Significant improvements have been made to timesheet management through online systems that require employees to enter their hours worked, absent hours (vacation, sick, or other absence), overtime, premium hours, and other metrics. employee work. This allows a company or organization to manage the hours worked by its employees no matter where they are done, ie working in a home office, at a client office or across the globe.
No matter how proficient your timesheet management system is, it is extremely important to develop organizational policies to help employees and payroll personnel or managers complete and process timesheets accurately and efficiently.
Write a policy that describes how to complete time sheets:
This policy must clearly and simply describe the steps necessary to accurately and timely complete a timesheet. The intention is that the instructions are clear and the employee knows that he can seek clarity and support when he requires it. A good policy will mitigate timesheet amendments that result in fewer paid rework hours, thus increasing the productivity of payroll staff. Please review the policy with the Human Resources Department to ensure it is comprehensive and clearly outlines the consequences for employees. Ideally, the revised policy or policy will need the support of senior management, including Human Resources, so that it can be implemented in a timely manner.
Make sure all new employee orientation includes instructions and guidance on how to complete the timesheet. Emphasize to new recruits that it is important that they learn how to accurately fill out the time sheet so that they are paid correctly. Many companies and organizations hold orientation sessions that walk new hires through a sample timesheet, giving them the opportunity to ask questions to ensure they can correctly follow instructions. Emphasize to new hires that their performance reviews will include adherence to completing timesheets on time and their accuracy. They must understand that redoing the payroll is arduous and expensive. Additionally, they should be informed that incomplete timesheets will be documented and reviewed with them as part of their performance review.
Existing timesheet administration policies and the new policy will need to be reviewed with current employees to ensure they are informed of instructions for completing timesheets. Current employees should have the opportunity to review old or new instructions with the support of their managers. Reviews can be done at staff meetings or by arranging for timesheet completion services. In fact, some organizations have undertaken mandatory timesheet education projects for all staff after low compliance rates.
New or revised instructions for completing timesheets should be posted in common areas, ie, lunchrooms and staff rooms, so they can be easily reviewed by employees.
It is important that employees understand that the company is serious and that there will be consequences; however, they will be admitted to meet their timesheet requirements.
Lastly, it is important that all staff and payroll managers are well versed in a revised schedule management policy before implementing a change with employees. They must also work closely together to ensure that existing policies are revised when necessary with the introduction of a new time and attendance system.
