Clock in systems overpayment

clock in systems operator error allows unauthorised overpayment of overtime.

Saturday, December 7, 2013 –
By Tammy Helm

 shutterstock_20101417The problem appears to be a glitch in the time of the county’s clock in system. Reed said he asked about 11 employees to submit their time to him by Nov. 22 and he would “edit” their hours in. Time was collected earlier to accommodate the Thanksgiving holiday. He signed off on their paperwork and submitted it to the payroll clerk. Those employees then clocked in and out as they normally would on Nov. 22 and 23.” I assumed, and I believe everybody else assumes, too, that when the supervisor signs off on that, it freezes the time center,” Reed said.He said even if an employee uses the time system after he’s made the entry, the system won’t accept the employee’s input.Or, that’s how it should work.Reed discovered those employees clocked in Nov. 22 and 23 and the time was transmitted through the time system, even though he had signed off on their time. That means employees got paid for those hours twice, or in some cases, got paid hours they shouldn’t have been paid for.

“Do you think this is the first time it’s happened, or has it been happening all along?” Commission Chairman Allen Warren said.

Johnson said it’s rare for the payroll clerk to ask supervisors to sign off on payroll sheets early. County Clerk Kendell Mason said this is the first time.

Reed said according to his records, the jail should have had about 110 hours of overtime this pay period, which is less than the allotted 150 hours. The system glitch accounts for about 88 overtime hours.

“I understand that 11 or 15 of my employees were overpaid, some drastically overpaid,” Reed said later. “We’re going to get back to, you’re going to have to pay it back. It’s the end of the year, right around Christmas. We’ve got to figure out what we’re going to do so I can be prepared to tell my employees, who, again, it wasn’t their fault, it wasn’t our fault, it wasn’t really anybody’s fault, it’s the way the cookie crumbles. How are we going to take care of that?”

Johnson said the error should be taken care of by the end of the month, but she suggested making the adjustment on the last paycheck. There are two more pay periods this month.

“This paycheck is important to a lot of folks because it’s Christmastime,” Johnson said.

Second District Commissioner Barbara Albright suggested employees be asked if they want the repayment taken out of the next two paychecks.

Mason promised to have a list of those employees and how much they were overpaid prepared by Monday.

Other overtime hours have occurred as employees arrive 15 minutes early and leave 15 minutes later than their shift. That time is spent getting briefed by the previous employee, or briefing the next employ coming on duty.

A bigger issue, according to Reed, is the county’s pay schedule. Like the sheriff’s office, the jail is manned 24 hours a day, seven days a week, with many jail employees working 11 days in a pay period, while other county employees work 10.

County employees are paid twice a month, which means jail staff end up with more hours each pay period. Reed recommended the county go to an every-other-week pay schedule.

As an example, Reed said one employee had 18.83 hours of overtime during the last pay period. Of that, 8.25 was from the last pay period. Another employee had 21 hours of overtime, with 12 of those hours from the last pay period. A third employee has 31 hours overtime, but eight of those hours were from the last pay period.

“When I go down my list, I’ve got roughly 50 hours of overtime that should have been on last time, but because of how our pay periods end and start, you can’t pick,” Reed said.

He said 11 employees worked 11 days in one pay period.

“That’s automatically going to throw overtime in,” Reed said.

Johnson said the issue is, a jail employee may work regular hours, but the payroll clerk has to do a “look back” to include all hours in each pay period.

Johnson asked if the county could change from paying twice a month to every other week, which would give employees 26 paychecks instead of 24.

“It would eliminate some of that look back,” Johnson said.

Reed said currently, the county has a long pay period and a short pay period.

The pay period also makes it difficult for employees to know how much their paycheck is going to be. She suggested those employees be paid hourly.

“They could have a pretty good idea what their gross is going to be,” Johnson said. “I think then, if you have that, and you have an employee all of a sudden have more gross pay, I do think the employee at that point would have a duty to come to their supervisor and say, ‘Hey, I think something is screwed up on my paycheck.'”

She said Miller and Reed would agree the employees who were paid double didn’t realize they had been because they didn’t know what their check should have been.

Reed said it would be easier for him to keep track of overtime if the pay schedule is changed.

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Summary: Any clock in system is only as good as the people chosen to operate it.  Adequate training in the setup and implementation of your chosen clock in system is an important part of the installation process. Periodic re-training and refresher sessions are recommended for existing and new software administrators.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394


Web Based Time And Attendance System

The Heart Pulse Of Any Business, Is The Ability To Monitor The Time and Attendance Hours Employee’s Claim Are Accurate And True.

A wisely chosen web based time and attendance system puts you in the driving seat, and gives you the ability to see the road ahead, and avoid costly and damaging over payments.

26 September 2013

Ollie McGovern is chief executive officer for Simeio

shutterstock_60344977With margins continuing to be squeezed across the industry, firms looking to stay competitive are seeking to drive efficiency. This is stalling, however, due to a lack of transparency throughout the management chain.

Advances in technology are helping to overcome some of these challenges. The latest web based time and attendance system solutions and other cloud-based platforms mean users can gather large amounts of accurate time and attendance data across a multitude of sites and store it securely.

Not only can this make site management easier, but when data is mined effectively, it can reveal patterns and anomalies that can impact future business decisions.

Don’t be put off

Despite the futuristic feel of the concept, biometric technology is simple to use and cost-effective, and when integrated with cloud-based software, it can deliver an excellent return on investment.

A fingerprint scanner or alternative biometric hardware can be used to collect the data and send it to a hub via a secure network for storage and analysis.

In the context of a building site, the software needed to process and present this data can be integrated with existing hardware and installed at points of site entry and exit, or on handheld wireless devices. It can also be integrated with a company’s management business processes and software.

The data can then be accessed using a web interface at any time, with customised reports showing live up-to-the-minute data, including hours logged, absences, qualifications and lateness, sorted by individual, team, contractor or site.

It can also be secured and stored centrally in the cloud. Not only is the data secure, but it can be accessed by the user and stakeholders via a secure web interface.

Cloud-based software is extremely scalable; as the capital expenditure is minimal, it is an extremely attractive proposition for firms of all sizes, as they only pay for what they need.

Massive potential

Perhaps the most exciting aspect of the application of a web based time and attendance system is the potential of the data, which goes far beyond the creation of reliable timesheets.

When a large quantity of employee data is mined and analysed, it can reveal the story of your business over time. Trends and anomalies can signpost areas that need attention, or where money can be saved.

This can also be invaluable when it comes to pitching for new business. Proof of an effective reporting system and reliable data on the number of people you employ and the time they spend on site can significantly enhance your bidder profile, because you can then demonstrate efficient project controls.

For building services firms to be successful, they need to do more than undercut rivals. Firms need to closely manage their projects to ensure employees are delivering on time and to budget. Key to achieving this is clear communication of accurate data.

Although web based time and attendance is only a small piece of the puzzle, it is undoubtedly a critical element and is currently an area where money is being lost due to inefficiency and the use of outmoded technology.

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Summary: Web based time and attendance systems are at the cutting edge of  employee time tracking.  The depth of insight you can gain into the health and well being of your business enabling more precise management and control of the key areas of your Company.  For a quotation or to discuss your requirements please call the number below.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394

Employee Time Clock System Eliminates Time Theft

Employee Time Clock System Combats Time Card Manipulation.

The real threat  and consequences of time theft to business’s large and small, should not be under estimated. A wisely chosen employee time clock system will help you to weed out any “time theft” before it gets out of hand and endemic within your Company.

PRWEB October 22, 2013

Image courtesy and copyright shutterstock.comOne of the biggest sources in lost revenue for businesses is from employee time card manipulation. However, the MinuteHound employee time clock system has arrived to put an end to that once and for all. MinuteHound is a revolutionary new software that is capable of work tracking that completely eliminats time theft in any workplace it is used. It uses biometric fingerprint technology to ensure that there is never any mistaking the identity of the employee who is punching in or out.

Patented identification technology enables all employees to clock in and out using an electronic device connected to a computer. The employee will place his or her finger on the device. While MinuteHound does scan the fingerprints of employees, it does not store them. Therefore, there is no reason to be concerned about personal privacy being invaded. This is why it is perfect for government workers who value privacy and strict security standards.

The employee’s fingerprint is encoded into a binary code that identifies the person. The data of the employee’s identity, as well as when they clocked in or out, will instantly be stored and processed remotely in a secure location. MinuteHound utilizes cloud technology to ensure that all data is kept under the tightest security. The system is ideal for use with city and state government employees.

Unapproved overtime, time clock manipulation, time card errors, buddy punching and inefficient time and attendance accounting cost  businesses an estimated £92 billion every year, according to the Payroll Association. Thanks to MinuteHound, all of these issues are a thing of the past. Payroll processing time is reduced by time and attendance reports that are automatically calculated and provided by MinuteHound.

If a business owner or manager is not a computer expert, there is no need to worry. The whole system is easy to use and only takes a few minutes to set up. There is no training required. Simply download the software, plug in the USB scanner, register all employees and start clocking them in and out.

Once MinuteHound is up and running, the user can simply log in from anywhere in the world to see real time information about who is on the clock, who is late and who left early. The only thing a person needs to access this information is an Internet connection. Government branches with multiple locations will be able to monitor all activity from a single terminal… originally from

Summary: This certainly looks like a good system that utilises the latest technology for protecting your business from the “dishonest individual”. The cost of paying for hours that have not been worked, and most of which are falsely claimed at overtime rates, can seriously put the future of your business at risk. If you would like to discuss the introduction of one of our employee time clock systems, please get in touch for an online demonstration or quotation.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394


Employee Time Attendance Software

Suspected Dishonesty Forces Introduction of Employee Time Attendance Software

Statistics show that some employees commit time theft on a regular basis by lying on time cards and time sheets.

New York, NY (PRWEB) October 08, 2013

shutterstock_74128618Most employers are likely aware that employees can be dishonest. However, many employers don’t know how far this dishonesty extends, or feel as though it might just be something that other companies experience.

According to recent statistics featured in Business News Daily, authorities identified 71,095 dishonest employees in 2012, and businesses recovered over $50 million from these inventory thefts. In recent statistics quoted by Voss Insurance Services,

-Staff members carry out 80% of crime in the workplace,
-One out of four people committing workplace fraud has been with the company for 10 years or more and
-One in four people working for any given company has witnessed or taken part in employee fraud.

Voss Insurance focuses mainly on crimes like embezzlement, phantom vendor creation, vendor kickbacks, padded expense accounts and inventory theft. However, though these crimes might be on the larger scale, this does shed some light on what others are capable of. It’s nice to believe that all people have good in their hearts and would choose not to steal. However, when it comes to snagging office supplies, random bits of inventory, and lying on time cards, most people know someone who regularly engages in this type of behavior without a second thought. When it comes to larger scale thefts and embezzlement, if so many people are capable of carrying out these crimes, then it stands to reason that the smaller ones might be more rampant than most people might think; and yes, these things could be going on right under any office manager or business owner’s nose.

Employee Time Attendance Software Solution

Modern technology has brought forth many new weapons in every war on crime; and just recently MinuteHound introduced a way for business owners to cut employee theft when it comes to lying on time cards. From now on, it is impossible for any employee to lie about arriving to work, leaving work, or his or her shift’s duration. More here…

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Summary: We know its probably happening but don’t like to think about it, but brushing it under the carpet could be financially damaging to your business, and its a poke in the eye for the majority of trustworthy employees who know who the culprits are, and are probably fed up seeing them get away with time and again.  If you don’t have it already, find yourself a Company experienced in the supply and installation of  employee time attendance software, and stop the cheats in their tracks.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394

Clocking Out

Dedicated Weather Forecasters Leap To The Rescue – Despite Government Shutdown Rules Not Allowing Them To Clock Out.

If everyone were this conscientious,  then employee clocking in systems would soon go out of fashion.

By Nancy Gaarder / World-Herald staff writer

No clocking out during storms – and no pay for weather forecasters

shutterstock_85831546They were, and still are, working without pay. The federal shutdown has meant that most National Weather Service meteorologists are among the hundreds of thousands of federal employees required to work on an undated IOU. They won’t be paid for work done after Sept. 30 until Congress ends the shutdown.

The heads of local weather service offices said they’re not surprised by their employees’ dedication.

David Carpenter, meteorologist-in-charge in Rapid City, said his staff pulled out the cots and sleeping bags because record-setting snows made going home impractical. Two employees walked through blizzardlike conditions to get to the office, with one making a one-and-a-half mile hike.

In Omaha, several employees worked overtime, some on their normal day off, others staying hours past the end of their shift, said James Meyer, meteorologist-in-charge.

“The bottom line is we’re here,” Meyer said. “We’re going to continue to show up and do everything possible to make sure nobody gets hurt during any kind of nasty weather.”

As the storm system swept across the Plains, three Lincoln residents died on a snow-slickened road in northwest Nebraska. In northeast Nebraska, more than a dozen were injured in the tornadoes.

Meyer said his crews got out in the field on time, but he did need to make several phone calls and emails to get clearance for his staff to fill the vehicle with gas and head into the field. Damage surveys determine whether a tornado did in fact occur and where it ranked on the Enhanced Fujita scale.

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Summary: Clocking in and clocking out systems will always be with us as human behaviours are as diverse as the weather. Hats off to these loyal  employees, who prove that when most people are put to the test during exceptional circumstances, that the majority of individuals step up their commitment and save the day.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394



Clocking On Machine Plays Cupid For A Day

Clocking In Machine Brings Opportunities Never Imagined By Its Inventors

Clocking in and clocking out takes but a few seconds, but that was long enough for soon to be sweethearts Michael and Margaret’s eyes to meet over there clock cards. The humble clocking in machine  sparked a romance that led to a marriage of 50 years.

8:00am Wednesday 23rd October 2013 in News

Clocking on for 50 happy years
Image copyright Andover Advertiser
Image copyright Andover Advertiser

A COUPLE who met while working in a flour mill over 50 years ago have just celebrated their Golden wedding anniversary.

Margaret and Michael Fraher, from Launcelot Close Andover, who were married at Andover Register Office on 12 October 1963, celebrated 50 years of marriage on Saturday.

The pair first met at McDougalls flour mill when new employee Michael was struggling with the clocking-in machine and Margaret stepped in to help.

Michael had moved to England from Ireland in 1952, and was travelling from London on the train to get some work when he saw the flour mill and got off the train to get a job.

This led to his chance meeting with Margaret which initially started with waves across the work place before developing into something a little more serious.

Michael said: “I knew something was going to make us work for 50 years.

“I want another 50 years.”

Micheal’s career has seen him refuelling aeroplanes for the RAF and working for AJ Dennings for 23-and-ahalf years.

Margaret spent her working life cleaning at various places including Portals and also worked at the RAF as a messenger delivering mail.

Michael said: “We are not well off, but it’s not money it’s what is in your heart that counts.” More here…


It just goes to show that true love can happen at any moment, and when you least expect it.  Could we see the day when clocking in machines are used by dating agencies, a sort of a clocking in machine speed dating. Who knows, stranger things have happened!

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394

Cloud Based Time and Attendance Solutions

Cloud Based Time and Attendance Solutions Are Proving To Be Very Popular Due To Their Ease Of Use And Affordability

Poor employee time attendance means each punctual employee you have,  are carrying the employees who fail to turn in on time or who leave early. It’s these tardy employees who may be steering your Company onto the rocks.

PRWEB.COM Newswire  October 29, 2013

shutterstock_649937Most of the common payroll overcharges are easy to resolve with MinuteHound’s biometric fingerprint reader technology. Whether it’s time card errors or employees’ out to cheat the system and steal some time, MinuteHound’s best and very latest time attendance technology will reduce the likelihood that any employer will overpay at payroll time. The new software from MinuteHound is easily installed, simple to use, and improves efficiency in the workplace.

“We are an innovative, easy-to-use, cost-effective solution,” said a representative of MinuteHound. “After the easy implementation of our services, we immediately generate real-time detailed reports for our clients, and they enjoy cost savings of five percent and more.”

By placing a finger in a MinuteHound fingerprint reader, county and state employees can sign in and sign out of work at a reader connected to a computer. This eliminates the four scourges of payroll errors:

1.    Time clock errors
2.    Buddy punching
3.    Time clock manipulation
4.    Unapproved overtime

The typical return on investment with MinuteHound is a whopping 2300 percent. Time theft amounts to five to ten percent of payroll costs.

MinuteHound provides detailed time and attendance reports that employers will be able check every minute by logging in to see who has shown up for work and how many hours they are working. The data is stored via the cloud for easy access.

Cloud Based
The cloud-based storage saves employers hassles because the information is stored offsite and cannot be accessed by employees in the office. Regardless of where their clients are in the world, by using MinuteHound managers are able to access the files they need. In addition, this provides an indisputable record of proof in case of any litigation from employees.

With the use of MinuteHound’s fingerprint technology, companies get rid of punch machines and time cards and start using a system that typically costs the clients pennies a day. The savings are immediate and with MinuteHound’s biometric technology, long lasting. Employees cannot leave early or come in late without their supervisor knowing about it immediately. The real time factor is the best part.


Summary: Ease of use and reliability are the main advantages of a cloud based time and attendance  solution. The average employee is respectful of their work colleagues and conscientious enough to keep a good time attendance record, but there are always a minority intent on getting something for nothing, and its these employees that our systems are designed to combat.  Our cloud based FaceTime attendance system will ensure your Company is not being cheated or taken advantage of by the unscrupulous.

All enquiries please call:

Bristol office 01454 858590

London office  0208 938 3394