Significant Savings Achieved by Our Client with an Automated Timekeeping System

Significant Savings Achieved by Our Client with an Automated Timekeeping System from Richard A. Beauchemin, CPA/Carolina Accounting & Tax Service, PLLC

By: Richard A. Beauchemin, CPA/Carolina Accounting & Tax Service, PLLC  02/11/2015
Keywords: Timekeeping, automated timekeeing system, timekeeping case study,

One of our client operates eight store locations in the metro Charlotte region and has one processing facility. The company employs 65 workers. The payroll week ends on Tuesday night and checks are distributed on Friday.   The previous payroll provider required Elite Cleaners to record the employee hours in its payroll web entry portal on Tuesday evening. The information was needed then, so they could process payroll Wednesday morning and employees would receive their checks by Friday morning.   At the time the client was using mechanical time clocks at each location and at its processing plant. On Tuesday all the time cards were collected by the route drivers in the afternoon (and before the employees clocked out for their last shift of the pay week). The data entry for payroll processing could not begin until after 3:30 pm and would typically take 4-5 hours. The administrator had to go through the employees’ time cards, add up the hours and record the hours in the payroll processor’s software.   This caused a great deal of stress and long hours on Tuesday nights for the payroll administrator. Most Tuesdays the administrator would be there until after 8 PM processing and entering employee hours. Richard A. Beauchemin, CPA/Carolina Accounting & Tax Service PLLC deployed an automated time clock at each location for the client. Employees’ hours are transmitted to a secure cloud location. By logging in from anywhere in the world, the administrators can view and edit employee punches each day. At the end of the week, the payroll administrator reviews the electronic timecards and makes any required corrections.   Once reviewed and completed, the payroll administrator lets the payroll processing department at Richard A Beauchemin, CPA/Carolina Accounting & Tax Service, PLLC know the payroll is ready to be processed.   The payroll file is downloaded and imported into the payroll system and payroll is completed with virtually little to no data entry. The client reduced its payroll processing cost while eliminating: - Stress of meeting a deadline to enter data into a payroll time entry portal - Late nights of staying to process payroll - Payroll processing errors due to data transcription errors - Payroll processing rounding errors from estimating hours worked from the timecards

Keywords: automated timekeeing system, Timekeeping, timekeeping case study,

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