CPAdvantage January 2013
Swipe in the New Year
By Rob Basso
Advantage Payroll Services
It’s a new year and business owners are looking for new ways to save money. Everyone has heard the saying that “time is money”. Well, if your clients don’t track their time or their employees’ time properly, their business will literally lose money. I hear from many of my clients and colleagues who do not use a time tracking system that they find it hard to see how many of their employees take extended lunches or too many breaks, or if they are taking breaks at all. Just as importantly, do your clients know if their employees are in compliance with the law? New York State requires that all employees working over six hours take a 30 minute break; are their employees complying? How are they tracking this?
The solution is simple and was designed with the everyday business professional in mind. With SwipeClock™, there is no software to install, and you can easily and conveniently view, edit and run reports right through your web browser. Our web-based server automatically does all the collecting, calculating, processing, and reporting quickly and accurately.
Worried about cost? For small companies, our time and attendance solutions can be scaled up or down to meet your company’s needs, whether it be as simple as clocking “in and out” from the employees’ work station or more complex with labor distribution and shift differentials. By eliminating the time that is required to manually total time card data, the cost of human error, and the large expense associated with employee time theft, our simple and affordable solution is an excellent investment for any company. In fact, it’s more often less expensive once you reduce the time you spend manually tracking this information.
To provide you with more information, I’ve included a few of our most frequently asked questions and answers below. If you have any further questions, please ask your Customer Services Representative or respond to this email.
Rob Basso, President
Q & A Portion
1. What would you say is the biggest benefit to utilizing a time clock and integrating it with payroll? Why should I think about adding time clocks at my office?
Automated timekeeping dramatically reduces the administrative work involved in collecting and calculating employee hours. Because our solution allows your data to be sent electronically for payroll processing, you can eliminate:
- Faxing, phoning in, or any other form of manual transmission of employee data
- Human error associated with manually calculating time sheets
- Labor hours required by payroll clerks to collect and calculate payroll each period
2. What are some of the more modern ways of using a ‘time clock’ to monitor employees’ hours?
Our most modern and secure option would be the biometric unit. It scans each employee’s fingerprint when clocking in and out. This eliminates “buddy punching.”
3. If you’re already on payroll with Advantage, how simple is adding a time clock resource? Does it interface easily?
It is extremely simple to add a time clock resource. Advantage handles the initial setup by adding all existing employees to the clock software and customizes the clock based on your company’s individual needs such as rounding rules, labor prompts, etc. Once this is completed, the clock is shipped to you and you simply plug it into an electrical outlet and your internet connection. You can use a dedicated phone line if you are using the analog type clock. Your Customer Service Representative can then show you how to view and edit punches, as well as create the downloadable file, save it as a text file and import to your payroll.
4. What are some of the most useful features of time clocks that you recommend using?
Our system offers a scheduling option which compares actual time worked to scheduled time. There is also the ability to add supervisors to the account in order for them to verify hours for the employees they oversee. This is a big help when it comes to making sure all employee hours are correct.
5. Who is an ideal fit for WebClock?
Offices where most of the employees have access to a computer are the most ideal for utilizing the web clock. Employees who may be on the road can clock in using any smart phone.
6. What kind of maintenance is required on the products/machines?
There is very little maintenance required. Usually, you should just clean the machine. If there are any problems with the clock, we can quickly send a replacement at no additional cost other than shipping.