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The Empuls Glossary

Glossary of Human Resources Management and Employee Benefit Terms

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Employee Timekeeping

What is employee timekeeping?

Employee timekeeping is the process of tracking and recording the hours worked by employees. It involves documenting start and end times, breaks, and any overtime hours to ensure accurate payroll processing and compliance with labor laws. Timekeeping systems can be manual, like paper timesheets, or automated, using time clocks, software applications, or biometric scanners.

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What are employee timekeeping best practices?

Employee timekeeping best practices cover both how you record employee hours and how you create a system that works for everyone. Here are some key areas to focus on:

1. Accurate record keeping

  • Track time worked, not estimated: Record hours as employees work, not based on estimates or memory at the end of a pay period.
  • Minute by minute: Encourage recording start and end times down to the minute for better accuracy.
  • Include breaks: Track both work hours and official breaks (meal breaks, rest periods) to comply with labor laws.
  • Be consistent: Apply the same timekeeping rules to all employees regardless of position.

2. Efficient systems:

  • Automate when possible: Consider time and attendance software to streamline data entry, minimize errors, and simplify payroll processing.
  • Mobile solutions: Allow employees to clock in and out remotely if their work requires it.
  • Review and approval: Give employees a chance to review their timesheets and approve them before processing payroll.
  • Long-term storage: Maintain timekeeping records for several years as required by law.

3. Building trust and transparency:

  • Clear policies: Establish clear and written timekeeping policies that employees understand.
  • Lead by example: Managers should also be accountable for following timekeeping rules.
  • Focus on productivity: Use timekeeping data to identify areas for improvement and optimize workflows, not for punishment.
  • Open communication: Encourage employees to discuss any timekeeping concerns or questions they may have.

Employee pulse surveys:

These are short surveys that can be sent frequently to check what your employees think about an issue quickly. The survey comprises fewer questions (not more than 10) to get the information quickly. These can be administered at regular intervals (monthly/weekly/quarterly).

One-on-one meetings:

Having periodic, hour-long meetings for an informal chat with every team member is an excellent way to get a true sense of what’s happening with them. Since it is a safe and private conversation, it helps you get better details about an issue.

eNPS:

eNPS (employee Net Promoter score) is one of the simplest yet effective ways to assess your employee's opinion of your company. It includes one intriguing question that gauges loyalty. An example of eNPS questions include: How likely are you to recommend our company to others? Employees respond to the eNPS survey on a scale of 1-10, where 10 denotes they are ‘highly likely’ to recommend the company and 1 signifies they are ‘highly unlikely’ to recommend it.

Based on the responses, employees can be placed in three different categories:

  • Promoters
    Employees who have responded positively or agreed.
  • Detractors
    Employees who have reacted negatively or disagreed.
  • Passives
    Employees who have stayed neutral with their responses.

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