The Time Keeping System
The time keeping system in its traditional sense is a procedure meant to ensure control of the various components of the labor system by ensuring that not only are labor hours accurately recorded in line with the preset work description and expected work hours, but that the records of working hours as kept, are accurate and any corrections are not only documented but also authorized and approved. A traditional timekeeping system is comprised of an accurate means of recording labor hours of employees, including any overtime that might be uncompensated. Further the system must have controls that ensure accuracy and completeness through measures that include:
a) Supervisory observation of employee arrivals as well as departures
b) Provision of personal employee timecards
c) Detailed and explicit work descriptions that also notify the worker of the job number assigned to them.
In addition, the timecards provided to the employees must be authentic, with each employee only receiving a single time card that they must submit to designate timekeeping officers. Recordings on timecards can also for the purposes of accountability be recorded daily, with the signatures being collected from both the supervisor and the employee. Proper standardized measures and deadlines for the daily collection of timecards may go a long way towards discouraging lateness as well as unnecessary breaks, more so if the checkpoint for collection comes after proper approval from the supervisory officer, through a clearly outlined chain of custody. The only accepted form of certification for any record or correction must be the signatures of both the employee in question and the supervisor.
All in all a timekeeping system must be one that not only allows for the accurate and complete recording of employee arrivals and departures, as well as of the work hours in comparison to the provided job description. As such, the biggest challenge to such a system is usually ensuring accountability and accuracy, although, with proper measures, a timekeeping system can lead to greater productivity at a lower cost. In order to enhance efficiency and accountability, all time keeping systems must be subjected to regular government audits, which may even include random floor checks.
1. Do you normally clock in and out? Yes No
2. Do you possess your own timecard? Yes No
3. How many timecards do you have?
One Two Three
4. Are you aware of your working hours?
5. How are you informed of your job description and working hours?
6. Who verifies your entries into the timecard?
7. How are corrections to your time card made?
8. How frequently do you normally have floor checks?
Quite Frequently Fairly Frequently Not Very Frequently Never
9. How frequently is your time card usually collected?
Daily Weekly Monthly Irregularly
10. On a scale of 1 to 10 (1 being the lowest and 10 being the highest) how would you rate the efficiency of the timekeeping system?
11. What recommendations would you make to further improve the system?