This is part 2 of a webinar held a few weeks ago featuring our Time and Attendance software. Above is the Webinar, below is the transcript.
I'm going to log in as a supervisor, someone that would possibly see time cards from an employee and fix issues, fix schedules, and approve time cards so they can be processed in payroll.
Time and Attendance
With Time and Attendance, our system is designed to have flexibility in terms of different sorts of rules for the people that have to approve time cards. We set up rules for your specific company. Rules like, "How do you calculate overtime? What kind of lunch rules or break rules do you have? What type of exceptions do you have?" Exceptions are going to show up in red. They notify someone if they are late, didn't work on a scheduled day, or didn't work before or after a holiday. All of those exceptions can have different "tolerances." For example, if I show I arrived early or left late, or was tardy or took a long lunch or a short break, we designed this system so that we can put in a tolerance level that will trigger one of those red exceptions. As a client, you can dictate to us what's "late"- if you punch in two minutes after the start of your shift is that "late?” No, not really, but at five minutes it is. You can put a tolerance level that eliminates having a whole screen full of red messages.
With schedules, it's a very easy report writing schedule mechanism here. I can add in different schedules for an employee or group of employees, and as I mentioned before I can have a variable schedule that will change through the course of a week, throughout the course of a month, throughout the course of a year. Most businesses will lay down a basic schedule that can be put out there and as you might have a change, the supervisor or HR department or payroll department can go out and change a schedule by doing what we call a "quick schedule change" for the next day, the next three days, something along those lines. With this ability you can put all these items together into a “time policy.” A time policy allows you to put in "Hey! This group of employees has this type of schedule and these types of holidays, exceptions, and different types of lunch or break rules."
So what do I do to actually process a payroll? What we are going to be using is called "Timecard Authorization." Timecard Authorization is a screen that all supervisors would be using at the same time. What we are showing here is a simple screen. It allows you to see through a filtering mechanism the current payroll cycle. The last three payroll cycles, because they are closed, are available to see not change. I can look at hours or not approved hours. I can look at employees by a select group of employees, a department, a shift, or a supervisor. In this case, I'm showing Jill Anderson. Jill Anderson is an employee; she has worked this number of days and her standard schedule for 7/28 was 8:30-5. She's an employee that enters in her hours as opposed to clicking on a button. Otherwise, as an employee, you would be able to see actual punches in and out of the system. If I go down for example on Tuesday on the 9th or Wednesday the 10th, you'll see punches in and out throughout the course of the day.
Red would show you issues that potentially have to be fixed. If I don't see any issues, I would simply check-mark off to the right that the shift or time was approved. With red, you can still approve those times; all we are doing is showing you something you need to be aware of. For example, on for Tuesday on the 9th, it shows that this employee is missing a punch. The fix? I simply click on "missing punch" and that pulls up this component. I can go back to the employees and say "Hey! It looks like you missed a punch. Please tell me what you punched in on and I can go in there and fix it." Once I did that and added a punch, this exception would then go away. If something’s not red, it’s within the exceptions that set up within the system.
Within our system we can attach employees to supervisors and allow supervisors to only see employees in their group. This is done through an individual employee picking mechanism or through a department; it allows me to safely give my supervisors access to this system and to approve punches and time cards. The abilities given to the supervisors depend on the client.
When I click on "existing punches," actual punches, whether they are PC punches or on a clock, are never able to be changed; they are set in stone. The only thing a supervisor is able to alter is what we pay that punch to.
Notes can be added to every punch. If a supervisor approves or changes punches, I can make that supervisor put in a note that says as to why. For example, if an employee says "Hey, I left my badge at home," This shows this is the sixth time they've left their badge at home. If I'm putting in notes as a supervisor, I now have a case to sit down with that employee and say "Hey, listen. This behavior needs to be changed or something will be done." Another one would be "Look. My child is sick or my dog got hit by a car." It's amazing that if I start putting in notes on a regular basis that I get to see these trends that your dog got hit by a number of cars in the last month.
There is a nice option within our time-keeping system that allows supervisors to only see problems. For example, if I'm the supervisor with 20 employees and 19 of them do exactly what they are supposed to and punch in and out on time, I can have the system pre-approve those time-cards and only show me the one employee I have problems with.
Additionally, this screen is the primary screen where the supervisors are going to spend 80-90% of their time. We designed the screen to be set up so that everything is done off of one area. And that way they are not hopping between 5 or 6 different screens or sections of the software.
This is the same reporting mechanism that we have for everything else, but it also has the capability of showing customized reports to supervisors. With standardized reports available in the payroll HR area of our system, there might be a report I don’t want a supervisor to have access to. Our system allows you to create another report writer that allows you to put specific information out to supervisors. I can show things like approaching overtime, what employees are clocked in or out, every employee that has a punch this payroll cycle, who's got a missing punch, who's late, who left early, etc. The nice thing about it is with supervisor security and hierarchy, I can have a single report that four supervisors access. Each supervisor is in charge of their own specific department. When they get into that report, they would only be able to see the supervisors that report directly to them. Now if I'm a payroll admin, I could get in that same report and see every employee. So, it's very nice, very secure; it puts information in your supervisor's hands right away.