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It all adds up. Timesheet discrepancies, what is the true cost?

A huge reduction in the administrative burden of paper timesheets can result in substantial savings in payroll processing; including the elimination of timesheet fraud, reduction in payroll overpayments, discrepancies, disputes, and time spent on supervision.

Ezitracker Workforce Management looks at how the ability to integrate basic time and attendance workforce data with a cloud-based automated payroll system can benefit cleaning service providers and avoid timesheet fraud.

Do you recruit cleaning and maintenance operatives via job apps or Facebook and then manually process paper-based timesheets once they jump onboard? It’s a familiar scene as many businesses grow and struggle to adapt to integrate the various systems used to manage their dispersed workforces.

Most cleaning contractors will be involved with all stages of the employee lifecycle: recruitment, onboarding, development, payroll, retention, and exit. Multiply this by the number of employees you process, and the day-to-day people management process is a complex task. By integrating automation, analysing data and embracing cloud-based information intelligence, efficiency and the entire process can get a whole lot easier. It’s entirely possible to move away from stacks of paper and an overflowing inbox.

It’s easy for employees with paper-based timesheets to enter incorrect times of arriving and leaving site or to round up their hours. Overpayment will often happen as the employee is paid based on those incorrect hours or rates.  Couple that with huge volumes of attendance data that needs retyping from timesheets or cards into the payroll system by back-office administration staff, it’s easy for mistakes to be made and inaccuracies to go unnoticed.

Soft FM service providers can manage the employee lifecycle of hundreds of cleaning operatives in a sector that has a notoriously high staff turnover rate. By eliminating uncertainty and having information available in real-time, it’s possible to free up time for Managers to make the best possible decisions, streamline processes, achieve optimum levels of productivity and boost long-term profitability.

Modern time and attendance software solutions provide operations managers with the technology to verify attendance in real-time and eliminate the need for paper timesheets - thereby streamlining payroll reporting. A massive reduction in the administrative burden of paper timesheets can result in substantial savings in payroll processing including the elimination of timesheet fraud, reduction in payroll overpayments, discrepancies, disputes, and time spent on supervision. The technology significantly reduces the potential for fraud and time-keeping disputes as it enables Payroll Managers to compare actual hours worked against planned hours, therefore significantly reducing the chance of over-payments.

How does Ezitracker help the facilities management sector to reduce timesheet inaccuracies?

Historically, the FM sector has been predominantly paper-based and was considered behind in its utilisation of digital processes. Those organisations (since Covid) have had to accelerate their digital growth in super-quick time periods, so products like Ezitracker need to be seamless when it comes to integrating.

To give you an example, we will always see a timesheet that will always say “9-5, 9-5, 9-5, and so on”. It’s never “8:57- 5:03”. People are automatically rounding up those times, for a simplistic timesheet.

"WHAT WE BRING TO THE TABLE IN TERMS OF DIGITAL TRANSFORMATION, IS ACCURACY – WE CAPTURE THINGS TO THE SECOND. MOST PEOPLE DON’T ROUND THINGS UP TO THE SECOND THEY WILL ROUND UP TO THE MINUTE, BUT WHEN YOU LOOK AT THE VARIANCES OF “8:57-5:03” FOR EXAMPLE, THAT 5 MINUTES OR 6 MINUTES PER DAY, TIMES 4,000 EMPLOYEES AND 240 WORKING DAYS PER ANNUM, ADDS UP TO A HUGE NUMBER."

This is when we start to experience high commercial labour cost savings within an organisation. What Ezitracker does, and has the capability of doing, is looking at the working parameters and shift patterns, and applying rounding rules.  For example, we can apply rules where if you clock in late, it will automatically round down if you leave early. That’s where we see the biggest cost-savings for our clients.

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