| Timesheet
Automation - An Overview
Time
and attendance software automates the manual process of using timesheets
to record time and attendance information. First, a short overview
of the steps involved in using manual timesheets is in order. The
next section describes a typical manual process.
Manual Timesheet Business Process
 Organizations follow many different procedures and practices
when it comes to the use of timesheets. But there are some common
threads:
| Manual Steps |
Description |
Data Collection
|
- Employee either punches at a time clock or fills out
their timesheet
- Additional information is recorded such as labor distribution,
job or shift worked, and/or the type of pay to be received.
|
Routing |
- The timesheet is handed or routed to a person for approval.
|
Calculation |
- Calculations are made. Often time the following information
is totaled:
- Overtime hours
- Double-time hours
- Evening and night shift differential eligible
hours
- Total hours for the week and period (for balancing)
|
Approval |
- The supervisor indicates approval by signing or initialing.
|
Routing |
- The timesheet is routed to the payroll department
|
Data Entry |
- The information is keyed into the payroll system for
payment.
|
Automating Timesheets with WorkForce Software
The above manual steps can be automated using the solution from
WorkForce Software. Here is a brief description of how each step
above is handled using the software:
| Manual Steps |
Replaced by the following automated
step |
Data Collection
|
- Employee punches at an electronic time clock or enters
information online via the organization's intranet.
- Additional information is recorded such as labor distribution,
job or shift worked, and/or the type of pay to be received
is bar coded or entered online.
|
Routing |
- The timesheet is electronically approved or signed
by the employee. This sends the timesheet to the manager
for approval.
- The manager can be notified by an e-mail message.
|
Calculation |
- Calculations are made automatically online. The following
information is computed:
- Overtime and double-time hours
- Shift differentials
- Time off taken and new balance of time off available.
- Gross pay
|
Approval |
- The supervisor approves the timesheet by electronically
signing it.
|
Routing |
- The timesheet is automatically routed to the payroll
department when the manager signs it.
|
Data Entry |
- No data entry is necessary since the information was
already entered previously.
|
Summary
Using time and attendance software automates the entire process
of collecting and calculating time and attendance information,
eliminating many manual and time consuming steps. The return
on investment you can get by implementing an automated solution
can be substantial. For more information on the return possible,
see our white paper, The
ROI of a Time and Attendance Software System.
|
