In an HRIS (Human Resource Information System), timekeeping refers to the process of recording and tracking employee work hours, attendance, breaks, overtime, and any other time-related data. This is a crucial step in generating timesheets, which are used for payroll processing, performance evaluations, and compliance reporting. Automating timekeeping in an HRIS system streamlines the process, reduces errors, and ensures that all data is accurately captured.
Key Function:
- Employee Clock-In/Clock-Out System
- Methods for Tracking Time:
- Physical Time Clocks: Employees use physical devices (e.g., punch clocks, biometric scanners) to clock in and out.
- Web-Based Time Entry: Employees log their work hours manually via the HRIS portal or mobile app. This may include entering the start and end times for each workday, along with breaks.
- Automated Clock-In/Clock-Out: In some HRIS systems, employees' work hours may be automatically recorded based on their scheduled hours or the time they log into specific work systems (such as project management tools).
- Geolocation-Based Tracking: For remote employees or field staff, some HRIS systems allow clocking in/out based on the location to ensure they are working in the authorized area.
- Time Entry and Modifications
- Regular Hours: Employees record their regular working hours, typically with a simple start time and end time.
- Overtime: Employees may also log overtime hours, which can be subject to different pay rates. The HRIS can automatically identify any time worked beyond the standard workweek and apply appropriate overtime rules.
- Breaks: Employees track any break periods (e.g., lunch, rest breaks), and these may be deducted from total working hours automatically by the system.
- Leave Requests: Employees can also submit leave requests (e.g., sick leave, vacation) through the HRIS, which will be included in their timesheets. If the employee is on leave during a scheduled workday, it will be reflected in the timesheet accordingly.
- Manual Adjustments: In some cases, employees or managers can modify their time entries to correct any errors (e.g., missed punches or incorrectly entered hours).
- Time Approval Workflow
- Supervisor/Manager Approval: After the employee enters their hours, the timesheet typically goes through an approval workflow where the supervisor or manager reviews the entries for accuracy. They check:
- If the hours worked match the employee's schedule.
- Whether any overtime, leaves, or absences are properly recorded.
- If any adjustments or corrections are needed.
- Manager’s Role: The supervisor can approve or reject time entries and ask employees for clarification or modifications if discrepancies are found.
- Employee Notifications: Employees may receive notifications about approval or rejection status, and any necessary corrections can be made promptly.
- Automated Calculations
- Total Hours: The HRIS automatically calculates total hours worked for each day, week, or pay period based on the time entries.
- Overtime: If overtime is applicable, the system will calculate the extra hours worked beyond the standard work hours and apply the appropriate overtime rate (e.g., time-and-a-half or double-time).
- Breaks and Deductions: The system will also deduct scheduled or unscheduled breaks from the total work hours, according to company policy.
- Leave Balance: The HRIS keeps track of employees' leave balances and deducts leave hours from the total if the employee was absent.
- Timesheet Generation
- Automated Timesheet Creation: After time entries are approved, the HRIS generates the timesheet automatically. This includes a breakdown of:
- Regular hours worked.
- Overtime hours (if applicable).
- Breaks and deductions.
- Leave taken (sick, vacation, personal leave, etc.).
- Total hours worked during the pay period.
- Timesheet Format: Timesheets are usually available in a standard format, such as a PDF or an online report, which can be easily printed or exported.
- Review and Corrections
- Employee Review: Employees may be able to review their timesheet before final approval or payroll processing to ensure that everything looks accurate. This includes checking the correct number of worked hours, breaks, overtime, and leave.
- Correcting Errors: If an employee notices an error, they can typically submit a request for correction to their manager, who will approve the changes.
- Final Approval and Export
- Final Manager Approval: Once everything is reviewed and corrected, the supervisor or manager gives the final approval for the timesheet.
- Export to Payroll: The finalized timesheet is exported to the payroll system for payroll processing. This data is used to calculate employee compensation based on the hours worked and pay rates.
- Timesheet Storage and Access
- Archiving: After payroll is processed, timesheets are archived in the HRIS for future reference and compliance. Employees, managers, and HR personnel can typically access historical timesheets as needed.
- Employee Access: Employees can log into the HRIS to view and download their own timesheets, making it easier for them to track hours worked and verify payment accuracy.
Benefits:
- Accuracy: Reduces manual errors and ensures hours worked are accurately captured.
- Efficiency: Time entries are automatically calculated, reducing administrative burden for HR and managers.
- Compliance: Ensures compliance with labor laws and regulations, such as overtime pay and leave tracking.
- Transparency: Employees can access their timesheets and leave balances in real time.
- Real-time Data: Provides real-time visibility into time worked, absences, and overtime, making it easier to adjust schedules or handle discrepancies before they affect payroll.
Conclusion:
Automating the timekeeping process and generating timesheets through an HRIS system streamlines the way time is tracked and reported, providing both employers and employees with transparency, accuracy, and efficiency. The automation ensures compliance with labor laws, reduces administrative effort, and helps with real-time decision-making regarding payroll, attendance, and staffing.