking Systems

In the earlier days, the clocking systems used to be mechanical in nature. Moreover, there didn’t have certain features which could make them a precise time system. Gradually, improvements were made and today we have the most sophisticated and advanced clocking mechanisms. There are hundreds of different types of these devices available which are used for various reasons.

Some Common Types

Here are some of the most common types of devices which are found

·            Swipe Systems:   These are the advanced form of the basic machines. This device allows the arrival and departure time of any individual while the swipe their cards on both the occasions. The cards which the swipe is known as the proximity card. It is an automated system and has made the payroll system lots easier than it used to be.

·         Biometric Clocking Devices: This is one of the most effective and efficient mechanism which is used to track the attendance of the employees. This mechanism prevents the employees to manipulate and tamper with their attendance as they are not being able clock in each other. Be it a hand punch clocking system, a fingerprint clock or a hand scanning device, they simply cannot be tampered with. What makes these devices so special is the fact that they do not even need to carry a proximity card along with them to work with.

·         Guard Tour Mechanism: Security is the most vital aspect of any organization. It is very important to make sure whether the security personnel assigned to the task are on the patrolling duty as per his scheduled time. Here comes the importance of the Guard Tour Mechanism. With the help of this device the movements and activities of the security guard can be monitored with respect to time. 

With time, as science made tremendous progress, new inventions were made in this field. Man no longer had to depend on the position of the sun or the shadows of the objects around them in order to determine the correct time. And the modern technology as gifted men with clocking machines which they can carry in their pockets anywhere they go. But, to enjoy the maximum benefits it is advisable to a new user to buy these devices from reliable stores. 

Advantages of Using a Time Clock System

There are various reasons for using a clock card and a time recorder as a method which is accurate for logging and managing time attendance of the employees. This is very useful to find the members of the staff who are coming late and move earlier without prior permission. The company which has the time clock is usually manufacturing and industrial company but there are other systems of the market that use management of time to increase the profit.

Benefits of clock cards:

The benefits of monitoring the attendance of the members of the staff closely by using the time recorders, clock in machines and clocking machines is that you can have a record of attendance of each member of staff, whether they were late for half an hour or 2 minutes and if they work regularly. These clocks does not show only the late comers but also the workers are managing their time for lunch hours and breaks, even the time the staffs are leaving home is noted precisely. The main advantage of this system is to catch hold of the employees who come late or leave early regularly. Time directly corresponds to money, as in the world of business there is a direct relationship between money and time.

Time clocks give precise tracking of hours:

In the absence of time clock the employee or employer should maintain a separate record for attendance to be looked at the time of the payment. Even if there is no known fraud, the estimation may go wrong easily. Estimating the end and beginning of breaks will be very tedious, usually staffs take short period of paid leaves and long period of unpaid leaves. Without a clock for time identifying this will lead to errors which are large.

Enforce company policy:

The time clock is separately programmed for each worker and if a worker is late it calls up to the manager to give the information or if an employee does not take a break for lunch at the end of an eight hour shift. This helps the manager to bring in and maintain the discipline of the employees and help the management to encourage workers who do hard work to take breaks which they skip.

The system of multi locations can combine payroll information from various locations instantly, providing workers to avoid waste of time and gas used for returning to the main office to check out.

A Helpful Guide to Choose Clock Cards

If you consider getting a time clock the first thing which should be noted is the complexity and size of company. If there is more number of employees in an organization the payroll is more complex and it is also difficult to find the problem for anyone when an error occurs. This time clock can be very helpful to run a business properly. The time clock of employees organize and simplify the number of worked hours, paid vacation, overtime, holidays and various other aspects of employees.

What is the size of your business?

To purchase time clock cards the huge determining factor is the size of the business. If the business is small then they can use something which is basic such as traditional systems like punch cards. This system is not possible for large organization. The organizations which are large need a system that is more robust, usually a digital time clock or software that maintain the track of time.

There are several time cards which use software based on the total number of users. These packages includes employees around 50, 75, 100, 250 etc… make sure that the system is updated with all the employees and any growth your business may have in future. Few software based time clocks are usually non upgradable. The other software have packages for updating so the packages can be upgraded by purchasing and it can be used later.

Various kinds of system:

This is just a gist of the commonly used system for employee time clock:

•    Card swipe time clock: These types of time clock are operated with a card which is in a size similar to the credit card that is swiped along with a machine to log the time worked.
•    Biometric time clock: The biometric time clock is operated with the finger print of the employee to check in and check out
•    Badges and pins: Here they check in and out using the pin number
•    Web and phone based time clock system: In this system they sign in and out through online by signing to their account

Are you using any software for payroll?

Few software, card swipe and biometric systems can be operated with different software programs for payroll which is inclusive of QuickBooks. This system has the ability to export. The usage of the information from the time clock along with these programs can reduce the hectic work on payroll calculation and it is a huge time saver.

If you are using a program for payroll makes sure that you check the compatibility of the product.

Why Do Time Recording Systems Play A Vital Role In Companies?

Any firms that have numerous employees should always be updated with the work hours of their employees. Having a paper document or a spreadsheet will not be useful as it cannot track all work details correctly and the chances of committing errors are high. Electronic systems that record time are considered to be a boon for organizations as it helps in managing the work hours of the work force in a professional way and saves a lot of time too.
This also means that there would be no hassles over time recording, employees cannot leave the campus early and your supervisors can be free from clerical work. These systems are highly affordable and are best to record the attendance time with utmost care. If you wish record the work time in a hassle free way then opt for time recording systems.
Advantages of using systems to record the time

• Lowers the errors: The software of the system can lower the risk of errors committed by humans while assuring an orderly, impartial and easy approach. It is also designed to address an organization's specific requirements without any confusion. In addition, it has 99% rate of accuracy when compared to the manual time attendance systems as there is no chances of error during calculation of data or while making entries.
• Hikes the security: The time recording system teams up well with the software to perform biometric data collection task that offers employee the access to record the timing of their time of enter and exit. It also restricts the employees within a certain facility and tracks their entry. These systems also eradicates buddy punching during data collection while lowering expensive liabilities such as equipment theft or property theft.
• Enhances productivity: As the seamless process is facilitated through such systems, productivity of the firm gets enhanced as the day to day operations are convenient. There is no need for legacy practices, lowers staffing costs and offer supervisors handy data to perform their operations effectively.
• Money saver: As the time and attendance is recorded electronically, it would lower the costs of labor. This is because there would be no need to have payroll staff separately for acquiring, managing, calculating and processing the pay amount manually.

If you are planning to use time recording systems at your work place then you must know the benefits it has in store for you.

What Are The Advantages Of Time Cards In An Organization?

If your firm has many jobs that requires your employees to work overtime then you need to pay them by tracking their working hours exactly. This would help your employees remain satisfied that you have paid them appropriately for the right number of hours they spent working. To make the task of calculations much easier you can opt for electronic cards that can record the working hours. These cards can make the work much easier for you and your employees...

Benefits offered by time cards

When you are using time cards for your businesses, it can offer you an array of benefits which would be highly useful for your business in the long run.

Reduces payroll expenses

When your employees make use of these cards, there is no possibility in errors as they will not be able to claim that they worked for extra hours. In addition, you need not have to hire personnel for the payroll maintenance. The software associated with such cards would be able to calculate the working hours of every employee on a daily basis or weekly while calculating their hourly rate to show how much they must be paid. This is a time and money saver for you as there is o need to buy time clocks for your work force for tracking their work hours.

Time Clock Cards

Streamlines work processes

These electronic cards can streamline the logging in process of your employees. They also streamline the review and validating process of work hours by supervisors. This is mainly because the workers can log in to the payroll system which is safe and secure. They can enter the number of hours they worked and then submit the cards for supervisor review after logging out. If there are any errors on the time cards of any employees then they can send the cards back to the employees asking them to rectify it or an explanation. The employees at just a button click can also edit it.

Few errors and compact storage As the time cards are fully automated, there are less chances of errors. It is also private and secure as the employees and supervisors are given separate logins plus passwords. In addition, there are no chances for your workers to enter false data and submission of their friend’s time card is also not possible. 

In addition, it would also save the data in a compact manner without requiring to have huge databases.

Get to know the latest in the time and attendance systems

Time is invaluable. Once lost you cannot ever get it back. Every minute that one looses can affect in many ways. This is especially true for business and organisations. When any employee whiles off time, even as little as 5 minutes in every break the total accumulated loss to the company can be huge. 

When this is the case for just one employee, just imagine the amount of loss a company might face when their entire staffs starts taking longer breaks! It is practically impossible to keep a tab on everyone, be it a large multinational company or a small business. And everything cannot and does not work on just trust. There would be many out there who would take undue advantage of this. 

Not just the late comers but if a proper record of time or attendance is maintained then people who work hard and extra might go unnoticed. Won’t this be unfair to them? No organisation would want to be partial or unjust knowingly especially to the dedicated people.

To tackle this, the best option is to use electronic clock machines. These latest automated systems help record the most precise timings and attendance of employees. Gone are the days now when manual noting of timings were done on clock cards. There were high chances of manipulative records. Proxy attendances were noted in many companies in past when manual systems were being used. 

To take the technology to another level and ensure no unfair policies are being used, now a days biometric time recording systems are available. These are devices that use sensors that recognise a person’s hand print or eye pupil etc and allow them entry. These also provide safety to the company to the top most level. By this there is no scope of manipulation or any unwanted person entering the premise. 

The more the technology is advancing, latest and more user friendly machines are being made to precision, safety and security measures of the highest grade. To view some of the latest and most reliable types of time and attendance recording systems please visit: http://www.northamptontimerecorders.co.uk/.