For business owners, maintaining accurate records of time cards and payroll records for employees is crucial. In today’s work environment, where employees may switch roles or move between departments, keeping track of their work hours is essential for ensuring precise payroll calculations. Moreover, federal regulations mandate businesses to maintain such records.
In this article, learn the importance of tracking employee time, explore how long you should retain time cards, and discuss five popular time tracking software for streamlined operations.
What is a time card and how does it work?
A time card is a tool for keeping track of employees’ work hours by recording when they start and end their shifts. It can be a physical card, a device, or a component of a software program.
Businesses use time cards to monitor employees’ working hours, which are then integrated into timesheets for payroll processing and workforce management. This is especially significant for businesses with hourly workers, helping them monitor attendance, calculate hours worked, and supervise their personnel more effectively.
Time cards have been a staple in various industries like construction, manufacturing, retail, and hospitality for many years. They function by recording when employees clock in and out, as well as any breaks they take during their shifts.
The data collected by time cards is used to calculate payroll, track weekly working hours, and identify any absences. Additionally, it guarantees that workers follow their schedules and take required breaks.
Employers often use attendance management software or payroll management software to streamline the time card tracking process and efficiently manage their workforce.
How long should employers keep payroll records
Employers are required to maintain payroll records for a specified period as mandated by the Fair Labor Standards Act (FLSA). This promotes adherence to legal obligations and promotes efficient corporate operations. Maintaining accurate records is crucial to safeguarding the interests of employers and employees.
Examples of payroll records:
- Workweek start and end dates
- Total wages paid annually
- Various tax forms (e.g., W2, W3, W4)
- Social Security numbers
- Names of employees
- Pay rates
- Overtime hours
- Paid time off (PTO)
- Benefits information
- Daily and weekly work hours
Maintaining accurate payroll records helps businesses avoid legal disputes and ensures consistency in tax filings and financial documentation. It provides a reliable framework for managing taxes, financial statements, and other accounting processes. Employers often employ attendance management software or payroll management software for better record-keeping and to be in check of compliance with regulatory requirements.
What about timekeeping and records for time worked
When it comes to managing timekeeping and records for time worked, employers must adhere to regulations outlined by the Fair Labor Standards Act (FLSA). This involves retaining essential records, such as time cards and work schedules, for a specified duration, typically two years. Ensuring accurate timekeeping is crucial for payroll accuracy and budgeting.
Employers have flexibility in how they track time worked, as long as the method is thorough and precise. This can include traditional handwritten timesheets or modern solutions like employee time clock systems. Effective timekeeping helps prevent payroll errors, which can be costly for businesses both in terms of financial penalties and the resources required to rectify mistakes.
For example, a comprehensive time card should include details such as the employee’s name, dates worked, hours logged each day, and any breaks taken. By maintaining accurate time records, employers can streamline payroll processes and mitigate the risk of compliance issues. Utilizing attendance management software or payroll management software can further enhance timekeeping accuracy and ensure adherence to regulatory requirements.
5 popular time tracking systems
1. SINC
When it comes to managing employee time efficiently, SINC emerges as a reliable solution. This employee time clock app offers easy-to-use staff location and time tracking software for both employees and managers. SINC Workforce is a cloud-based platform designed to streamline workforce management, allowing organizations to track job productivity across mobile workforces. With features like timekeeping,offline access, task templates and job status tracking, SINC Workforce provides comprehensive functionality to meet the needs of modern businesses. Managers may use mobile applications to effortlessly handle clock-ins and clock-outs and monitor time as well as location during on-site projects, and workers can simply handle workforce activities through a digital audit trail that complies with labor laws. Moreover, SINC Workforce integrates with Xero payroll to simplify payroll processing for businesses.
Customers
- Freelancers
- Small businesses
- Mid size businesses
- Large enterprises
Compatible
- Web
- Android
- iPhone/iPad
Pricing
- Free: $0/month for up to 3 users
- Starter: $24.99/month for up to 7 users
- Growth: $49.99/month for up to 30 users
- Enterprise: $99.99/month for up to 100 users
Free plan: Available
Free trial: Available
2. OnTheClock
When it comes to managing employee time effectively, businesses often seek reliable time tracking systems to streamline their operations. One such solution is OnTheClock.com, a cloud-based employee time clock app that offers integration with various payroll providers. OnTheClock.com enables users to schedule employee shifts, calculate hours worked, track time off, and supports multiple clock-in options, including mobile apps and fingerprint scanners. Additionally, the system allows users to set up clocking-in rules, manage paid time off accrual, and track vacations and sick days.
Customers
- Freelancers
- Small businesses
- Mid size businesses
- Large enterprises
Compatible
- Web
- Android
- iPhone/iPad
Pricing
- For up to 2 employees, OnTheClock.com is free.
- 3 – 10 employees: $3.00 per employee, per month
- 11 – 25 employees: $2.95 per employee, per month
- 26 – 50 employees: $2.90 per employee, per month
- 51 – 100 employees: $2.85 per employee, per month
- 101 – 200 employees: $2.80 per employee, per month
- 201 – 300 employees: $2.75 per employee, per month
- 301 – 400 employees: $2.70 per employee, per month
Free plan: Available
Free trial: Available
3. Aussie Time Sheets Workforce TNA
Aussie Time Sheets Workforce TNA stands out as a comprehensive solution for businesses seeking efficient time tracking and leave management. This cloud-based platform offers seamless integration with payroll, accounting, and HR systems, providing users with a centralized hub for tracking employee working hours, vacation days, leave requests and sick pay. The employer dashboard provides real-time insights into attendance, leave balances, hours worked and clock-in/out times for each employee. Moreover, pay raises, bonuses, and accruals can be automatically calculated and implemented through the platform. With various time-clock device integrations, including fingerprints, face recognition, and card proximity, employees can easily clock in and out, with data synced to the platform for reporting and analysis. Aussie Time Sheets Workforce TNA also offers integration with popular accounting, attendance management software, Payroll Management Software, and HR platforms.
Customers
- Freelancers
- Small businesses
- Mid size businesses
- Large enterprises
Compatible
- Web
- Android
- iPhone/iPad
Pricing
- Price On Request
Free plan: Available
Free trial: Available
4. TimeClock Plus
When it comes to managing employee time effectively, TimeClock Plus emerges as a dependable solution. This cloud-based time tracking system offers convenient access and approval of employee hours from any location and device. TimeClock Plus integrates with major Payroll Management software providers, as well as popular attendance management software.
TimeClock Plus simplifies time and attendance management for both public and private organizations. It provides essential tools such as timesheet approvals, labor tracking, attendance policy management, and leave request management. With its intuitive employee time clock feature, users can easily monitor hours worked, breaks, and leave status at a glance. The platform’s time-tracking capabilities allow for seamless access and approval of all employee hours from a single platform, facilitating efficient oversight of employee overtime.
Moreover, TimeClock Plus offers automated leave and absence management, enabling users to handle time-off requests online efficiently. The platform provides various views for leave schedules, including calendar and list formats, with filtering options by employee or leave type. Additionally, messaging tools notify employees promptly via text messages, mobile applications, or e-mail about the status of their time-off requests. The automated scheduling feature empowers employees to manage their schedules and shift swaps within the organization’s established rules.
Customers
- Small businesses
- Mid size businesses
- Large enterprises
Compatible
- Web
- Android
- iPhone/iPad
Pricing
- Price On Request
Free plan: Available
Free trial: Available
5. ClockShark
ClockShark is a user-friendly solution tailored for local construction, field service, and franchises. This software meets the demands of mobile workers by streamlining the payroll, time tracking, and scheduling procedures. With integration with popular platforms, ClockShark ensures smooth payroll management. Offering a hassle-free experience, ClockShark empowers businesses to run payroll quickly and accurately while gaining insights into job costs.
Customers
- Small businesses
- Mid size businesses
- Large enterprises
Compatible
- Web
- Android
- iPhone/iPad
Pricing
- $5/month per user + $25 per month base fee
- $8/month per user + $45 per month base fee (additional features available)
Free plan: Available
Free trial: Available
Conclusion
To manage time cards and payroll records, it’s crucial for employers to choose efficient systems that simplify their operations and ensure compliance with regulations. Each of the five popular time tracking systems covered in this article have special features and benefits designed to meet the various demands of businesses. From SINC’s easy-to-use staff location and time tracking software to Aussie Time Sheets Workforce TNA’s comprehensive solution for time tracking and leave management, these platforms provide essential tools for monitoring employee attendance, calculating hours worked, and managing payroll efficiently. TimeClock Plus and OnTheClock offer cloud-based solutions with integration with payroll providers, while ClockShark simplifies scheduling and payroll processes for local construction and field service businesses. By employing these attendance management software solutions, employers can navigate payroll compliance with ease while ensuring accurate record-keeping and efficient workforce management.