Streamlining Payroll And Time & Attendance With Data-Driven Technology

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26 February 2020

In this guest post, Christian Berenger, Managing Director of 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.

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.

The issues with managing attendance data

It’s easy for employees with paper-based timesheets to enter incorrect times of arriving and leaving site or 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 which 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 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.   

“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 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.”

– Christian Berenger

Managing Director, Ezitracker

   

The end of paper timesheets?

Modern time and attendance software technology enables operations managers to verify attendance in real-time, and eliminates 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.

Digital streamlining 

An integrated Workforce Management System will include scheduling, payroll and invoice reporting so that employees can be allocated, pay rates assigned and payroll extracts can be produced. Seamless integration means that tailored reports can be created quickly and easily. The method and frequency of how people are paid can have a considerable impact on how they manage their finances and how they approach their daily duties. Financial stress can be a distraction at work for employees, and many employers recognise the direct impact it can have on productivity and engagement.

The digital streamlining of payroll should be a priority for employers, regardless of industry or size. That’s why there is an emergence of new technologies that aim to transform payroll for the benefit of both employers and employees, and more so in commercial cleaning and facilities management sectors where hours and locations can be varied. If we assess the efficiencies of payroll processing across different businesses and roles, we need to establish what is important for payroll back-office staff, and what their key pain points are. Despite the rise in digital processes and the use of smartphones, there remains some level of resistance from the payroll administrators, who are reluctant to adopt online employee portals.

Streamlining payroll processes and adopting intuitive cloud-based management technology in your FM or cleaning company can be a double winner; meaning both the employer and the worker get to realise the benefits.  With many systems already under pressure, payroll is a drain on administration and often takes several days to complete.  Providing your employees with a portal, wallet or app that easily shows them things like wage slips, money transfers, PAYE, requests for drawdowns etc. means they are in control and responsible for their financial well-being and financial visibility.  As a business, you will benefit the rewards that this automation brings and will quickly realise the value that cloud-based systems can bring to your company.

Aiding workplace wellbeing

It’s all about creating a healthy, happy engaged workforce, so they can be in control of their finances. Money worries are a common distraction at work, supporting the financial wellbeing of your workforce is not only good for your employees, it’s good for business.

Download the latest Whitepaper ‘ A Guide to Payroll Streamlining for FM & Cleaning Companies’

Article written by Christian Berenger | Published 26 February 2020

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