A time clock is an electronic device used to track employees' hours. Generally, employers require their hourly employees to punch a time clock so they can be paid according to the hours they work. Hourly employees must punch in and out when they arrive to work, take breaks and leave at the end of the workday. The company's human resources and/or payroll department typically handles time clock procedures, which often include informing the necessary departments of any time clock changes. To implement time clock changes in your occupational environment, follow these steps.
Explain the changes to your subordinates. If you are the Payroll Manager and are in charge of the time clock procedures, ensure that those reporting to you have a full understanding of the changes. This is critical because they are responsible for ensuring that the employees' paychecks are correct; hence, if they are confused or are not well informed of the changes, they will make payroll errors.
Meet with your manager to discuss how you should communicate the changes to the employees. Most likely, you will be required to send a formal email to all department managers and/or supervisors requesting a meeting so you can demonstrate how the changes should be made. The managers and/or supervisors are responsible for informing their employees of the changes and when training will occur.
Train managers, supervisors and employees on the changes. For example, the time clock change requires that employees clock in on regular time instead of military time. During the session, have the time clock available and demonstrate the difference in how the employees' time will be reflected on their time cards. For instance, 1400 (military time) will now be reflected as 2 p.m. regular time. By showing the employees instead of simply telling them, they will have a visual understanding of the change. Give them information about the changes in writing so they can refer to it as needed.
Discuss the changes with the company you purchased the time clock from. For example, if you are using a Winstar timekeeping system and are switching to a Kronos timekeeping system, have a detailed meeting with Kronos to discuss the system you are using now (Winstar). This enables you to learn how the transition to Kronos should be implemented. Document all instructions provided to you.
Extend additional training to managers, supervisors or employees who still do not understand the time clock changes. For example, if an employee's time card is inaccurate as a result of the time clock change, have his manager or supervisor retrain him.
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