Employee Timekeeping Best Practices: The Do’s & The Don’ts

Expert Tips
Rachel Cohen November 7, 2021 4 min read
Timekeeping employee

Quick Guide

    If I told you there was an easy way to reinvest back into your business by doing one thing, you probably wouldn’t believe me. However, there is one simple thing that you’ve probably overlooked because your current method seems to be doing the job.

    Therefore, when you look into it, time tracking could be racking up bills. It sounds simple, my employees just fill out timesheets, punch the time clock, or record their hours, so where’s the savings? 

    Unfortunately, time theft happens all the time, and with pen and paper, employees can slip through the cracks. Working manually could cause mistakes with payroll as you are busy looking for sheets of paper, or your employee has a discrepancy over the hours. In addition, scheduling becomes ineffective as you constantly have to call and text employees to fill in the missing shifts. 

    Hence, having a clear view of hours completed can help you improve profit margins and run a more profitable business. You can do so by digitizing your employee timekeeping. Digitizing provides you with a view of all the hours scheduled for that period ahead of time, which in turn saves you from paying for unnecessary overtime. 

    free employee timesheet app

    We have given you our employee timekeeping best practices to ensure that your time tracking is as accurate as possible. Most importantly, we have covered the do’s and don’ts to help you make the best decisions when it comes to timekeeping. 

    Connecteam – No.1 Employee Timekeeping App

    Employee Timekeeping Do’s 

    Use an efficient employee timekeeping system

    If you’re still working with pen and paper, it’s time to automate employee timekeeping. One of the efficient ways for employee timekeeping best practices is to digitize your timekeeping. It can help you plan as you know how many hours you’re expecting for the week, month, etc.

    A record 43% admitted to not giving the correct amount of hours per shift. To ensure that time theft doesn’t happen, digitizing is the way forward. Apps such as Connecteam use geofencing so that employees can’t clock in or out from the designated area. It provides transparency so no worker will be able to buddy punch or time theft.

    The system is two ways the employees benefit from not having to content hours as they know their hours are accurate.

    time clock app for multiple employees

    Avoid Payroll miscalculation

    Digitizing your employee timekeeping provides you with a clear overview of how many hours your employee will be working per period. This will help you avoid payroll mistakes as you can change schedules to match the number of hours the employee should be working. Once you provide those schedules, you will notice savings as you aren’t paying for needless hours. Also, with Connecteam’s Quickbooks Online and Gusto integration, users can export timesheets quickly, ensuring 100% accurate payroll.

    Employees can plan for their futures

    When employees know ahead of time their schedule they can plan their days better. Furthermore, digital timekeeping allows workers to see their timesheets so they know what to expect when payroll comes around.

    Show workers the benefits of employee timekeeping

    Another employee timekeeping best practice is to show your employees the benefits of time tracking. Employees have a lot to gain from automating time tracking, especially that they no longer need to keep track of their hours. Automating employee timekeeping allows employees to feel at ease when payment is received. Apps such as Connecteam count up all the hours, so employees can also view how many hours they have accumulated.

    Employees will be content and they will be happy to adopt the new tool. Once employees understand that there are fewer errors, they will be happy to sign in and out.

    Allow employees to have sufficient break times

    Employees require suitable breaks during the day. They also should not be penalized for taking a lunch break. By not providing sufficient breaks, it could lead to time theft.

    By allocating time during the day for breaks, you can encourage employee engagement as workers might talk to one another. Another factor is that employees will feel valued that they have time to rest. You should check with state laws to ensure you are providing the right amount of time.

    Plan for non time tracked times

    For employee timekeeping to be just, you need to ensure that workers aren’t worried about clocking in and out on training days. This is especially if the training center is far from the usual sites.

    Training days should be clearly marked in the calendar. In addition, if a worker has decided to take vacation days, those should be noted in the calendar. Employees shouldn’t be worried about those days.

    Employee Timekeeping Don’ts

    Miss payment deadlines

    Employers are expected to pay for all the hours completed by the employee. This means that even if there are discrepancies over the salary, the employee must still receive full payment.

    If the employee fails to hand in their timesheet, they are still expected to receive payment for all the hours they worked that period.

    Unfair payment

    Employees should understand how to keep track of their hours. The process shouldn’t be complicated for employees to fill out. Depending on the state will determine how many breaks they have by state law. This could mean that they only clock in the morning and clock out in the evening. Others may ask them to clock in and out at break times as well.

    Ensure that overtime is paid and that you allocated that amount of overtime. Paying too much overtime can eat into your profits. You can make your employee’s hours more specific by requesting the project or target they were working on. Apps such as Connecteam allow you to set up geofencing on the clocking in so that employees can only clock in from the exact location.

    Lose employees timesheets

    Make sure you have saved a copy of your timesheets because you wouldn’t want to lose those files. You need to ensure that where you saved the files is safe and that they are not deletable in a click.

    The fair labor standards act (FLSA) requests that employers keep the salary sheets for around two years. Employers must keep on file minors (under19) birthdates. Each state varies over which information should be kept. Check with your local government for the required rules.

    Connecteam – the No.1 Employee Timekeeping App

    The Fair Labor Standards Act (FLSA) allows employers to choose their tools for employee timekeeping. However, they expect that all records are up to date and are accurate. When you are working with pen and paper, mistakes can easily happen. Hence, employee timekeeping best practices are achievable by digitizing your time tracking

    Connecteam helps you stick to your original budget as you have a clear idea of how the next week, month, or period will look. Therefore, you can track how much overtime you are able to hand out, and so you don’t go over your budgets. Connecteam also assists you in fewer discrepancies when it comes to payroll. You can see how many hours will be completed for the month, so there are no shocks when you hand out paychecks. 

    Image of a timesheet

    You can also wave goodbye to buddy punching and time theft with built-in geofencing. Geofencing uses GPS and makes sure that the user can only clock in from the designated location. Hence, a fellow employee can’t log in for someone else. 

    Employees can clock in and out from a desktop or any mobile device. There is no timesheet to hand in or estimating hours, leaving you with 100% accuracy. Once they clock in, you are notified in real-time, so you don’t need to visit, call, or text to find out if your employee arrived. 

    If you employees are moving while on duty, Connecteam’s live geo-tracking “Breadcrumbs” technology allows for tracking employees’ location while they’re clocked in and on the move, with minimal effect on their battery or data plan. On the employees’ side they clock in and out as usual, while the administrators are able to view their route during the shift over the enlarged map, and even play a video animation that connects all the geostamps together into a single trail. Breadcrumbs track employees’ location while they’re on the clock, whether their app is opened, closed, or running in the background.

    GPS employee time clock app

    When you are working manually, employees also have to record their hours on paper because of human error. Therefore, your employee also benefits from digitizing as they won’t feel that their payslip has errors. They know that once the hours are recorded, it’s accurate. Employees will feel more at ease when payment comes through as they can see their hours. They won’t have any discrepancies over the final payslip.

    Connecteam allows employees to have a full view of their schedule giving them the opportunity to know the number of hours beforehand. With Connecteam you leave open slots where overtime is needed. As your employees have a better understanding of their schedule, they can also choose the overtime that suits them. 

    In addition, geofencing helps employees as they know the exact location where they are scheduled to work. You can even add notes on to the shift, so when your employee arrives they already know what they will be doing. There is no guessing involved. 

    With so many benefits, it’s time to ditch the pen and paper and move to the future of employee timekeeping!

    Connecteam – Move Into the Digital Era!

    Learn More!
    free employee timesheet app
    By continuing to use the website, you consent to the use of cookies. read more