ABOUT TIME

MOBILE RESOURCE MANAGEMENT

PAYROLL TIME COLLECTION AND MANAGEMENT

Paper timesheets burden everyone in the payroll process. Field workers often forget to complete timecards, and when they finally do so it’s often with little regard for accuracy or consistency. Foremen and other personnel spend hours collecting and reviewing timecards, and Project Managers spend even more time attributing labor hours to the right projects and cost codes. Often timecards are manually entered into Excel Spreadsheets which alleviates, only a few of these problems. Once received, the Office Payroll team has to gather and read incomplete, illegible timecards and enter them into the accounting software, or provide the information to an outside Payroll service. There are few controls to ensure that hours are properly coded to the proper jobs and cost-codes, that employees were where they say they were for the number of hours that they say they worked, and that the hours actually worked are equal to the hours they’re being paid for.
Now that virtually all of your employees own and can operate a “smartphone,” capturing and recording time worked on the job has never been simpler. Just by keying in a short employee code into the AboutTime app installed on any smartphone or internet-capable device, the following steps take place:
  1. The telephone can (optionally) take a picture of the employee to prevent “buddy punching.”
  2. The employee is presented with a list of the available jobs in your database, and can then choose the proper job and press the “clock-in” button. The GPS coordinates are automatically recorded, and compared to the coordinates associated with the job address in the database.
  3. At the end of the shift, the employee can then use the same process to “clock-out,” and the hours worked are then automatically recorded on the Office Server.
  4. Travel, “per diem” and other expenses can be added to the time collected, as well as photo’s, receipts or other documents, and notes documenting conditions and work performed that day.

For companies that employ supervisors or foremen to manage their employees’ time, an entire crew can be “clocked in” to a job with just a few clicks instead of having employees clock-in individually using their smartphone. In addition to smartphones, notebooks, tablets and laptops can be used to capture the time, and a “live” internet connection is not required on the job site.

On a daily basis the time captured on the job site is transmitted back to the office. In the office, using the easy-to-use Control Center application linked to your database, office employees can make adjustments to the time collected, and have the time reviewed and approved. Once the time has been checked and approved, the Control Center creates a file which can be imported into a Payroll timecard batch, or uploaded to Payroll providers like Paychex, ADP, etc.

For a typical construction company, reducing labor costs by 5 percent can actually double the net profit on a given job. Better tracking, reporting and management of time worked in the field, and more efficient use of hours worked in the office, can bring significant increases to your bottom line.

 

Download PDF
Request Demo

CONTACT US

Contact Info

D. Miller Associates
5720-C Deale-Churchton Road
Deale, MD 20751

(301) 261-5989
(800) 895-1698
(410) 867-4170
Send us a message