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.

Originally from : http://www.fstribune.com/story/2031069.html

 

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

 

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

http://www.prweb.com/releases/

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