Synovia Solutions Blog

CONNECTING THE DOTS BETWEEN TIME AND ATTENDANCE

Posted by Christina Dieckmeyer on Tue, Jun 27, 2017 @ 09:41 AM

How GPS-powered tools can improve your payroll system.

6.27.17_Time_And_Attendance_Quote.pngWhen you run a transportation department, your responsibilities never end, from safety issues and driver behavior to route planning and fleet maintenance. To complicate matters even more, you also have very real budget concerns and, too often, budget cuts to deal with. Luckily, many people have realized that GPS technology can help them do more with less while saving both time and money. What many don’t realize, though, is that your payroll system is no exception – there are GPS-powered tools available that can help you better manage it as well.

How It Works

A time and attendance solution allows your drivers to clock in and out within their vehicles. This eliminates paying for non-driving time, and on average it saves 15 minutes per driver, per vehicle, per day. You can ensure your drivers are being paid accurately for their time on the road.

Integrating with Your Payroll System

When looking at solutions, you need one that can integrate with your current setup. All the information captured through GPS tracking needs to be exported to the payroll system you’re already using, quickly and easily. This eliminates any extra work during implementation.

Increasing Payroll Accuracy

Logging time by hand introduces the possibility of human error, causing your payroll accuracy to suffer. By automating time collection, you save quite a bit by eliminating inaccurate time entries. Even if you’re off by as little as one or two percent, that can have a significant effect on your overall payroll budget, no matter whether you manage 50 vehicles or 5,000.

Staying in the Know

One of the largest benefits associated with logging driver time electronically is being able to accurately capture time for payroll purposes. Since you are paying your drivers based on time, it’s critical to know how much of that time is actually involved in a specific route or activity. A time and attendance solution enables your drivers to log a job type with the same keypad they use to clock in from their vehicle.

With this type of solution, you can also review and manage the time that is being collected. As your drivers log in, your GPS system is sending that data back to you. You can review to see who’s logged in, what their time cards look like, and more – all in real time. In addition, you can compare your existing route schedules from your planning system to the actual time being logged by your drivers. If a driver assigned to a six-hour shift is logging eight hours, you’ll know.

Empowering Your Drivers

The GPS solution should also include an employee portal, which allows drivers to log in and view how many hours they’ve logged. The employee portal allows non-drivers or dual-role employees (for example,  someone who may drive in the mornings and work as an office employee during the day) to log time spent on activities that don’t involve operating a vehicle. This can be done from a computer, so time spent both on the road and in the office can all be captured on one time card.

Even if one of your drivers forgets to log in or out, GPS data will provide you with a full picture of that driver’s day, from when that driver left to the time they returned. There are no “he said, she said” arguments over time discrepancies because all the data is right there in front of you.

Overall Benefits to Tracking TIme and Attendance Electronically

Let’s walk through an example of potential benefits and cost savings. Below are some of the major differences experienced by one of our clients with Synovia’s Time and Attendance solution.

Prior to implementation, their process looked something like this. Drivers would fill out timesheets and clock in at their schools. The schools would then review the time by hand, increasing the manpower needed to complete payroll. There was a lack of accountability and accuracy overall.

After implementation, drivers clocked in directly from the bus. The transportation department was able to quickly audit time using the data provided by the software. They also utilized a daily payroll import to ensure payroll accuracy.

So, what was their overall result? The school has reported $100,000 in annual savings since moving to Synovia’s Time and Attendance solution.

Many schools have decided to say goodbye to timesheets and manual entry. They are instead turning to GPS solutions for accurate time tracking, easy-to-read reports, and payroll integration. The benefits are endless, from more effectively managed fleets to large cost savings.

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If you want to learn more about Synovia's TIme & Attendance solution, sign up for a free demonstration

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Tags: Time and Attendance, Payroll

Electronic Time Tracking Can Help You Regain Control of Your Payroll System

Posted by Bill Westerman on Thu, Feb 12, 2015 @ 11:10 AM
GPS for payroll system

As a fleet manager, your responsibilities are seemingly endless, from safety issues and driver behavior, to route planning and fleet maintenance. What’s more, budget concerns remain a very real obstacle. Fortunately, GPS technology can help you do more with less while saving both time and money. Your payroll system is no exception. Read on to learn how Time and Attendance, a GPS-powered tool from Synovia Solutions, can help you better manage all aspects of your payroll system.

Time and Attendance Works with Your Current Payroll System

Time and Attendance is capable of integrating with your current setup so that all of the information captured through GPS tracking can be exported to the payroll system you’re already using quickly and easily.

Time and Attendance Allows You to Automate Time Collection

By using Time and Attendance to automate time collection, you can eliminate paper timesheets by having your drivers login from their vehicles rather than your facility. By tracking driver and employee time more effectively, you can ensure a one-hour route isn’t being logged as a two-hour job or a driver with a four-hour day isn’t being paid for six hours’ worth of work.

Time and Attendance Increases Payroll Accuracy

If your employees are logging their time by hand, chances are your payroll accuracy is suffering. By automating time collection, you can save quite a bit simply by eliminating inaccurate time entries. Even if you’re off by as little as one or two percent, that can have a significant effect on your overall payroll budget, no matter if you manage 20 vehicles or 2,000.

Time and Attendance Keeps You in the Know

One of the largest benefits associated with Time and Attendance is being able to accurately capture time for payroll purposes. If you’re paying your drivers based on time, it’s essential to know how much of that time is actually involved in a specific route or activity. Time and Attendance enables your drivers to log a job type with the same keypad they use to clock in from their vehicle, whether it’s their regular daily school route or a field trip.

Time and Attendance also lets you review and manage the time that is being collected. As your drivers log in, your GPS system is sending that data back to you through the Synovia Solutions platform, which you can review to see who’s logged in, what their time cards look like and more – all in real time. In addition, you can compare your existing route schedules from your planning system to the actual time being logged by your drivers, so if a driver assigned to a six hour shift is logging eight hours, you’ll know.

Time and Attendance Helps You Manage Healthcare Requirements

Even if you don’t pay your drivers based on time and instead use a daily or flat rate, accurate time capturing is incredibly important when it comes to healthcare, specifically the Affordable Care Act, which requires employees who work beyond 30 hours per week be provided health care benefits. If you’re not currently offering these types of benefits, the Affordable Care Act can present you with a rather large expense. That’s why it’s so important that you ensure the time you collect is accurate.

Time and Attendance Makes Life Easier for Your Employees

Time and Attendance also includes an employee portal, which allows drivers to log in and view how many hours they’ve logged. The employee portal also allows non-drivers or dual-role employees (someone who may drive in the mornings and work as an office employee during the day) to log time spent on activities that don’t involve operating a vehicle. This can be done from a computer, so both time spent on the road and in the office can all be captured on one time card.

Even if one of your drivers forgets to log in or out, GPS data will provide you with a full picture of that driver’s day, from when that driver left to time they returned. There are no “he said, she said” arguments over time discrepancies because all of the data is right there in front of you.

Time and Attendance Saves You Money. Period.

The example below shows a timecard representing a week’s worth of work, which alerts you to the fact that the amount of time logged exceeds the time allotted for a particular route or shift, enabling you to investigate and subsequently correct the situation.

Below that you can see weekly totals representing logged activities, including time spent per day. Having this information helps you better manage your employee payroll and reduce time spent on specific shifts or activities where possible, leading to significant overall cost savings. 

payroll system

Using a K-12 fleet as an example, you can see the results North Carolina’s Lincoln County Schools have experienced after integrating their payroll system with Time and Attendance: 

Lincoln County Schools

 

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Tags: transportation directors, Time and Attendance, GPS, Payroll