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Time and Attendance

Green Edge Computers is the leading supplier of time and attendance systems and time tracking for small to medium-sized businesses. Select from complete solutions featuring time and attendance software and a biometric (fingerprint), RFID, or barcode time clock.

Time and Attendance access control series featuring biometric fingerprint verification sensor and technologies, the devices are used to install on the door entrance with built-in time and attendance management software to better manage multi-access points attendance control and duty roster arrangement.

Biometric Time Attendance Reader ensures that no employee can punch in for another, which eliminates time fraud and reduces payroll costs. Because every person’s fingerprint, iris, voice, retina face, hand, vein and signature are unique, a biometric time clock provides a quick, accurate,and reliable way to record “In” and “Out” punches for each employee. That is why many companies now employ biometrics. In recent times, there are large number of Biometric Systems that are commercially available. Such Biometric systems are based on unique characteristics of human being. The most common, reliable and successful system is the one based on Finger Prints.

Users are supposed to put their thumb/index finger (or any specified finger) in the finger reader. The system then compares the finger print that is read with that in the central database for authentication. Most of the Biometric Systems do not keep an image of the fingerprint but a template. A template is basically a number that is calculated based on various characteristics of the fingerprint. Such an approach is desirable so that unauthorised persons may not sneak in unauthorised images of finger print in the database. When a Finger print is to be matched, it’s ‘template’ number is computed and compared with that stored in the database. Most systems allow for dry, greasy, chaffed and minor cuts on the fingers. The other biometeric systems are based on ‘Retina of the eye’, Palm, photograph or voice pattern recognition. The Palm based systems take the image of the palm from various angles and compare the same. The system that is based on Finger Prints is most popular and economical. .

What Are Time and Attendance Systems?

  • Time and attendance systems allow employees to clock in and out electronically via time clocks, internet-connected computers, mobile devices and telephones.
  • That data is then instantly transferred into software that can be seamlessly imported into your payroll solution.
  • These systems do much more, though, than just track when employees come and go. They also:
    • Monitor mobile employees via geolocation and geofencing.
    • Give real-time data on who is working, who is not, who showed up late and who is nearing overtime.
    • Manage paid time off.
    • Create employee schedules.
    • Provide managers and business owners with detailed labor data.
  • Time and attendance systems feature a self-service function that allows employees to handle many time-tracking tasks on their own, including reviewing the hours they've worked, their current and future schedules and paid-time- off details.
  • Time and attendance systems are offered as a cloud-based or an on-premises solution.
  • With on-premises systems, you pay all of your costs up front. You can expect to pay several thousand dollars for the software, licenses for each employee and installation. There aren't any monthly fees for the service after that. However, there typically is no ongoing support or software updates included in your one-time costs.
  • Cloud-based services have recurring monthly costs. Most services charge a per-user fee that can range anywhere from $1 to $10 per employee, per month. Some services also assess a base monthly charge or a minimum monthly charge. In addition, some providers also charge a one-time setup and implementation fee. Unlike on-premises systems, however, all software upgrades and support are included in your monthly expenses.

Pros and Cons

The biggest benefit of these digital systems is that they eliminate the need for manual timecards. All of the time is collected electronically, with the calculations done for you. This cuts down on the chances of errors being made. Another positive is that these systems manage all your time needs — employee attendance, paid time off and scheduling — in one program. The biggest drawback to time-tracking systems is that they are more expensive than the old manual method where employees wrote down their hours each day or punched in and out using a paper timecard. Another potential downside is that they often force employers to curb the perception that asking their employees to track their time is some form of micromanagement.

What the experts say

"The goal of an automated time and attendance system is to provide a way to track an employees’ time," said Warren Steinberg, a techno functional HCM consultant for Executive Alliance. "This can be as basic as tracking working hours or as complex as tracking vacation, leave of absence, holiday and sick time. The most common time systems have an interface that allows employees to clock in and out, either via a kiosk, a laptop, a time clock, or even a mobile app. All of the time is tracked in the system and then is reported to a payroll system."

Specific Benefits of Time and Attendance Systems

In addition to eliminating the need to manually track your employees' work hours, there are additional benefits to having a time and attendance system. They include:

  • Financial insight — A time and attendance system provides advanced tracking for job-costing and labor distribution, according to Jim Wacek, president of the time and attendance division for Insperity. "It also provides enhanced views of the organization's key performance indicators, including hours and wages, employee counts and scheduled/working status," he said.
  • Saves money — Having a detailed look at labor costs and where changes can be made can also be a cost-saving tool. Wacek said businesses can save up to 5 percent of their payroll costs by automating their time and attendance system.
  • Real-time information — Matt Rissell, CEO of time and attendance system provider TSheets, said these systems log data as its occurring. "You’re logging hours, job codes and information about breaks and PTO in real time," Rissell said.
  • Happier employees — These systems can often lower the frustration levels of not just employees, but managers, payroll staff, human resources professionals and owners as well, Rissell said. "Inaccurate and slow payroll, manual and error-prone duplicate entry, and the inability to track performance, labor costs, job-costing and financials is frustrating for everyone within the company," he said.
  • Employee access — Reeve White, director of marketing for the health care consulting firm Primaris, said her company likes that time and attendance systems allow employees to handle time-related tasks on their own. "Employees can quickly track and enter their [own] work time, see how much paid time off they have and submit time-off requests," White said.
  • Greater accuracy — Steinberg said time and attendance systems provide increased accuracy. "The improved accuracy comes from having a system that can prevent users from entering inaccurate information, as well as require employees to follow policies," Steinberg said.
  • Overtime calculations — Janet Klamm, director of product management for Paychex, said time and attendance systems remove the hassle of trying to calculate overtime hours. "A time and attendance system will calculate your regular time and overtime for you," Klamm said. "This can be especially helpful for you if you have employees that receive different rates of pay for different types of work."
  • Insurance benefits — Deborah Sweeney, CEO of MyCorporation, said these systems are a great tool for assessing insurance requirements. "Many insurance companies require information about total hours worked by employees," Sweeney said. "Using this software makes obtaining this information simpler."

What to Look For in a Time and Attendance System

With so many time and attendance systems on the market, it can be difficult to know which one is right for your business. When shopping for a system, our experts highlighted a number of things you should look for:

  • Flexible time-tracking options: Look for a system that allows employees to record their hours in multiple ways, such as through an internet-connected computer, smartphone, tablet, time clock and telephone.
  • Keeps accurate time: The best time and attendance systems ensure employers are paying their employees for the actual time they work, not the hours they're scheduled to work.
  • Tracks all time issues: Make sure you choose a system that takes care of all of your time-related needs, not one that just lets employees punch in and out. This includes managing employee schedules and handling all paid-time- off calculations.
  • Mobile compatibility: Since many employees and managers work outside the office, you will want a system that is compatible with mobile devices so it can be accessed wherever they are. This includes solutions that not only give remote workers the ability to clock in and out, but also track their location so employers know they're working from where they"re supposed to be.
  • Ease of use: Search for a system that"s easy to use, has a clean interface and allows employee self-service.
  • Integration options: Choose a system that integrates with the applications and software, such as HR and payroll programs, that you are already using.
  • Proactive alerts: Some systems provide notifications when employees are nearing overtime or forget to clock in or out. This can be helpful in controlling business expenses.
  • Audit trail features: The ability to view original timesheet data along with any changes made by a manager or supervisor can be important in case of an audit.