The HR's Handbook to Automate Employee Timesheets

How to Do Employee Timesheets and Timesheet Tracking in 2019

Is there anything as iconic to the world of work as the punch-card employee timesheet?

Clock-in, clock-out. Rinse, repeat.

But nothing can make you feel more like a machine. You’re only useful when you are on the clock, and your pay might change if you punch time card late or early. Years later from these early days, some companies use a similar system in the form of biometrics or badge scanners, while others have employees fill out a new sheet of paper every week they are on the job.

But in this impersonal employee timesheet system, is there a way that a different kind machine could actually free the burden of workaround tracking work and bring a little more humanity to everything?

What’s the purpose of an employee timesheet?

Employee timesheets allow an employer to calculate the number of hours worked for each employee over a certain period on a specific task and also the check-in and check-out time at work. Timesheet templates help employers to standardize and streamline the payroll process and schedule while reducing any chance for payroll errors.

The objective of employee timesheets is to provide a record of employee working hours, accelerate the payroll process, enforce work/shift schedule, improve compliance with employee compensation regulations, and eliminate wage theft disputes.

How employee timesheets work

There have been different forms of employee timesheets over the years. The evolution of technology has helped employers gain a lot more control over the process. While the employee timesheet approval process may differ from one organization to another, it allows the record and submission of timesheets, automated routing for digital approval, and payroll calculation.

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10 reasons why traditional employee timesheets don’t work anymore

Old paper employee timesheet templates bring too much chaos to the modern office. With the propensity for errors, the slow processing time, and the lack of controls, even digital forms are not something that should be trusted implicitly.

Traditional employee timesheet processing means that every pay period the finance and HR teams have to focus a lot of work on pushing and reviewing either paper or digital forms. They will need to verify signatures and ensure that everything was completed accurately.

Listed below are the top ten reasons why traditional employee timesheet forms and templates are bad for timesheet tracking. Employee timesheet forms

  • Don’t provide an accurate record of employee working hours
  • Have no means to track late arrival or early departure of employees
  • Slow down the timesheet approval process
  • Impact productivity due to excessive manual dependency
  • Are subject to favoritism or bias on the part of timekeeper
  • Cause inaccuracy and salary-related disputes
  • Have a high risk of policy and regulatory violations
  • Can neither enforce work schedule nor ensure compliance
  • May have trouble accommodating flexible time schedules
  • Expose businesses to an array of time/wage-theft problems

Paper/excel-based employee timesheet templates create too much stress and confusion, especially when the result impacts the pay an employee receives. So, businesses need something that is completely trustworthy, easy, well documented, and has the power to remove the manual problems in the approval process.

The top 5 employee timesheet apps that make time tracking a breeze

Relying on an employee timesheet app grants many advantages that make the process of dealing with the employee timesheet management process easier than otherwise.

Listed below are the top 5 employee timesheet apps that reduce the administrative burden of employee timesheet management and make time tracking a breeze.

1. TimeCamp

This advanced time-tracking app comes with an array of time tracking, reporting, billing, and invoicing features. It is perfect for businesses of all sizes which struggle with ardent time tracking problems, inaccurate payroll processing, and lack of transparency in reports.

2. Kissflow HR Cloud

Kissflow HR Cloud is a flexible HR solution that makes it easy for businesses and their employees to track and approve time. Its wide range of solutions from talent acquisition management to performance review and timesheet approvals, support multi-level approvals, ensure regulatory compliance, improve employee productivity, and automate payroll processing.

3. ClickTime

ClickTime is a web-based time tracking tool that is ideal for remote teams and freelancers who want to improve their productivity. It enables business owners to monitor the activity of their in-house and remote workforce.

4. Timely

It is a web-based time tracking tool that monitors, records, and stores personnel time in a secure private timeline. It is an intuitive time tracking platform that is user-friendly and lighting fast.

5. Toggl

It is a user-friendly time tracker that provides a comprehensive view of the overall time spent by an employee on different tasks. It works both offline and online. It is popular among SMBs, consultants, and freelancers.

Employee timesheet management: why automation is business critical

If you want to give your workers the flexibility of filling out their own timesheets, but not make it a burden on them and chaotic around the office every few weeks, this is the timesheet tracking solution you need. Automating the employee timesheet management process can help businesses speed up something that is important to every employee: the time it takes to process their salary accurately.

When employee timesheets are automated, managers can immediately review them and approve/reject them, send the processes timesheet to the HR team and finance team for further review and payroll processing all the while giving employees the visibility of their timesheet approval process. Modern employee timesheet apps don’t demand employees to fill in their name, department, employee ID number, and other details every time. Instead, these smart timesheet management systems will capture this information automatically when the user is logged into the system.

Most employee timesheet management software allow employees to save a template of their employee timesheet form so that employees don’t have to start from scratch every time. If work hours are consistent, form submission would be straightforward. It will capture the number of hours worked and any additional overtime hours accurately every time.

Best of all, automated employee timesheets help with funneling a request through approvals. Rather than the employee trying to get the attention of a manager, automated timesheet tracking software sends the form directly to a manager as soon as the employee submits it. The manager can view the form and approve it from a mobile device, and then it’s ready for processing.

Automation and modern timesheet management system can continue to work at this stage. If all that needs to be done is making a few journal entries up updating software, rather than have someone on the HR team do that work, it can be automated with easy integration.

Try Kissflow HR Cloud as your employee timesheet software

Kissflow is the ideal timesheet app because it is completely flexible. Whether you are looking for something that gives you more control over the process, or generates key data about how many employee timesheets you are processing, Kissflow is a software you need to try.

Give it a spin for a free trial and find out if the employee timesheet app in Kissflow HR Cloud is right for you. Don’t forget to check out the dozens of other apps as well that you can automate!

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