Synovia Solutions Blog

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