Auditing Your Employees’ Time Cards
Allowing employees to easily record their hours is only the first step to efficient time card software. Making use of that data is the true benefit, but the old saying garbage in, garbage out is particularly applicable when it comes to time cards. How can you be sure the data you start with is accurate…and stays that way? TimeClick’s powerful audit features will give you the tools to maintain the integrity of your time records.
Who will have permission?
The Administrator has full control to add and modify employee records, run reports, and modify or add times. A business may have multiple Administrators who share that password. TimeClick® also has Level 2 Administrators and Department Supervisors. Under the default settings, they may run reports only. They may never add new employees or edit employee profiles, but the primary Administrator may alter the settings and permit them to modify times.
Modified Records Reports
One of the most valuable audit tools for in TimeClick® is the Modified Records Report. Administrators can specify a date range and view or print a report with every added, deleted, and modified record. It will display the employee name, the original status (clock in or out), what the action was changed to, which administrator made that change, when it was modified, and even the exact terminal it was modified from. Of course, these audit records cannot be hidden or deleted, and leave a trail of breadcrumbs even if the administrative password were to become compromised. If these changes have been made from an unauthorized location or, as the Administrator, you don’t remember modifying them yourself; you then have a paper trail that shows when and where these changes occurred.
Below is a sample report with additions, deletions, and modifications to multiple employee time records. The change that was made is underlined in red. You’ll also notice the administrator who made the modification is underlined in green, computer name where the modification was made is blue, and the time of the change took place is purple.
Manual Entries Report
When an employee logs in to TimeClick®, the software automatically defaults to the next expected action—clock in if they are clocked out, and clock out if they are clocked in. In the inevitable event an employee forgets to clock in or out, the main administrator may choose to allow employees to correct their own mistakes, using the out of sequence correction feature. By enabling this feature, an employee is allowed to add their forgotten clock in or out time. However, the employee can only add their most recent clock in or out.
For example if the employee forgot to clock out last night and then come in the next morning, they will still be clocked in from the previous day. If the employee tries to clock in again, it will require the employee to manually enter the clock out time from yesterday. This feature could be misused, so an audit tool is required to monitor the use of this feature. The Manual Entries Report displays the original and modified records, who modified them, the location and time of the changes, and a message field where employees are required to clarify why the manual entry was required. This feature can be disabled, in which case an employee would have to contact the Administrator directly to have any errors corrected.
Here is an example of employee-corrected records in the Manual Entry Report, with the date/ time the entry was made in underlined in green, date/time that was added in red, and the required message field in blue.
Computer Name Log
Having TimeClick® installed across your entire network has many advantages, but the issue of “buddy punching” can arise. This is the unauthorized practice of one employee clocking another in or out. Unattended punch clocks have always been particularly susceptible to this form of manipulation. ID cards and passwords add a layer of security, but even then it is helpful to have more tools at your disposal. TimeClick has an audit report, the Computer Name Log, which allows you see on which computer each clock action took place. With this report, not only will you know when employees come and go, but exactly which computer they are using, and if that’s authorized. The computer name log can help larger companies find employee locations when necessary.
This Computer Name Log shows the computer where each action took place, underlined in red.
Tips for using audit and other security features
- Inform employees that TimeClick® keeps an audit record. A little knowledge can prevent issues before they become problems.
- Sync TimeClick® work stations to the server. By closing off weak points in system, you remove temptation and reaffirm the security of the system to all the employees.
- Assign Supervisors to separate departments to split the responsibility.
- Use the Audit Tools available to the Administrator as described above.
Auditing employee time cards is a crucial part of accurate and efficient time tracking. TimeClick’s Modified Records Report, Manual Entries Report, and Computer Name Log help your business maintain the integrity of that process.
“Our office of 70 employees was in need of a way to accurately account for our employees’ time and attendance. TimeClick provided the answer! The Reports feature has replaced our time sheets and streamlined our payroll process. The Administrative controls allow supervisors to monitor their respective areas appropriately in addition to providing one place for employee data. TimeClick is easy to install, very user-friendly, and their customer service is unsurpassed.”
Learn more about TimeClick’s powerful features by clicking on the Learn More button below.