Time and attendance management
Time and attendance management for business growth

Implementing a time tracking solution in your business can have quantifiable gains in your company. This includes cost savings, eliminating inefficiencies and eliminating duplication of effort. As a result, this can have a major impact on your company’s budget. As such it can increase the ease of employee management affecting your business growth. The task of time and attendance management of employees using manual systems can be cumbersome. Businesses that are still using manual time tracking and attendance management solutions, are still likely experiencing low productivity. Also, coupled with costs that can be mitigated by use of automation.

Limitations of manual time and attendance tracking

Data entry errors and attendance records manipulation can be credible risks when using manual time and attendance methods. For instance, using pen and paper timesheets, an employee can forget to punch in. They can later scramble to remember the exact number of hours worked. These inaccuracies can also extend to the length of the breaks they took.

Faced with such errors, employees can end up getting less pay in commensurate with the hours worked. Additionally, in some circumstances can get overpaid. Employees getting underpaid for genuine hours worked can lead to low employee satisfaction.Employee complaints can greatly undermine the productivity a business. This can to an increase in employee turnover. while overpaying employees arising from data inaccuracies constitutes payroll fraud and negatively impacts the cash position of a business.

Benefits of implementing time and attendance software

To protect the accuracy of employee attendance data and to ensure the same can be easily accessed by the accounting function in your business, operationalizing a robust time and attendance tracking software can help. This also reduces the burden of administrative work on HR staff from having to conduct multiple data entry work greatly increasing their productivity and focusing on their core business.

An advanced management dashboard which allows for real-time data to be analyzed frees up the time for HR staff by allowing support for attendance logs and comprehensive reports greatly streamlining this function for a business. Self-service capabilities for employees derived through automation can help employees achieve improved output by streamlining efficiency of manual processes giving them more autonomy on their work and less frustrations.

Time and attendance management software gives employers with the ability to create, edit and publish shift schedules and share the same with employees. This can help the company allocate projects in relation to the company goals without the hassle of having to call numerous staff meetings that do not add to the productivity in the workplace. A schedule management module can give managers the freedom to effectively manage the available shifts with the number of staff they have in their pursuit of meeting company goals.

With an automated time and attendance management solution, there is considerable reduction in paperwork a company has to deal with. There is no more printing of time sheets, paper punch cards or leave application papers from HR. Through the management dashboard, time clock data captured through the self-service mobile app accessed through a smartphone allows for managers to easily copy and export digital time sheets and share the same with the payroll processing function without need for printing. All records related to the time an employee clocked in, the time the employee took a break and the time the employee clocks out can be found immediately on the analytics dashboard for managers and business owners.

An automated time and attendance system can help your business in complying with the required labour regulations. In addition, it allows an employer to avoid the chance of litigation from employees. For example, an automated system can give you visibility into the number of hours an employee as worked in a work and whether it’s within the parameters set out. Managers can be able to easily calculate the number of hours worked by the employees and assign the shifts to employees intelligently while keeping in line with the regulations. In the event your business is audited for violating wages paid and number of hours worked, the accuracy of data generated from an automated system may help your business in coming out successful in the audit.

A robust time and attendance system can help your business grow by increasing employee satisfaction and reducing turnover. The ability to request for time off through a self-service mode and to get shifts schedules with ease increases the desirability of a job and reduces employee turnover which is particularly high in industries that heavily rely on human capital. With an automated system, a manager can quickly review and approve leave requests which would otherwise take days while also managing shifts affected by the leave requests immediately. Employee satisfaction can lead to increased productivity which positively affects the business bottom line.

With the correct user roles and permissions implemented, the accuracy and security of data in the management dashboard can be assured. Restricted access to the system ensures that there’s a trail of accountability to avoid data manipulation. This can help to prevent errors that end up costing a business to correct them. By restricting access to the system, companies can help reduce the chances for data to be accessed by hackers as a result of compromise from a user.

How TruAttendance can help

In today’s fast changing business environment, you cannot afford to let tasks that do not concern your main focus-making money-consume your time. TruAttendance can deliver your company with the capabilities needed for time tracking and attendance management  delighting your employees with  user-friendly interface while relieving managers from doing administrative and repetitive work that can be handled with software. This system will ensure discipline and a streamlined work standard improving productivity so your business can succeed.

buddy punching in the workplace
Buddy Punching and How to Stop It| TruAttendance

Businesses are faced with the challenge of verifying the identity and location of employees. This is to discourage the practice of employees clocking in for their employees, collusion of supervisors with employees. Also, there is the latest trend of employees sharing the same pinned location screenshot even those absent. Businesses have taken several ways to mitigate buddy punching.

Buddy punching is one cause of employee fraud that can lead to unnecessary costs to the business. Also, it signals a breakdown in the trust levels and discipline of the workforce. Hence buddy punching involves a co-worker recording the clock in time or clock out in place of the rightful employee. This involves cheating the system and falsely representing themselves as the rightful colleague.While also working a particular shift and hours actively engaged in a productive way. As a result, employees who report to work late or who have not put in the required number of hours get compensated for more hours than they are rightfully supposed. When a business relies on paper time sheets, it can be easy for one worker to punch in with the credentials of another.

How does buddy punching occur? Employees can share their personal information, like username and identification numbers, to clock in. Without proper controls, employees can easily punch in for a colleague. In the case of an employee leaving work before the required time, another employee can also clock out for them with the time captured leading to inaccuracies in the data recorded for time worked for the day. Moreover, employees working in the field such as field marketers during brand activation exercises can manipulate managers into thinking they are working. This is by sharing pinned location screenshot from those in the required workstation.

There are also instances where employees may be under the premise that they are just helping their colleagues. That’s why it’s imperative for HR to communicate the need for transparency among their employees to avoid manipulation of data. Clear communication can discourage deception in the workplace and improve productivity leading to increased output.

In response, businesses are increasingly investing in technology to discourage and mitigate this challenge. Best-in-class attendance tracking technology such as TruAttendance offer a variety of tools to help in your journey:

Automated time tracking

Robust software solutions offering live statistics and data can be an alternative to manual time tracking solutions currently in the market. Such a solution offers a user-friendly way for employers to track employees through an interactive dashboard. It can also offer employees a flexible method to punch in at work such as through a mobile app accessed through a smartphone.

Mobile clock in with GPS technology

Software solutions with geo-location technology offer another option to discouraging buddy punching and time-theft. Mobile attendance and time-keeping apps enable employees to clock in and out in a quick and efficient way while ensuring the right employee is at the right location hence the right compensation. This represents a huge leap forward in effectiveness for tracking attendance.

Advanced shift scheduling

This module allows for managers to edit and publish weekly shift schedules to employees digitally. This reduces time wastage in weekly meetings to set schedules. Time tracking and attendance apps that incorporate shift scheduling offer great visibility and flexibility in managing employee schedules and easily disseminating the same information to employees enabling easy management of remote workers.

How TruAttendance can help

You can’t afford to let buddy punching drag down the productivity and output of your business, with so many other core concerns related to your business. TruAttendance can deliver significant benefits to both the business and the employees. Employees can be able to easily verify the number of hours worked. This can lead to correct pay from employers. An employer also gets visibility and insight into the location and time an employee clocks in and out. This can ensure no deception and manipulation. The solution can also be used for remote workers. This is achieved offering a centralized data hub on time and attendance of employees and combat buddy punching.

Time and attendance system
Time and attendance system|TruAttendance

Time and attendance system may often be referred to as employee time clock software or attendance tracking software. Put simply, time and attendance can automate the process of capturing employee work hours. In essence, it provides more than just an electronic time clock service. In addition, other modules such as leave management and automated shift scheduling can be incorporated. TruAttendance provides an integrated suite, with the attendance tracking module able to connect with payroll as well as other important HR functions such as leave management. Thus, the following are the benefits a business can get from using the system:

  • Automated time tracking and attendance reports.

Time previously spent reconciling time worked and pay and tracking paper-based record may be reallocated to productive tasks in the business and can greatly increase productivity.

  • Timesheet exports

Self-service clock in reduces data entry errors and manipulation. No need for guess work anymore but rather get access to automatic timesheet data that can be easily verified.

  • Helps prevent employees clocking in for colleagues

GPS clock in option can help prevent unauthorized employees from punching in and helps to ensure you are paying only for hours worked by the right employee.

  • Labour cost management

Management can get access to verifiable data that may be used to address labour costs such as correct hours worked.

  • Insight into your time and attendance data

Advanced management dashboard with live statistics provides managers with data analysis features such as graphs so that they can make informed decisions.

  • Compliance with labour regulations

Employees hours can be easily verified and accessed from the management dashboard. This ensures an employer complies with leave laws and the correct overtime payment for employees.

  • Self-service entry by employees

TruAttendance gives employees the ability to clock in and out, apply for leave and access shift schedule through a mobile app that can be accessed through a smartphone. No need for paper-based records or filling our pen and paper forms to apply for leave and time off.

Why TruAttendance

With so many activities needed to ensure the success of a business, you cannot afford to take your eye off the prize. TruAttendance can deliver significant advantages in your time and attendance system automation quest. Leave behind the hassle from administrative work.

Attendance tracking and time management|TruAttendance

Is the way you track employee time and attendance efficient? With the COVID-19 pandemic increasing the number of employees working remotely (flexible work arrangement reports), many businesses have been forced to adapt technology. Time and attendance tracking processes that were initially manual cannot stand the test of time in a digital-first era hence the need for automation. Proper implementation of automated time and attendance tracking system can result in shifts in the way work is done resulting in a more efficient and streamlined process.

One of the greatest challenges business owners face in managing remote workers is increasing efficiency through use of the right technology. Record keeping that allows for compliance with labour laws is especially pertinent as it can improve employee management and may give employers more visibility into their organization.

What is a time and attendance tracking system?

A time and attendance tracking system provides employees with an advanced, user-friendly option to outdated processes like manual time cards and attendance record books. To reduce lost time and track employee productivity, a time and attendance system may offer the ability for employees to clock in using a mobile app on a smartphone, an advanced management dashboard with live statistics, supports action report generation, data analysis features, intelligent scheduling and leave management. Put simply, time and attendance software automates the process of capturing employee work hours, managing employee schedules, monitoring overtime and absences and management of leave benefits.

With the adoption of web-based subscription software on the rise, some of the best tracking software is available through software as a service delivery method.

Why track employee hours?

Industries where time is the most important asset such as service industry where salary is based on the amount of time worked need to track employee hours. This can ensure employers adhere to labour regulations in relations to wages and also number of hours worked in a certain work period. Knowledge on employee hours can give you insight into whether you need to increase the number of workers to obtain optimum results from your workforce.

A robust time and attendance system can help you ensure remote workers continue doing their jobs in time and in the correct hours. Here are a few more reasons to track employee work hours:

  • Regular pay. Wages determined by the number of hours worked may imply a need for accuracy, transparency and verification capabilities of the tracking method employed. In order to ensure the right pay to workers, implementing an automated tracking system can have the right impact.
  • Overtime pay. Labour regulations stipulate the number of maximum hours for an employee to work in a week. To comply with this, employers need an accurate and verifiable system to use in allocating overtime pay.
  • Time tracking. Tracking hours can help determine whether workers are arriving to the office on time.
  • Leave management. Tracking the number of hours may give an employer insight to whether an employee deserves the leave applied for and the hours left after being approved for a leave.

Benefits of implementing a time and attendance tracking system

Employers spend a huge chunk of their time tracking employee time manually. Despite low adoption, automated time tracking can have significant benefits to your business and ultimately impact your bottom line.

Here are some key benefits of a time and attendance tracking system:

  • Reduce data entry errors. Employees using pen and paper records may neglect to complete their timesheets when they need to. This may lead to guessing game at a later date when they try to recall their clock in time, their lunch break times and the time they clocked out for the day. Such errors can lead to an employer overpaying or underpaying employees. Automated time and attendance tracking allows for employers to accurately track the time employees clock in, take lunch breaks and punch out of their workplace. This data can be easily exported to payroll system ensuring the correct pay saving the employer money that would have been paid for unwarranted overtime.
  • Increase efficiency and productivity. An automated system that allows for employee self-service removes the hassle out of filling out forms and double-checking the accuracy of the data to ensure correct pay. An automated system enhances trust in the workplace as employees can be assured of their rightful pay leading them to focus more on their work thereby increasing productivity which leads to an increased output for the company.
  • Cost savings. Calculating payroll manually from pen and paper attendance records can be time-consuming and increases the burden of administrative work for those tasked with the job. As a result, employees may have a longer wait time to get payment for work done as the process takes time, this escalated by the employee needing to remit employment deductions to the correct tax authority. An automated time and attendance management system can greatly decrease time, expense and human capital deployed in the collection, management and data entry of attendance records involved in a manual system. Employee information can be automatically pulled from the system for purposes of making payroll or even analyzing labour costs related to the company.

How TruAttendance can help

With the need to focus on your core business, you can’t let manual tracking processes to bog your productivity down. Best-in-class options like TruAttendance can deliver quantifiable gains to your business by streamlining time and attendance management processes through automation. This option is flexible and scalable to meet the needs of businesses of all sizes while enabling business owners to manage multiple locations from a central hub.

And, if you are looking for further advice and a tour of the solution and how your business needs can be met, we offer the best support and you can get the latest information on our solutions in our help center.

How can time and attendance automation help your company? |TruAttendance

Human resource automation tools can help small businesses create more efficiencies while saving time and money. In fact, according to a Harvard Business Review blog, more businesses have been driven to digital transformation in a post-COVID world. Additionally, more businesses are embracing remote work and flexible work arrangements hence the need for flexible technologies to help support and empower remote-work. HR functions such as leave management, shift scheduling and time tracking can be automated by using the right time and attendance software.

In a broad sense, automation of time tracking and attendance management of employees can help reduce costs that may arise from paying the wrong wages for hours not worked as a result of payroll fraud. This can also increase the productivity and streamline complementary HR functions such as time tracking, shift scheduling and leave management. Moreover, focus on automation will give your company a leg up as you rebuild your business in the aftermath of the pandemic.

What is time and attendance automation?

All too common, businesses employ manual time tracking and attendance management methods. These processes are repetitive and increase the burden of administrative work. The right software automates those processes allowing more time to employees and managers to focus on their key functions. The successful deployment of time and attendance management automation tools can lead to increased productivity and efficiencies while reducing manipulation of data that can lead to skewed payroll as a result of pay for hours not worked making the HR department a profit center for a company.

How can time and attendance automation help your company?

Time tracking and attendance automation gives flexibility for companies to initiate a two-way street of information allowing employees to access time sheet data and feedback on leave application while employers can be able to edit and publish employee shift schedules and share the same with employees. For instance, rather than having an employee applying for a day-off waiting for five days before approval or denial, this can be easily done with the automation of the whole process using an appropriate time and attendance tracking software accessed through an app allowing for employee self-service. The time managers would have spent approving individual paper leave applications can then be used in identifying efficiencies that contribute to a positive business outcome for the company.

Key features to look for in an automated time and attendance management software

The features and capabilities of an automated time and attendance management tool will be determined by your needs and how you want the tool to work for you. HR departments that are working on automation of their operations using time tracking and attendance management software can use it for record-keeping, time and attendance management, leave management and scheduling. When looking for a potential management tool to adopt, the robustness of the software, user-friendly interface, ability to integrate with existing systems. Also, the ability to support data analysis features such as graphs for visualization of the advanced live statistics.

Action report generation and the ability to copy or export comprehensive reports generated can also increase the viability of an automated tracking tool. When choosing the tool, you should be aware if it supports employee self-service and an advanced management dashboard.

Benefits of time and attendance management automation

Companies can be able to attain quantifiable gains by implementing automation best practices. Faster adoption of technology by companies due to the pandemic opens up more avenues to streamline processes and increase cost savings. Some examples of time and attendance automation and the impact it can have on your processes:

  • Accurate tracking of employee data
  • Reduced human error associated with employee data entry
  • Data analysis leads to better management decision making
  • Improved productivity from better time and schedule management
  • Reduced data manipulation on employee information

Time and attendance automation benefits

Time and attendance tracking processes that can benefit from automation should be evaluated on the value creation to the whole organization.  Comparing expected value between processes will help determine where there is urgent need for automation.

Time and attendance software make up the basis for a variety of HR processes, from managing shift schedules to leave management and clock in services. Managing these processes manually is time consuming and can open you up to errors. The number of hours worked, the compensation based on hours worked, leave application and compliance are the key elements that when optimized by technology lead to time and cost savings.

Time and attendance automation for small businesses

Time and attendance automation for small businesses where one person manages 20 to 30 employees in a mid-sized set up can benefit by alleviating burden of administrative work. The work required to record employee clock in attendance, apply for leave and maintain paper records can be automated o bring more transparency in the process. This allows small businesses to run professionally while growing without increasing the number of people doing administrative work.

There are many affordable options available for small businesses to utilize for automation. Companies should take the time to understand their needs and research on the available tools that can solve their specific automation needs. Businesses that are underpinned by technology are able to iterate much faster through leaning on the insights from the data that they hence the need for small businesses to take advantage of the same. With small businesses focusing on their core businesses, finding the right automation tool is crucial in your company growing profitably.

The next time and attendance automation frontier

As with the world being pushed to a digital-first era, automation tools keep evolving in tandem with organizational goals and needs. When implemented properly, time and attendance automation can deliver cost savings to small businesses increasing their runway and reducing chances of failure. As more business become reliant on technology, it becomes increasingly clear the need for small businesses to streamline their processes and get efficiency gains. If you believe your company could benefit from time and attendance automation, TruAttendance provides all the features and benefits to start enjoying cost savings and reduce data entry errors.

Time tracking and Attendance Software for Small Businesses|TruAttendance

Workplaces employ a variety of time tracking methods in a bit to ensure accountability and transparency. Despite technological advancements, the most common methods of time tracking are inefficient and do not offer flexibility and scalability. As a result of ineffective time and attendance policies implemented by some businesses, the human resource and the payroll departments may be at risk for making data entry errors, payroll fraud from paying for hours not worked or spending more time on administrative work that would have otherwise been used on the core business.

With such risks posited, it may be worth your time to rethink the inefficient time and attendance policies and methods in your business and look for solutions that have a positive bearing to your business outlook. With an automated time and attendance tracking solution you could reduce time spent on administrative work while alleviating the risk of data entry errors and data manipulation.

Streamline time tracking

Here are some key technological advancements in tracking and monitoring employee work-time and attendance that can greatly improve the standard processes in your company:

Automated time and attendance tracking

Current time and attendance tracking systems offer live statistics and data, a simple and user friendly self-service mobile option which is a better alternative to manual tracking methods that are outdated. Automated time tracking systems offer employees the flexibility to punch in via a smartphone with no physical interaction with another person and access to their timesheet data. Some systems offer additional options on employee clocking in-GPS clock in or passcode clock in- all which work to streamline your standard work processes while improving productivity.

Improved shift scheduling

Unpredictability in shift scheduling can lead to over or under-hiring for a task due to no central communication hub for shift schedules to employees ensuring availability. Latest developments in attendance systems allows for employees to access shift schedules through their self-service mobile application. This removes the need for weekly meeting for managers to communicate shift schedules, and one manager can be able to manage more than one location and bypass the challenges posed by geographical differences. This is vital as you grow your company from one town to another, as it enables scaling without need for additional staff to handle this function. Also, this makes employees comfortable as they can be able to communicate their availability to tackle a task scheduled in good time.

Digital time sheets

Through the time and attendance management software accessed as an app to a mobile device, employees can be able to access their time sheets. Time sheet data provided can be used by employers in processing payroll, records, and also gives the employer the ability to closely scrutinize the data easily for a specific employee.

Labour cost analysis

Accurate time tracking removes instances of paying for time not worked by integrating with payroll systems and providing data on time-worked in a user-friendly manner. Use of online time tracking and attendance management solutions eliminates the need to keep pen and paper records which are inefficient and difficult to search for specific information in a timely way. If your company needs to mitigate data manipulation(outbound link) and employees clocking in for others, a solution such as GPS clock in can work.

Leave management

Latest time tracking systems with self-service software downloaded as an app to mobile devices give employees the flexibility to apply for time-off. This allows employees to get approval of the leave application from the app through the device without the need to visit HR. In doing so, it removes the process of employees applying for a one-day off taking one week to get feedback.

Streamlining business management

Time is an asset that trickles down to your bottom line as real money, or your human capital. The ability to account for the hours’ employees work in your company can give you great insights into the areas you need to improve efficiency on and impacting your bottom line. Are you able to account for time worked and tie it to specific outcomes and output? Insights gained from time and attendance tracking can help you in making decisions that will lead to better outcomes for your company.

With the advancement in time and attendance management systems beyond just clocking in and out, it has become an integral function in the development of human resource best practices. You can take advantage of these developments, as time and attendance tracking evolves to be more of a platform than an app.

Regulatory compliance

A comprehensive time and attendance tracking system may be able to assist you in complying with required employment regulations which include:

  • Minimum wage;
  • Hours worked; and
  • Various forms of leave.

Latest time and attendance management systems may also allow for GPS clock in which gives employers visibility location and time worked by employees.

Latest workforce trends

With the advent of gig workers, you will likely need a time and attendance management system that can accommodate more types of workers. Companies with a flexible system will be able to fulfil their core business while still paying any type of worker accurately while adhering to compliance regulations. Successfully keeping up with the latest workforce trends will likely give you peace of mind in your operations giving you a competitive advantage in the job marketplace.

As a result, deploying a scalable and flexible time tracking system for different types of workers will give your company valuable data that can be used to offer better and accurate pay to employees and other insights.

Give supervisors and manage time to be more productive

Time and attendance tracking systems improve the productivity of managers, by automating repetitive tasks that would have otherwise taken up much of their time. In the near future, you may be able to empower your managers by giving them back more of their time to productive tasks, not verifying time and attendance of employees.

Help your business improve productivity and efficiency and implement automated time and attendance tracking. As you study more on time and attendance management, consider the viability of those solutions being flexible enough to accommodate your growth in the future.

Paying for digital service tax in Kenya
Services under the digital service tax (DST) 2021

Fistly, in order to address the changing business models in a digital-first world and to expand the tax base, the Digital Service Tax (DST) was introduced by the Kenya Revenue Authority(KRA). Moreover, this tax is payable by any person who derives income from services through a digital marketplace at the rate of 1.5% of the gross transaction value according to KRA effective January 2021.

Therefore, the Digital Service Tax for the preceding month is payable on or before 20th of the next month. For instance, March Digital Service Tax payment is due on or before 20th April for income accrued from services offered through a digital marketplace for the month of March.

How to file for Digital Service Tax Yourself on iTax Online platform

  1. Log in to your iTax profile
  2. Click on Payment Registration on the landing page or on the Payments drop down menu
  3. Proceed to the next step
  4. An e-payment registration form will be displayed
  5. Follow the sequence: Income Tax>Digital Service tax>Self-Assessment Tax>Tax period (Year and Month)
  6. Follow with your Monthly Turnover Value and select your payment method.
  7. Select your payment method and confirm your details.
  8. Complete the payment process through your preferred payment method.

Services under the DST

With the introduction of the DST, services that are offered through online marketplaces are expected to experience higher prices to reflect the impact of the digital tax. For residents and companies with a Permanent Establishment in Kenya, the DST will be an advance tax to be offset against the income taxes due in the course of the financial year. In the case of non-residents and companies without a Permanent Establishment in Kenya, it would be collected and remitted by agents appointed by the commissioner of domestic taxes.

To sum up, the following services attract Digital Service Tax according to Kenya Revenue Authority:

Services and Goods Targeted Under the Digital Service Tax

  1. Subscription-based media including news, magazines and digital content.
  2. E-commerce platforms.
  3. Online ticketing services.
  4. Provision of search engine services.
  5. E-learning platforms offering online distance training.
  6. Sale, licensing or other forms of monetizing data collected from Kenyan users.
  7. Streaming services among other forms of digital content.
  8. Any other service provided through a digital marketplace.

In conclusion, it is estimated small and medium enterprises account for more than 80 percent of all the jobs in the country and about 30 percent of the annual gross domestic product hence the push to cast a wider tax net. Through myNGOVO Advance you can be able to reduce your cash flow issues by accessing salary advance when you need it.