At HFX Time and Attendance is what we do. We’ve all heard our HR teams talk about T&A (Time & Attendance) but what is it?
What are Time and Attendance systems?
Time and Attendance systems (known as T&A) are the systems that used by companies and HR teams to track and monitor when employees start and stop work and record any absences in order to reflect the relevant adjustments in the employees’ payroll. More complex Time and Attendance systems will include additional features such as Rostering, and Visitor Registration.
Why are they important?
Companies that have Time and Attendance systems can monitor their employees’ working hours as well as any late arrivals or early departures. Employers are also able to see the amount of time taken on breaks as well as levels of absenteeism.
Employees also often like to have a system recording what they are really working as this provides complete transparency for their bosses and the HR department and creates a fairer working environment.
One key element of Time and Attendance is its integration with roll call and providing a Muster report. In the event of a fire alarm evacuation, the Time and Attendance system is able to provide a print out of all the employees on site, enabling an up to date count ensuring everyone is out of the building.
The benefit to businesses
There are many benefits that business can experience following the implementation of a Time and Attendance system these include:
- Integration with the payroll system thereby avoiding manual input removes errors and ensures an accurate and timely payroll
- Can be used to ensure compliance with labour regulations regarding proof of attendance
- Provide employees with structure – once implemented, employees will know exactly when they must turn up by and when they are able to leave, with lateness and good timekeepers being able to be recognised with trackable data, eliminating any disputes regarding if employees were on time or not.
- Holiday planning – depending on the Time and Attendance system in place, requested holidays can be recorded enabling management to plan around them in advance
- Lightens administrative workloads – a Time and Attendance system eliminates the need for manual clocking-in cards. Therefore, there is no longer the need for HR employees to spend hours poring over figures and manually inputting the times as the data is collected automatically when employees clock in/out. The result is a more streamlined, error free process.
- Ensure regulatory compliance – if your organisation must adhere to industry specific regulations and ensure GDPR, Time and Attendance systems are able to be configured to organisations’ requirements creating alerts against any compliance issues while aiding with current GDPR compliance.
Ultimately implementing a Time and Attendance system allows businesses to control labour costs, reduce over payments that are caused by paying employees for time that they are not working, and eliminates the human error associated with the manual input of employee’s time.
Traditional Manual Systems…and Excel
Traditional manual systems involved paper cards which have times stamped on them using a time stamping machine. Due to the design of these paper time cards, HR were still required to input the times in which employees worked and as a result, errors could be made with the misinterpretation or wrong input of data.
While times have moved on and technology is ever present in the workplace, the manual input of employees’ times still occurs, only now with everyone’s friend Microsoft excel. Although Excel can rule out errors of mis-calculated time worked for payroll. It does not rule out the potential of inputting incorrect information.
Automated systems that can capture and collect such data which is then fed straight into payroll with an interface are able to remove the possibility of these errors occurring.
As technology has developed, so have the ways in which organisations can capture and collect their employees’ working hours.
Modern time and attendance systems require employees to touch or swipe in order to identify themselves and record their working hours as they enter or leave the work area.
While swipe cards are still common in many businesses and offer multiple uses, options for bio-metric (hand reader, fingerprint, vein reader or facial recognition) and touch screen devices have continued to enter the market, providing different options to best suit the organisation’s needs.
At HFX Time and Attendance is what we do and what we specialise in, the reason why we have become market leaders.
Founded over 45 years ago and with over 1,500 customers, HFX has a proven history of developing innovative time management solutions. The latest generation of Saas Cloud solutions are highly customisable and can be configured to meet exact requirements, can support unlimited numbers of work patterns and provide seamless integration with all major HR and payroll systems.
Our solution comprises Time & Attendance, Rostering, Flexitime, Workforce Optimisation, Budgeting & Costing, Job & Task Booking, Access control and Visitors’ Registration and fits organisations of all sizes and sectors including manufacturing, public sector, services industry, leisure, construction, retail, contract cleaning, recruitment, logistics and hospitality.
We provided a range of devices from Card, RFID or Fob readers through to finger print readers and hand recognition or even mobile apps and QR codes, in order to provide our customers with the best option for them and their needs.
To find out more about our solutions contacts us at firstname.lastname@example.org or drop us a call on 03333447872