Learn more about our time and labor solutions (TLM) as well as our flagship timeclock; the Kronos InTouch. We also talk about the importance of record-keeping and how we can help you stay compliant with the new Michigan Paid Sick Leave Law. Make sure to stay tuned after the video for some funny outtakes!
Eric Jones: Welcome everybody to this month’s Insight Beyond Payroll. My name’s Eric Jones. This is …
Chilah Weller: Chilah Weller.
Eric Jones: And we are two of the owners of Workforce PayHub, a leading human capital management company located in Adrian, Michigan.
Chilah Weller: This month, we’re gonna be talking about all of the time and labor options for our clients that we offer.
Eric Jones: And in particular, we’re gonna talk about how these time and labor options effect the new Michigan and Medical Act that takes effect on March 29th that was passed last year by Governor Rick Schneider.
Chilah Weller: So Eric, let’s talk a little bit about some of the problems that we see with our clients and why it would be useful for them to implement a Time and Attendance Module?
Eric Jones: So it’s very important, especially with a new law, that the responsibility now is put on the employer to make sure that they’re giving employees adequate access to the time off, for whatever reason medically necessary. So the burden of proof is now on the employer not the employee when they take time off. So it’s very important that you have good records so that when you get audited or if you get audited, you can go back to those records for up to six years in most cases.
Chilah Weller: So we offer a plethora of options. One of those options includes an actual physical time clock. So this is the InTouch, it is the Kronos Flag-Ship Time Clock that completely automates the time and attendance and helps it flow right in to the payroll module.
Eric Jones: So some of the functionality to that, that employees can use, it’s a touch screen. It’s basically an android tablet. They can request time off. They can view punches, view their schedules, submit their time sheet, submit time off requests. Many of the items that you can do online you can also do at the clock. This is very useful for those types of situations where you don’t have a computer for each employee. Instead of having a dedicated computer maybe in the hallway, you could just use a time clock, which can handle everything.
Chilah Weller: So one of the options of actually punching in and out of this would be using an HID card and you can also put a physical code in as well, if you didn’t want to purchase those HID cards.
Eric Jones: And if you’re concerned with buddy punching, which is the act of one employee giving their code to another employee, so, “Hey, I’m running 15 minutes late. Punch me in?” We also have the ability up here to do a fingerprint scanner so that you physically have to be present in order to clock in.
Chilah Weller: So not all organizations need a physical time clock so we also offer a web clock and that’s basically a URL that will either sit on your desktop, on an iPad, and we also have our mobile app where you can easily punch in and punch out for the day. In addition to that we also have the option for employees to manually type in their time on a time sheet and that will still be submitted to their manager.
Eric Jones: And that could be used for salary except employees where you really don’t need them live punching in, punching out but at the end of the pay period, for Department of Labor audits, it’s very good to have the employee actually say, “I was here from this time to this time.” Now whether you have lunch calculations that automatically need to come up, perhaps you round your time to the nearest 15 minutes or six minutes, we have that functionality. And what’s really cool is you get to see the raw punch and that calculated punch at the same time so that employee can always monitor their time sheet throughout the pay period.
Chilah Weller: We’re really putting the employee in the driver seat, allowing them to be accountable for their own time and then allowing an automated work flow process for the managers to review and approve those time sheet and then again that process will automatically flow through to payroll.
Eric Jones: And as Chilah mentioned earlier about our mobile app, what’s also very cool is you may have employees that go on site or off site frequently, to clients or maybe different events, our mobile app also has what we call geo fencing, so we can actually take the longitude and latitude of each punch and basically put it on Google Map and you can actually see for a period of time. Maybe you’re concerned with an employee, “Oh, the client says that they were not there at this time but I see the punch.” You can pull up this map and say, “Hey, why were you punched in at your house and not at the client’s location?” So we’ve had a couple of clients actually recently come to us and need to use that for the burden of proof to terminate an employee, unfortunately.
Chilah Weller: So along with clocking in and out, the Time and Attendance Module will also allow for time off and leave requests. So when the employee wants to request time off, they’re gonna go ahead and request that. Once that’s approved by their manager, that’s gonna be automatically added to their time sheet. So there’s no manual entry from requesting time off from a physical sheet, which then has to be manually entered in and then manually approved. So we are really automating that entire process.
Eric Jones: And when you use us for your time and labor and your payroll, it is one system. So the same log in that an employee uses to clock in, clock out, request time off, is the same log in an employees gonna use to view their pay stub, view their W2, be it their 1095 if it’s applicable. It’s a really nice all in one solution and when you have to bring the time from the time system over into payroll, it is simply a click of a button.
Chilah Weller: Absolutely. And then the final piece of Time and Attendance is we can enable out of pocket reimbursements. So when the employee travels, has mileage, gas, he or she can own that process, put their reimbursement in the time sheet and can have that, again, flow right through, approval by the manager and then that’s gonna be automatically added to a pay statement as a non-taxable reimbursement.
Eric Jones: And what’s also nice about those reimbursements is they can also take their smartphone, snap a picture of the receipt and upload that to the time sheet as well. So you have a fully auditable reimbursement section right on the time sheet, which includes the line items by day, they can put a note why they had to do that, maybe they were meeting with Client XYZ, as well as the upload for that hotel, the meal receipts, what have you.
Chilah Weller: I really think that the Time and Attendance Module allows for efficiency within an organization so talk a little bit, Eric, about a client where we’ve significantly reduced the amount of time it takes them to process payroll.
Eric Jones: So we’re the process actually of converting over a new client from in house processing. They were taking two and three days every two weeks to process payroll. This included manually getting physical time sheets from all of the employees, making sure that the managers had their signature on them, totaling up all of the time sheets, putting them into an Excel spreadsheet, having a second person double check the math and then finally entering it into their payroll system manually and again double checking that spreadsheet versus what was entered. So this two to three process, we haven’t gone live with them yet, but we are anticipating from two to three days of processing between managers, employees and the actual payroll processor, this whole process should be able to get done in less than an hour.
Chilah Weller: That’s a huge, huge change. I think it’s important when you’re looking at switching your system and implementing a full human capital management system, looking at that and how it’s really gonna allow for efficiencies within the organization, from time keeping, from an HR perspective and then of course from the payroll perspective. What’s the highest and best use of your managers’ and employees’ time? It’s it manually jotting down time? Manually requesting time off on a time sheet? Or is it really automating it, putting the employees in the driver’s seat that going to work best for your organization?
Eric Jones: Absolutely, Chilah. So if this is something that interests you or you need more information about the new Medical Leave Act of 2018, please contact us at (517) 759-4026 or you can email us at firstname.lastname@example.org.
Chilah Weller: Thank you for tuning in.
Eric Jones: Bye.
Chilah Weller: This edition, we will be … Shoot, I didn’t introduce. Hi everyone. Stop. Hi everyone, welcome back to this-
Eric Jones: You have to start over again. My eyes were closed.
Chilah Weller: Okay. Hi everyone. Welcome … Eric.
Eric Jones: I didn’t do anything.
Chilah Weller: I want to do this. Okay.
Eric Jones: Welcome everybody to this week’s …
Chilah Weller: This month’s.