One of the biggest challenges facing HR is to ensure that clocking records are updated at all times. The most common problem is missing clocks as employees are either forgetting to clock or are attempting to bypass the system by not clocking. This leaves an incomplete time record.
It is important that the omission is rectified as soon as possible, preferably the next day when the problem remains fresh and to avoid guesswork by the worker’s supervisor or senior responsible for collating the attendance data for company departments and branches. This ensures accurate input information for payroll.
Aptly named Enforcer, ERS Biometrics has added a new module to its Internet-based time and attendance system that sends out regular prompts via e-mail to designated managers to edit and update the records with the missing information.
The system checks all records of the previous workday. If employees failed to clock out, the system requests completion of any missing clocks and stipulates a time deadline for response. If no action is forthcoming, the query is escalated by e-mail to another manager and again, if the time expires, to the next designated official. An example is from branch manager to regional manager to the group HR manager.
The respondent has the option of editing the missing starting time or missing ending time with an explanatory comment, or if no clocks are recorded, the absentee reason can be selected. If the reason for no clocking is that the employee has taken leave, this is automatically updated in the clocking system, provided the information was entered a day before the leave commenced.
For more information contact ERS Biometrics, +27 (0)86 112 3438, [email protected], www.ersbiometrics.co.za
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