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March 03, 2015

The Best Way to Capture Employee Time without Adding Time Clocks

The Best Way to Capture Employee Time without Adding Time Clocks

By Kit Dickinson on March 03, 2015


Many businesses have an existing application that adequately performs basic timekeeping functions, such as capturing an employee’s time when they enter the building, transfer to a different project or job, take breaks, and go home for the day. These systems are great for recording time, but they don’t have the robust time-and-attendance rules needed to enforce overtime, Affordable Care Act compliance or labor reporting.

For example:

  • Manufacturers have a shop floor or ERP system that’s responsible for managing employee time against materials and other efficiencies. But while many of these systems are good at managing jobs, they can’t handle compliance with time-and-attendance rules (e.g., overtime, shift premiums, etc.).
  • Restaurants use a point-of-sale (POS) system that manages their inventory and sales, and also captures when the employee punches in for their shift, goes on breaks, and goes home.  However, POS systems are focused on store management, not necessarily keeping up with labor laws.
  • Call centers use a phone system to manage their agents’ call activities, when they get hang-ups and different accounts they call on. These systems do a good job of tracking the time when the agent logs in and out, but they can't enforce labor rules.
  • Truck drivers and field workers use a mobile application to track where the employee is and how many miles they’ve driven. They also capture when the employee starts in the field or on the road and when they complete their work for the day. There are several great systems for managing efficiencies, but they don't handle time-and-attendance.

Additional Costs Come with Purchasing a Time-and-Attendance System

When a company realizes they need a time-and-attendance system for labor compliance, they may balk at the idea of also purchasing a time clock that works with the new time system. They may also hesitate to make their employees log into multiple devices.

Fortunately, there’s a way to provide the benefits of a time-and-attendance system without additional hardware. Integration software allows these businesses to use their existing time capture system while also getting the compliance, reporting and payroll integration benefits of a time-and-attendance system.

Integration Simplifies the Time-and-Attendance Solution

In essence, the POS, call center, mobile or ERP system acts as a “clock” and the integration software frequently and reliably transfers employee login and logout times, job transfers, and tips or other amounts to time-and-attendance. The time-and-attendance system then applies the rules for overtime, identifies exceptions, and applies other critical rules for company and government compliance.

All without manually entering any data.

Importing time information like this creates a significant cost savings because there’s no additional time clock to purchase — companies can use their existing hardware. Companies also save significant time as employees punch in and out on a single device they’re familiar with.

Time Bank Transfers Employee Time to Time-and-Attendance Systems

IDI’s Time Bank is an application designed to connect multiple employee systems. The program’s template-driven integration engine combines years of experience and application knowledge with industry-standard development tools and techniques. Time Bank can accommodate direct database integration, XML, API and various ASCII based files. Time Bank has been implemented in local, network, and certain terminal server environments. Each Time Bank installation can include one or many “links” between employee data systems such as payroll, HR, accounting packages, or time and labor.

On a scheduled or user-defined basis, Time Bank uploads the company’s time transactions from the previous day or week. Besides quickly and reliably transferring employee time, Time Bank can be configured to meet custom requirements like these:

  • Importing employee time data from web services, APIs, files or a local database
  • Preventing duplicate punches from being passed to the time system
  • Filtering employee transactions by including or excluding certain punch types (e.g. breaks, personal time)
  • Processing employee job transfers to populate the employee’s time card in the time-and-attendance system

Next Steps

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