Aside

Hey, NFL fans! Last night, we witnessed Justin Blackmon (Jacksonville wide receiver) blindside an unsuspecting S.A.F.E. security guard during the Jaguars’ loss against the Chargers ((http://nydn.us/GYSzUi). Security, Athletic Facilities & Events (aka S.A.F.E.) Management is one of NOVAtime’s loyal customers, and we want to give a quick shout out to S.A.F.E. and the resilient security guard who got right back up on his feet! Since 2009, S.A.F.E has been utilizing NOVAtime’s timekeeping solutions to conveniently manage its remote workforce, and it has been a pleasure working with them. Learn more about our partnership with S.A.F.E. at http://bit.ly/19py9hc
SEE IT: Justin Blackmon runs over security guard at Jacksonville-Chargers game  – NY Daily News
Working security at an NFL stadium is a thankless job. It’s also a dangerous gig. An unsuspecting rent-a-cop was bowled over by Jacksonville wide receiver Justin Blackmon in the still-winless Jaguars’ 24-6 loss to the Chargers on Sunday.e

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What is Automated Time and Attendance?

While the ramifications of not implementing an easy-to-use time and attendance solution may be clear, the exact definition of “Time and Attendance” remains a mystery for many. In short, time and attendancetypically refers to solutions that collect, monitor, and control employee labor information and expenses.

Manually processing time and attendance data is often error-prone, complicated, time-consuming, and difficult to manage. Also, many companies using manual processes do not keep records of salaried employees’ work hours. Additionally, a common mistake of misclassifying an employee, made by major corporations and small businesses alike, could literally put a company out of business. A time and attendance system automates and tracks this information, enabling organizations to maintain compliance with federal, state, and local labor laws and mandates.

Automated time and attendance systemsutilize various methods of data capture, including mag-stripe badges, barcode badges, HID badges, biometrics (fingerprint, handprint, or facial recognition),mobile applications, or web punches to automatically collect and record employees’ work hours as they clock in and out. Real-time systems upload this information to the main database automatically and immediately, providing users with the most accurate and up-to-date information as soon as transactions occur.

Historically, labor costs are one of the largest expenses a company incurs; yet collecting the related data remains a manual process. Many companies are beginning to realizethe vulnerability of their bottom line when using archaic time and attendance processes, such as manual data collection, which is error-prone, complicated, time-consuming and difficult to manage. Moreover, these factors open organizations to risks for litigation.

By implementing an automated time and attendance system,companies are able to drastically reduce their payroll processing time and costs. With only a few clicks of a computer mouse, companiescan now easily view the number of hours worked by their employees, scheduled hours, overtime, etc., and proactively manage the labor costs.

Cheryl Abrazado of Mililani Golf Club Restaurant, which recently switched from manual timekeeping processes to an automated timekeeping system, says, “The old way of using time cards and calculating each in-out was a four-hour chore. With an automated timekeeping system, it now takes me no more than five minutes to process my payroll. It’s so easy for everyone to use and I love how simple it is to customize my own reports.”

Sherry Shotwell, Account Manager of Ardentwest Senior Living Management in Hemet, California, explains the benefits of choosing NOVAtime as its workforce management solutions provider:“It has cut our payroll preparation time by a substantial amount of time, coming from manual, hand-written timecards to using state-of-the-art biometric fingerprint time clocks and an automated time and attendance/workforce management system.”

Bill Clark, Director of Operations at Blake Real Estate and Affiliated Companies in Washington, D.C., statesthat paper-based methods of time collection involved many hours of manual effort to properly record and allocate time and cost. After implementing the NOVAtime 4000 Time and Attendance / Workforce Management solution, Mr. Clark states, “Blake has cut their total processing time by seventy percent, from approximately 100 hours per pay period to only 30 hours per pay period.” Mr. Clark adds that “every level of the process has been shortened and simplified.”

Because the NOVAtime system significantly reduced the time it would normally take to process payroll, Patricia Camero, who handles the human resource department for Ann Pearl Nursing Facility, says, “From being user-friendly to providing reports that previously were not available to us, the automated time and attendance system we installed through NOVAtime allows us to save hours in overtime, which saves us a significant amount of money.”

 

Finding the Right Balance

With the advancement of technology, the world is moving at a faster pace every day, making it very easy to be technologically outdated. Implementing an efficient-yet-thorough approach to collecting employees’ labor hours, calculating labor costs, and proactively managing human resources is one of the key factors to managing a successful business. Moreover, the proper employee management tools can provide protectionagainst costly labor law fines and damaging lawsuits.

According to studies from the Robert Half Agency and the American Payroll Association (APA), employee “time theft” – when employees clock in/out early or late or take long lunches or breaks – exceeds 10 minutes per day, per employee. The study estimates that manual timecard computation errors can cost 1% to 8% of a company’s annual gross payroll. This information may not be apparent using the honor system, but is definitely visible with the right automated time and attendance system.

Companies need to streamline processes and increase efficiencies to remain competitive. For many companies, having an automated time and attendance system is no longer a luxury, but a necessity. Sohow exactly are automated time and attendance systems impacting a company’s bottom line? The data collected from a time and attendance system is used to control and manage many costs an organization incurs. For example, overtime can be reduced by managing schedules and eliminating time theft, andpowerful reporting and scheduling toolsprovide information to make well-informed and timely decisions.

Whether to save money or time, a powerful automated time and attendance solution can relieve companies of the error-prone tasks involved with labor management. This enables business owners to spend more time focusing ontheir business, rather than working intheir business.The right balance is key to running an efficient and profitable business, regardless of the industry in which a company operates.

Implementing an automated time and attendance system goes beyond simply automating the manual, error-prone process of collecting and calculating timecards – it can profoundly change a company’s culture. NOVAtime asked a clientwhether their investment in an automated time and attendance system was paying off, and the company executive’s answer was a resounding “Yes.” The executive went on to add, “And our parking lot is full – on a Friday afternoon.”

A time and attendance / workforce management system is not just for major corporations. According to Mr. Landegger, Esq., of Landegger, Baron, Lavenant&Ingber,small manufacturing companies, non-profit organizations, dental and medical offices, law firms, accounting firms, and restaurants are easy litigation targets because of historic industry practices not in compliance with the law. He states that the average settlement for a small business is between $20,000 and $60,000. “Attorneys representing employees are willing to litigate the relatively small $20,000 case because of the opportunity to recover attorney’s fees in excess of $100,000. Regretfully, I have had to refer many small employers to bankruptcy counsel.”

For more information, check outanother NOVAtime article:“Automating Workforce Management: Compliance Tools to Protect and Save Your Organization.”(https://novatime.wordpress.com/2013/09/16/automating-workforce-management-compliance-tools-to-protect-and-save-your-organization/).

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About NOVAtime

NOVAtime is headquartered in Diamond Bar, California, and has become the leader in integrating Time and Attendance Management with Human Resource and Payroll systems. Known for its scalable and leading-edge software and hardware technology, NOVAtime has been selected as the preferred Time and Attendance / Workforce Management solution provider by many of the best-managed companies in the world.

For more information about NOVAtime, please visit http://www.novatime.com or call 877-486-6682.

Automating Workforce Management: Compliance Tools to Protect and Save Your Organization

Most company’s today are focus on growing their business.  Many businesses do not protect their organizations well from labor litigation.  There are 2 major kinds of labor related law suits:  one initiated by Department of Labor, and another kind from employees.  Labor related litigation is on the rise and keeping accurate and accessible records on your employees is crucial to protecting your business and bottom line. Most companies today track their employees worked and non-worked hours manually.

 

According to Alfred J Landegger, Esq. of Landegger Baron Lavenant & Ingber, serving businesses in Los Angeles for over 30 years, specializing in representing and counseling management in labor and employment matter, wage and hour litigation including class actions are increasing throughout the country.  “No employer, large or small, is safe from legal claims because the laws are not understood by employers.  The major violations include misclassification of employees as exempt, not paying overtime properly, not recording working hours accurately, and failing to comply with rest and meal period requirements.  Every employer must audit their own practices on an annual basis.”

 

Manually processing this data is error prone, complicated, time consuming and difficult to manage.  Most companies using manual process tend not to keep any records of salary employees’ work hours.  A common mistake of misclassifying an employee, made by many major corporations and small business alike, could literally put a company out of business. 

 

Any organization that has had a lawsuit filed against them by an employee or ex-employee knows producing the necessary information to protect your company is hard to do if the records are not accessible and accurate. The Fair Labor Standards Act (FLSA) does require that employers keep accurate records of hours worked and wages paid to employees.

 

The following is a listing of the basic records that an employer must maintain:

1)         Employee’s full name and social security number.
2)         Address, including zip code.
3)         Birth date, if younger than 19.
4)         Gender and occupation.
5)         Time and day of week when employee’s workweek begins.
6)         Hours worked each day.
7)         Total hours worked each workweek.
8)         Basis on which employee’s wages are Regular hourly pay rate.
9)         Total daily or weekly straight-time earnings.
10)        Total overtime earnings for the workweek.
11)        All additions to or deductions from the employee’s wages.
12)        Total wages paid each pay period.
13)        Date of payment and the pay period covered by the payment.

 

Each employer shall preserve for at least three years payroll records, collective bargaining agreements, sales and purchase records. Records on which wage computations are based should be retained for two years, i.e., time cards and piece work tickets, wage rate tables, work and time schedules, and records of additions to or deductions from wages. These records must be open for inspection by the Department of Labor representatives, who may ask the employer to make extensions, computations, or transcriptions. The records may be kept at the place of employment or in a central records office. 

 

If an employer does not have accurate record of actual hours worked for their non exempt hourly and salaried employees, the employee’s oral testimony and whatever records an employee has are excepted as evidence. Since it is the employers responsibility to record hours worked.  It is up to the employer to prove the employee’s testimony and records are wrong.   Mr. Landegger states:  “Employers that rely on manual methods of recording orders are almost always in violation.  Such employers have significant exposure with little or no defenses.  The statute of limitations is from two to four years and the employer must not only pay what is owed but also, penalties, interest and attorneys fees.  The cost to defend such claims is significant and, therefore, it is usually a better business decision to settle. “

 

The Department of Labor may recover back wages, either administratively or through court action, for the employees that have been underpaid in violation of the law. Violations may result in civil or criminal action.

 

Over the last few years employees had filed a record number of lawsuits against employers trying to collect back wages, claiming they were improperly paid. In cases where the employer could not produce accurate records the employees were awarded millions of dollars in back wages.

 

Implementing a workforce management solution is an investment to protect your company for many years to come. A solution that keeps accurate records and makes the information easily accessible can keep you out of court. 

 

An automated workforce management solution eliminates the error prone task of manually calculating employees worked time. With a few clicks of a mouse employers can accurately produce the records and times that are in question. As well as assisting you with compliance, an automated solution is a tool for managers to proactively monitor their workforce to make sure the company’s pay policies are being enforced fairly and accurately. 

 

It is highly recommended that an employer keeps track of all their employees’ time, exempt and non-exempt.  Supervisor exemptions are not very clear sometimes.  It is always good for employers to keep track of their hours. It’s a difficult burden for employers.  However, using an automated workforce management solution makes time keeping a breeze. 

 

According to studies from the Robert Half Agency and the American Payroll Association (APA), employee “time theft” — when employees clock in/out early or late or take long lunches or breaks — exceeds 10 minutes per day, per employee. The study estimates that manual timecard computation errors can cost 1% to 8% of your annual gross payroll.  You may not know it using the honor system, but the information will definitely be visible if you choose a right time and attendance system.

 

An automated workforce management solution not only makes sure your company is in compliance it can also save your organization thousands of dollars by eliminating the human error factor. Let’s say you use 3% as a cost savings basis and your annual payroll is $1,500,000.00, automating this process using conservative figures an organization can save $45,000.00 over the course of 1 year. Over a five year period this can add an additional $225,000.00 to your bottom line. Most organizations calculate the payback period for implementing an automated workforce management solution to be between 9 and18 months.

 

This doesn’t take into account the ability to proactively manage your overtime and control your labor costs. An automated workforce management solution is one that truly pays for itself in a short amount of time.

 

Not only it will help you control labor costs, it can assist you in rewarding employees that comply with your organizations pay policies and rules. Rewarding employees for perfect attendance and following guidelines can be monitored automatically using a point system module. A point system allows you to assign point values to exceptions, such as arriving late or leaving early and building multiple threshold levels that accurately track the employees’ trends in regards to following your company policy.

 

A workforce management solution from NOVAtime is a tool many organizations have implemented to streamline processes and control labor costs.  With a broad range of data collection devices and software applications a new level of efficiency can be achieved whether you have a few employees or thousands, one location or several, NOVAtime has a scalable solution to meet your needs.

 

Some of the data collection options available today include: biometric devices, portable bar code scanners, badge terminals and web based applications. Biometric devices eliminate the risk of employees clocking in and out for each other. Portable bar code scanners can be used on the shop floor to collect necessary data for job costing, labor distribution or even piecework. Palm-PDA devices support your mobile workforce. Web based applications allow you to collect information from workstations around the world.

 

The data collected from a time and attendance system is used to control many costs an organization incurs.  Overtime can be reduced by managing schedules and eliminating time theft.  Powerful reporting and scheduling give you timely information to make well-informed decisions.  

 

Whether to save money or time, a good time and attendance solution can relieve you of the error prone tasks involved with labor management. This way you can spend more time focusing on your business, rather than working in your business.  Getting the balance right is key to running an efficient and profitable business, no matter what industry your company operates in. 

 

A workforce management system is not just for major corporations.  According to Mr. Landegger, small manufacturing companies, non-profits organizations, dental and medical offices, law firms accounting firms and restaurants are easy targets because of historic industry practice not in compliance with the law.  He states that the average settlement is between $20,000 and $60,000 for a small business.  “Attorneys representing employees  are willing to litigate the small $20,000 case because of the opportunity to recover attorneys fees in excess of $100,000.  Regretfully, I have had to refer many small employers to bankruptcy counsel. “

 

One of the most important things in evaluating a time and attendance management solution is to make sure it can grow with your company.  Ask questions.  Even though the solution is provided by the same company, you may be surprised to find out one version is acquired from one vendor and another version is acquired from another vendor, and they don’t really integrate nor upgrade well.  You may have to retrain your staff, re-enter your data and lose all the custom programming changes and history data.  Look for a solution that will fit your company’s challenging needs and grow with your company. 

 

 

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About NOVAtime

NOVAtime is headquartered in Diamond Bar, California, and has become the leader in integrating Time and Attendance Management with Human Resource and Payroll systems. Known for its scalable and leading-edge software and hardware technology, NOVAtime has been selected as the preferred Time and Attendance / Workforce Management solution provider by many of the best-managed companies in the world.

 

For more information about NOVAtime, please visit www.novatime.com or call 877-486-6682. 

Employee self service

NOVAtime Technology, Inc. (http://www.novatime.com) is a technology-driven company and leading provider of enterprise Time and Attendance/Workforce Management solutions. Besides remaining on the cutting-edge of Workforce Management technology and providing robust features and functionality through its true software-as-a-service (SaaS) timekeeping web solution, NOVAtime has extended its solution to mobile devices since late 2011.

 

NOVAtime’s Native Mobile Applications are available for Apple iOS and Android platforms, presenting a great solution for mobile and remote employees. The iPhone®, iPad®, and Android™ smartphone and tablet devices already offer friendly user interfaces and intuitive apps. Now, these tools become even more productive—employees can enter time and supervisors can manage their workforce—by simply downloading the NOVAtime app! This is an ideal solution for construction businesses, housekeeping services, home health care, and other mobile businesses with small numbers of employees working remotely in various locations. These apps’ intuitive design, powerful timekeeping, and self-service capabilities that enable employees to view their timesheet, work schedules, and accrual hours, make it easier for companies to track labor hours and better manage their mobile employees.

 

 

NOVAtimeLive™, recently released at the Microsoft Store in late August, is NOVAtime’s newest mobile app that brings the powerful NOVAtime 4000 Workforce Management solution to the Microsoft Surface tablets and other Windows 8 platform devices for supervisors and system administrators!

 

 

 

NOVAtime is not just a technology-driven company focused on time and attendance, timekeeping, time tracking, and workforce management. Did you know that NOVAtime Technology, Inc. is also a proud humanitarian company? In addition to contributing to business efficiency to help companies better manage their workforce, NOVAtime contributes to community recovery and development by donating to disaster relief funds and local schools. As a gesture of its gratitude, NOVAtime continues to offer aid to the community that has enabled NOVAtime to grow to what it is today. NOVAtime would like to thank all of its customers and partners for their loyal business and support!