Monitoring Time & Attendance is a major factor to running any business. Until recently, this was a manual system; employees would complete a time card by hand or with a punch machine. The information would then be recorded separately for payroll processing and benefits. However, due to the advancements in technology over the last decade a variety of methods are now available that tie in with business payroll systems seamlessly. At Dominion, our Time and Attendance software gives you an overview of how to track and calculate employee time. This is where you put together rounding rules and exceptions, run reports, build schedules, etc. If you’re looking for a Time & Attendance software that will simplify your timekeeping processes, check out these 4 key components to Dominion’s Time & Attendance software:
1. Exceptions and Rounding Rules
Dominion’s Time & Attendance software gives you an overview of how to track and calculate employee time. This is where you put together your rounding rules, exceptions, overtime rules, etc. As the administrator, you can edit punches and create System Notes, so you can set reminders such as “forgot to punch out” or “left early for a family emergency” or whatever the case may be. Exceptions are a way to flag the approver when the employee clocks in or out outside the allotted time frame, or forgets to clock in all together. From there you can decide to approve the time or adjust it, and if this is a continual problem you can speak to the employee and sort out the root of the issue.
You can structure your exceptions and rounding rules to tailor them to exactly what you need. Dominion has a three- to five-week process of implementation which includes a very intensive setup call with our installations team. During this call we go through and narrow in on exactly what your company structure needs in order to calculate and track employee time accurately. We also give you the ability to run reports on system punches, system notes, etc. so you can export this data and track it for your supervisors who may not have access to that information.
These rounding rules and exceptions are all based on employee schedules. You can edit your schedules directly from the time card authorization screen, which will allow you to change the schedule at the last minute and avoid dealing with the red flags that might otherwise pop up if you call somebody off, ask somebody to come in early, or make other necessary adjustments. There are multiple ways to schedule your employees.
We have a quick schedule option that makes it easy to schedule all your employees. It allows you to view your employees and make sure you have the coverage you need, and if you have staggered employees you can verify that you have sufficient coverage all day. If somebody calls in sick, you can see who else is available to work, who is on vacation, or who is already working. Then when you find somebody to cover the shift, you can simply add them to the schedule and not have to worry about that person being flagged when they go to clock in.
The Company Schedules option is a good way to schedule shifts that are pretty straight forward and don’t move around often. Alternatively, Group Schedules allows you to build in your shift needs on certain days for specific departments or locations, and then assign employees who are available to the specific shifts. This is great for retail, restaurants and home health care. All three options are available for you, so you can utilize the one that best suits your needs.
Our reporting system is very useful for collecting information such as a weekly hour summary. One of the most popular reports generated for our Time & Attendance system is the approaching overtime report. With this, you’ll be able to use this report to keep track of your employees and see who may be consistently getting overtime. Other popular reports include employee exemptions and missing punches. All of these standard reports are available for you at any time. We can also build custom reports which allow you to put together reports that produce the specific data that you need. Once you create the template, you can rerun the report at any time.
4. Employee Self Service
With an Employee Self Service (ESS) portal, your employees have access to everything pertinent to their job. They can clock in and out and even then see their own activities so they can track their exact behavior and see when they’re punching in and out. This prevents them from having to bother their supervisors for information on their schedules, hours worked, etc. They have all of this information at their fingertips.
The employee also has the option to handle their Time Off, so they can see how many hours of PTO they have available, their recent activity, what requests have been approved or are pending, and their balance after all requests are approved. If you have employees who don’t have access to a computer on a regular basis, you can have all of this information reflected on their pay stubs. This will eliminate the need for them to interrupt your day and help them keep a closer eye on the state of their paid time off.
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