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.
This is for everyone: this is NOT a timeclock issue, I’m sure his timeclock is fine. This is not a training issue either because it can accidentally happen to your best employee.
What this is, is a manager responsibility to check every single person’s hours from the previous day, every single day and adjust accordingly (without lying).
Employees will always accidentally forget. It’s a part of business and it’s been like this since the 36 years I’ve been in business.
I think under this the problem will become less but also less seen
My bias is in removing any and all admin but that’s also because I have an irrational fear of paperwork
This is the answer, and why you should just buy the hardware. You’ll be money ahead in your time spent alone.
Employees can check and monitor their hours too, and you can watch them daily by just logging in. It’s easy to log and account for PTO, days off requests, OT, etc.
We had a homebrewed system like you for years because we didn’t want to pay the $50-100/mo and the $500 reader. It’s been so helpful though and we should have done it prior.