What is an employee timesheet?

An employee timesheet is a method used to record how many hours an employee spends working. Its objective is to calculate the hours that each employee has worked and how they have been distributed throughout their day.

This accounting includes the hours between entering and leaving the workplace, as well as overtime hours and those that have not been performed, for whatever reason.

Want to learn how to simplify payroll management, timesheets and projects? Check out this article!

 

How do timesheets work?

All employees must enter their working hours and then send it to the responsible person. They can enter their hours according to the projects, tasks or activities established, and they can also include comments.

There are different ways to keep track of employee timesheets: from software that count the hours from a computer, mobile assistance systems that track employees, cards with which employees clock their hours at the office entrance, or advanced technologies that use fingerprints or retinal scans.

If you want to reduce the time spent managing timesheets by 50%, save time and money, get information about your projects in real-time and invoice faster, then Mobile Punch is the solution you’ve been looking for. Our app offers a host of advantages to simplify timesheet management, scheduling, form production, and project tracking.

 

What is an employee timesheet used for?

An employee timesheet is used by HR to keep track of the hours worked by each employee. This is beneficial for both the worker and the company. Thanks to timesheets, employees can be sure that they won’t be working extra hours that won’t be paid, and the company can control employee absenteeism and save time in managing schedules, among other things.

With timesheets, workers have to register all their exits and entrances to the office, even those that occur during breaks. This is especially useful to have an overview of the hours that the employee actually spends working and completing its tasks, with the aim of measuring productivity and making decisions such as increasing or reducing the personnel required for specific projects.

Timesheets are also useful as a payroll records and salary management tool, as it’s a really important source of information. With this system, companies can improve their organization while improving the productivity of their workers at the same time. Do you know what the value of each and every single one of your employees is? Learn how to calculate working hours. 

 

Pros and cons of using timesheets

Pros of using timesheets

In addition to all the benefits we have already talked about, implementing a work timesheet in a company also means being able to know which worker is doing its job at a specific time. This information can be useful if an emergency situation occurs.

Flexible hours can also be implemented easily, as well as managing shifts just by taking a look at the scheme that includes the schedules of all workers, and this is especially useful if your company has a high staff turnover. Finally, staff timesheets are also a good way to count the hours that the company owes an employee, or the hours that an employee owes the company.

 

Cons of using timesheets

The biggest disadvantage is the rejection that workers may feel regarding this control measure, assuming that they will be monitored with evidence regarding their activity on the job. If this change takes place in your company, you must ensure that the way you communicate it internally is correct, always emphasizing the benefits that this system has for workers.

If you don’t communicate it properly, your employees may feel a lack of confidence on your part and that can lead to them feeling unmotivated in their jobs. Do you know what time theft at work is? Discover it here!

 

How long should you have to keep employee timesheets?

According to Canada’s Labour Standards Regulations, employers must keep employment records such as timesheets for at least 36 months. For the construction sector, employers must keep their records six years after the last year to which this information relates.

Have you ever considered having a tool that helps you calculate your employees working hours efficiently? Mobile Punch Calculator of Working Hours is integrated into the Mobile Punch app and it’s an essential tool for any company that has to record its employees working time. It allows you to quickly and easily automatically generate accurate timesheets for the selected time period.

Whether you need it for internal staff, traveling to visit clients or on project sites, or even for subcontractors who need to calculate working hours, Mobile Punch allows thousands of companies to carry out significant savings in time and money.

 

What should be included in a timesheet?

Although the requirements and fields vary depending on the company, an employee timesheet should include the following information:

Labor costs may be the largest expense in your business. For any company that wants to record working hours more effectively and generate more profits, having an employee schedule management system is essential. Remember that, after all, time is money!

Here are some of the benefits you will enjoy if you use Mobile Punch’s employee work schedule management app:

 

How does a timesheet affect payments?

Many employees have a certain number of hours set by contract. If they work overtime, the company must compensate them financially or accumulate them so that they have extra hours or days of vacation. In other cases, employees don’t have predetermined hours, but instead charge for the hours worked. This is the case of temporary work agencies.

For example, depending on the month or the client’s needs, the company will need a worker to work more or less hours. In both cases, the hours are important for accounting. For this reason, many companies connect timesheets with the payroll module. In this way, the data is dumped and the payroll generation time is reduced, as well as the human errors when entering the hours.

There are companies that outsource their payroll. In this case, there are two possibilities: the first option is to send a report with all the hours per employee to the agency that manages their payroll or, what could also be done is to grant external access to that to the agency for them to access the data when they need it.

Timesheets are also used to pay external employees or freelancers. What many companies do is receive the total monthly hours in an excel spreadsheet or invoice issued by the external employee. In other cases, external access is granted to the freelancers so that they can introduce their hours.

Want to optimize your payroll system? Once you know how it works and all the benefits it offers, you won’t be able to live without our Timesheet calculator!

 

How does a timesheet affect billing?

A timesheet is essential for those companies that bill by the hour or that can be hired by hour packages. Normally, almost all the companies that invoice in this way are those of service or those that work on a project basis.

For a service company that provides staff for certain functions, a timesheet is very important. Employees fill in the hours worked and these are collected so that they can be billed to the customer. To do this, there are companies that connect the employee timesheet with the billing system.

In this way, the data is dumped and the system automatically reflects it on the customer’s invoice. This allocation of hours can be deducted from the established amount of hours hired by the client or accumulated in the invoice if the contract wasn’t for a determined number of hours.

Companies that work on a project basis must also keep a good track of the hours worked, since a timesheet is very useful to know the profitability that a company planned to obtain and to see what the profitability that is finally obtained is.

Want to know where your teams are as soon as they start their shifts? With Mobile Punch, working time is counted down to the minute. Get a demo now and start saving time and money! 

In the last few decades, technology has completely overhauled the way we do things. Whether it’s on a personal level through our daily use of smartphones or on a professional level when it comes to running a business.

With the fast-evolving technological advancements and environment we live in, businesses have to keep up and invest in information technology systems to remain competitive and relevant in their respective market. After all, it is no secret that technology is the driver of success for modern businesses.

Moreover, with the current circumstances surrounding Covid-19, this reality is becoming increasingly evident. Technology is acting as an accelerator of change and highlighting the benefits of the digitization of the economy and businesses.

For innovative companies, digitized information and workflows optimize processes. Technology increases productivity and disrupts traditional business models. Even if the profitability of an investment in technology can be difficult to predict, the cost of financing is one of the lowest and the tax system is very advantageous when it comes to research and development. 

This is particularly true in Quebec, since Investissement Quebec has recently launched the Productivity innovation initiative which encourages innovation of all kinds and boosts the digitization of manufacturers and businesses. 

 

The role and importance of technology in businesses

Technology plays a vital role for businesses who seek growth and development. In fact, IT departments in companies are indispensable to their performance and to maintain a competitive edge. 

As businesses are incorporating more and more forms of technology, it takes on bigger and more important roles :

 

Technology allows you to simplify and communicate more effectively with your staff and your customers. It can intervene in many ways internally and externally. It plays a huge role in streamlining the types of data relay that occur between different departments and helping everyone stay up to date. It also makes communication with customers smoother and more effective.

 

With new technologies on the rise, it’s an opportunity for businesses to advertise and discover new markets. Technology allows them to propel digital advertisements, break into new marketing channels, interact with customers… which ultimately draws more traffic and grows the company’s revenues.

 

Decision making is a critical process, and in order to make it easier and more efficient, the use of technology is essential. You don’t need to stress about tracking your customer surveys or market data on spreadsheets anymore, with the right IT software you get accurate, hassle-free reporting and relevant metrics that will help you make better business decisions.

 

Customer Relationship Management systems rely on technology and new technological advancements to keep you up to date with your customers and their needs. They are crucial to maintain a solid relationship and make sure they don’t switch to your competitors.  

 

Whatever industry your business operates in, technology’s role will always be to inject efficiency into your work processes and help you maintain a competitive advantage.

 

Benefits of technology for businesses

Whether you run a small startup or a big corporation, technology has both tangible and intangible benefits that will help you grow your business and deliver added-value to your customers. 

Here are the key advantages of investing in technology for your business :

 

Automation, productivity and efficiency

Nowadays, smaller businesses can compete with bigger ones by being more agile and responsive to change. Using technology to automate certain work processes can improve your company’s efficiency and employee productivity as well as reduce human errors.

With software applications operating in finance, marketing, sales and other departments, technology helps businesses understand its cash flow needs, track its sales automatically, optimize precious resources such as time… Executives can save time and money while also concentrating their focus on creating value and evolving their business strategies.

 

Security

Most businesses are subject to security threats and vandalism. That is why one of technology’s greatest advantages is that it can be used to protect and reinforce security measures on critical data such as financial data, confidential executive decisions and other sensitive information.

It is even more essential now that companies are relying on cloud storage to manage and store their information. Technology allows businesses to set up robust cyber security measures to keep their assets and data safe.

 

Financial savings

Another key benefit of technology is the financial savings it introduces. The increase of productivity and efficiency allows the company to achieve more with less. Also, the automation of communication can reduce travel, data storage and server maintenance costs.

 

Research capacity

With the use of technology, a business acquires the capacity to research new opportunities and stay one step ahead of its competitors. Business that desires to grow must seize new opportunities and expand into new markets.

In this sense, another benefit of technology revolves around using analytic and metric tools to provide executives with relevant and accurate data that will help them make the best decisions to ensure their businesses’ success.  

 

Reliable storage

Some technologies, such as virtual vaults or cloud computing, provide the company with easy and reliable storage of their most important and valuable records without requiring big servers or physical drives. You don’t need to worry about bugs or crashes in your computers since external servers are trained to do all the heavy lifting.

 

Business culture

Technology helps create a team dynamic within your business since employees in different locations have the chance to interact and discuss ideas smoothly. With effective communication, tensions and misunderstandings are less likely to occur. Collaboration improves the work environment and creates value for your business.

 

5 Reasons why companies should invest in technology in 2021

If you’re still hesitant about investing in IT, we’ve detailed 5 key reasons why your business should invest in tech in 2021 :

1. Get an edge over your competitors

Perhaps the best thing about investing in technology is the power it can give your business in developing its competitive advantage. You could have the best ideas and the most professional staff but if other companies present these ideas better, build them faster or just improve them quicker, that’s going to cost you a lot.

The earlier you invest in IT services and systems, the better it is for your business and the lower the chance you will get outperformed by your competitors. You want to be able to set yourself apart while providing the best products and services for your customers.

Investing in technology means investing in your future. 

 

2. Remote access

Investing in technology gives your team the ability to work remotely and deliver results from anywhere. In fact, employees who spend 60 to 80 % of their time working remotely have the highest workplace engagement (source). Having more productive employees should be a good enough reason for you to invest in technology don’t you think?

 

3. Better interaction with your customers

Customers are getting smarter by the day and they love technology. In order for you to keep them satisfied, you have to keep up with technological trends. Luckily, with the right IT system, this is a no-brainer. 

You can set up a chatbot on your website to interact with your customers and rely on artificial intelligence to improve the customer experience, or if you notice that your customers are more active on a particular social media platform like Twitter or Instagram, you can direct your tech efforts towards that. You should always stay on the lookout for the next big innovation when it comes to communicating with your customers, because, not only will it generate customer loyalty but also attract new customers.  

 

4. Speed

Investing in technology will save you a lot of time. By automating your workflow and processes, you reduce manual intensive labor and a task that normally takes your team a couple of days can take just a few minutes or hours with the right IT tools. 

 

5. Strong company flexibility

Having the ability and agility to respond to changing business needs and a changing environment is key to success. A business is made to evolve over time, face challenges and witness a lot of changes overall. 

New technology means that you will have the tools and the flexibility needed to apprehend any situation that may come your way. You can advance towards new markets and opportunities, you can target new clients, create new products or services… with ease and confidence.

 

How to find the right software for your business ?

The main goal here is not to find the best software but to find the software that best suits your specific business needs. Technology trends come and go, but the right software will stick with you for a long time.

The first thing you need to do is analyze your needs and possible areas of improvement. Once you have analyzed your current situation and existing tools, you can start comparing different software that meet your criteria.

You will want to start your research by filtering options and listing the best tools for your team, workflow and goals. Doing your research properly will help you avoid the hassle of changing solutions down the road. 

After that, you will want to determine the budget you’re willing to spend on this new software and try to stay within your price lane. 

Make sure to choose a software that is customizable, that fits your needs and integrates with other software you are currently using. Most importantly, you want your employees to get on board with it and familiarize themselves with it as soon as they can.  

Discover the best timesheet and project management app

When running a business, bureaucratic tasks tend to slow down the pace of work and make managing timesheets and payroll complex. Not having a database that is easy to manipulate increases the risk of errors and wastes a lot of the company’s time.

For a better management of all your projects, it can be wise to use technology that can help you better organize yourself and at the same time better satisfy your customers.

The benefits of technology for your business

Time is money, so don’t waste any more of it

Decrypting each employee’s timesheets is time consuming and this work could be done quickly and accurately by a mobile time clock with geolocalized punches. These paid working hours should be invested in more important and profitable tasks.

A constant follow-up of the costs of your projects

Construction contracts are in most cases lump sums. This type of contract, whose price is fixed in advance, requires perfect time management. If your workers work overtime, it will be your responsibility to pay, because you will no longer be able to invoice them. If your work is “cost-plus” you need to have good tools so that your client pays for all the hours allocated to your project.

Management of salaries and CCQ rates

CCQ rates vary across the various construction sectors. If a worker is working on residential, institutional, and commercial projects at the same time, payroll processing can be quite difficult without the right tools and mistakes can occur.

And above all, better satisfy your customers

When you have all project milestones organised according to the time of their progress, you can give your customers concrete proof of project progress. This will allow you to gain their trust and they will feel comfortable renewing their contract with you.

Best application to simplify your business processes

Mobile-Punch understands the complexity of project management

The founder of Mobile-Punch, who was in the construction business, realized that the administrative tasks required a lot of time despite the hours spent on the construction site. So, to reduce the time spent managing timesheets and other office tasks, he created the Mobile-Punch application, a solution that is now used by thousands of companies in different sectors. It allows you to manage your projects in real time while making significant savings.

A practical and useful tool

Mobile-Punch is available in French and English and works on all Android and iPhone mobile devices. This application has more than 250,000 users who use it for several reasons:

The partners of Mobile-Punch

Mobile Punch can be used by small and large companies in various industries. Being compatible with many accounting software and payroll services, Mobile-Punch has earned the trust of many partners such as:

Punch-Mobile is also a member of various associations and enjoys a wide network.

Mobile-Punch: solutions for all your working hours problems

Human resources management

A better adjustment to all the unforeseen events of daily life and an adequate flexibility to ensure the optimal productivity of your employees through various tools:

Calculation of working hours

A quick and simple tool that allows you to record employee time and automatically generate timesheets. Mobile Punch guarantees you a better management of your workforce by following your projects in real time so that you can make the desired modifications and improve your performance.

Geolocation

This tool allows you to track the geographical position of all employees even without an internet connection. It allows a better organization and distribution of tasks for all members of your team in order to establish the strategy that best suits your company.

Payroll management

Pay slips become child’s play when you have all the information you need with the right updates. Mobile-Punch offers you the support you need for accurate payroll processing:

Management of working hours

An employee scheduling system allows you to generate more profits by accurately calculating working time on your various projects at the same time. Your time will be optimized and it will save you money.

Accurate payroll reports

Mobile-Punch’s integrated system allows you to export the payroll reports you generate according to your desired frequency to your accounting software or to transmit the data to your payroll department (Desjardins, ACQ, APCHQ, etc.).

A better management of your projects

Mobile Punch allows communication between all staff members for a centralization of data that gives you a real-time overview of the progress of your projects. In addition, the electronic agenda allows you to distribute tasks. Staff receive notifications and can view schedules and find all the information they need.

The COVID form for the government

This option allows different companies using Mobile-Punch to ensure the safety of their employees. This form meets the requirements of the CNESST and INSPQ which proposes measures for the protection of employees and customers. To ensure compliance with these standards, the application has integrated a COVID form.

Advantages of Mobile-Punch

  1. A schedule management application that automatically calculates working hours. It records billable hours, which guarantees accurate payroll for your employees and simplified invoicing for your customers.
  2. Better time management, because employees can follow the work process and know that you in turn can monitor progress in real time. This helps to empower employees and increase their level of productivity.
  3. With established work schedules, you can assess the productive capacity of your team in order to develop plans for your projects. You can adjust working hours and deadlines according to the strategy that suits you best to ensure the best project management possible.
  4. A pertinent evaluation of the workflow allows you to quickly detect the factors that slow down your projects in order to find adequate solutions.
  5. Perpetual communication between employees and managers allows continuous sharing of updates and thus a follow-up of project progress that helps you meet budgets and deadlines.
  6. This application helps you generate accurate information on the progress of your projects and their deadlines. This will allow you to obtain better results and especially to gain the confidence of your customers.

If you want to increase your profitability while improving your project management, do not hesitate to contact us.

 

Day-to-day management takes a lot of time and it can be challenging for managers and business owners to keep up with their employees and projects all at the same time. This is where employee time tracking apps come in handy. A time tracking software is more than a simple assessment of employees’ entry and departure time.

This software helps you become more efficient, organized, and saves you time and money. It provides unique features with multiple benefits to your organization. In this article, we introduce the concept of employee time tracking software, explain its uses and detail its many benefits.

What is an employee time tracking app?

A time tracking app, time clock app or time tracking software is a tool used by managers and employees that allows them to record working hours spent on tasks or projects. In general, it is used to calculate time spent on assigned tasks and to automate payroll or client invoicing. It’s especially helpful  for those who employ freelancers and hourly workers.

But there’s more to it than that. Many organizations use employee time tracking apps to measure team performance and on-the-job productivity. It helps them get a better oversight of a project’s progress and individual tasks. Employees can use it to improve work practices and make the most out of every minute of their working hours.

Why use an employee time tracking app?

Time tracking apps establish accountability amongst teams and managers because they keep employers informed on important metrics like the number of hours spent on individual tasks, which employees completed certain tasks, when the project was completed, and how much time was put into it.

Advantages of using an employee time tracking app

1.  Accurate billing and payroll

Let’s start with the obvious. Time tracking apps capture everything you do while you work. So instead of figuring out how to calculate working hours, this software does it automatically for you. The software records billable hours so it’s easier for you to invoice clients. You can’t rely on yourself or your team members to provide a close estimate of time spent on a specific task or project. A rough estimate isn’t the same as an exact number of hours and minutes. By tracking your employees’ working hours, you make sure your workers get paid fairly.

2. Improved employee productivity

By tracking your employees’ time, you monitor their work hours and work progress in real time. The employees themselves can track their own time and get to see how productive they actually are. They can see the whole picture of their working process, when they are more focused, when they lack productivity, how much time they spend on each task or if they are running behind. They can learn how to better manage their time and be more productive.

3. Enhance project management

In order to create a successful project management strategy, you will need to build a plan around factors like client demands, team capacity, scope of work and deadlines. If you know how many hours are put into each project, you can easily make adjustments to work schedules. Based on your team capacity, you can reallocate hours, shift deadlines and prioritize future projects. An employee time tracking app is an essential tool to improve project management.

4. Evaluate team workflow

Time tracking apps clock the beginning and end of employees’ workday. They also monitor everything that happens in between working hours from meetings to project tasks and client feedback sessions. So they allow you to analyze the team’s workflow and easily find gaps if there are any, like for example when your employees finish a one-hour task in three hours. This way, you look for what slowed them down and provide solutions or resources that will prevent a delay like this from happening again.

5.  Track “invisible tasks”

Besides working projects, there are also tasks that seemingly take seconds to complete but we spend a good amount of time on them. We’re talking about “invisible tasks” that often go unreported like client call times and responding to emails. Time tracking apps capture everything that happens in a workday. They help employees quantify these tasks and consider them when preparing a workweek plan.

6. Communicate progress

Besides tracking time, this software allows employees and managers to communicate work progress better. Employees can share status updates of projects they are working on with their managers. The ability to keep up with the progress of a project can give you a glimpse into your project’s budget. It also helps you stay on track and deliver projects on time.

7. Enhance customer satisfaction

When you’re on time with your projects, you gain your clients’ trust. An employee time tracking app will help you perform well and build a trustworthy relationship with your client. You will be able to keep the client updated by sending him accurate information about the project progress and estimated time. You will also be able to make sure your team completes projects on time and under budget.

8. Increase accountability

A major component of team success is making sure that every member on your team feels valued and receives recognition for their work. Tracking your employees’ time helps establish accountability amongst working teams because managers know which employees completed certain tasks and who is more productive. Hard work should be recognized, so you can let your employees know that you appreciate their hard work and dedication. This feedback can easily increase their level of productivity.

9. More transparency

Employee time tracking software makes sure that full transparency is provided to team members about the jobs being completed, who works on what task and how long a project is taking to be done. This way, employees can feel that their work is not going unnoticed.

Need help organizing your workflow? 

What are the essential features of an employee time tracking app?

Besides tracking your employee’s time, this software has various uses that can help you achieve your company goals. Here are the essential features of an employee time tracking software:

 

 

Timecards, or employees’ attendance reports centralize information related to billable hours including holidays, time-off and more. This way, clients can be invoiced transparently and accurately. Also, as a manager, you get to pay your employees accurately and reward them for their hard work.

 

 

Generally, a project management system requires time tracking features. Which is why employee time tracking software includes essential project management features. Team leaders can set deadlines, assign tasks to employees, and track the progress of projects. Time tracking software can help you predict the time and cost of a project accurately and help you keep up with your weekly goals and monthly responsibilities.

 

 

This feature allows you to bill clients precisely. With the automated time trackers, the unbilled project hours are easily transformed into invoices. With the timesheet feature already available, the process of online invoicing is made easier without having to worry about mismatches. This way, you avoid conflicts with your employees or clients.

 

 

You get to determine how much time is spent on invisible tasks such as phone calls, clients and team meetings, email responses, travel within the premises, etc. These tasks can seem irrelevant, but they can easily take up a huge chunk of your time. Tracking them allows you to factor them into your project estimations.

 

 

You can create in-depth and customized reports that suit your industry and your specific business. You are able to convert data into visual reports like charts and graphs so you can analyze the overall performance of your team and the organization. This helps you take informed decisions that will ensure the growth of the organization.

 

 

The notification feature makes sure that team members stay on track with their projects by creating alerts. For example, an employee can get a reminder about the approaching delivery date of a project and task deadlines. This allows employees to perform well and stick to their schedule. These notifications can be automatically sent to employees via emails or directly to their phone.

Best employee time tracking app

Mobile Punch is the most popular time tracking app in Canada because of its user-friendly interface. Our app is very simple to install and use and it’s available in both French and English for both Android and iOS devices. Our mobile app allows employees to punch in their arrival and departure times using their cell phones or tablets. Our time tracking system automatically calculates the employees’ working hours and it even has an offline mode to make sure that no information gets lost when employees or managers don’t have access to the internet.

It also has a geolocation feature that confirms the job site location (GPS location) when employees punch in and punch out. Owners can easily manage their workforce by changing schedules, creating shift plans, adding tasks and assigning employees to projects. The employees instantly receive the project’s information. They also have access to the assigned project file to consult, send or download the details of the tasks they are supposed to be working on.

Mobile Punch helps you optimize your time so that you can meet your business objectives. We make it easy for you to access your data anywhere, anytime and from any device (laptop, tablet, desktop computer or any mobile phone).

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Do you know what the value of each and every single one of your employees is? Calculating the work hours of your workers accurately can help you make informed decisions that are aimed at improving the productivity and profitability of your company. It’s the best way to make sure your employees get paid fairly and it gives you insights so that you can determine if you should delegate or outsource certain tasks. In this article, we explain how to calculate working hours step-by-step and give you some useful tips.

What are working hours?

Before we get started on the process of calculating work hours, it’s important you understand the different work hours parameters that exist. Businesses pay employees per hour of work done or on a fixed salary basis. Employees paid by salary make the same amount of money per month/year no matter how many hours they work. Therefore, unless an employee is salaried, his/her work hours fall into one of these three categories:

(Note: Standards may vary depending on the collective agreement signed between the union and the employers. For example, in the construction industry, the maximum hours allowed without having to pay a surplus is different from the standards in practice for workers not covered by a collective agreement. To learn more about standards in the construction industry, we invite you to visit the CCQ website.)

Full-time is the maximum amount of time an employee can work during a certain period of time, generally a week. In Canada, according to the law, the maximum an employee can work per week is 40 hours, after that, additional hours are considered as overtime and employees are entitled to an extra compensation.

Employers can set different amounts for full-time as long as it doesn’t exceed 40 hours a week, this gives the employer a certain flexibility to choose the perfect business schedule that suits both the employee and the company. Companies that choose to employ their workers full-time are required to provide certain benefits to them, like health insurance.

Legally speaking, there is no binding number to how many hours are required for a job to be considered part-time. The employer therefore defines his full-time hours according to the business policy and based on that sets the upper limit for part-time hours.

Generally speaking, part time is any work time which is below the full-time limit defined by the company. As a general rule, employers usually set that at half of the full-time hours. So if a company’s full-time hours is 40 hours, part-time is somewhere between 20 hours and 25 hours per week. However, a part-time job doesn’t get as many benefits as a full-time position (health insurance, vacation days, etc.). Employers can choose to offer these benefits to part-time employees but they are not required to do so.

Overtime represents the number of hours an employee works outside of his full-time hours (generally 40 hours a week). According to the law, an employee that works overtime is entitled to 1.5 times their regular wage. This number is also known as “time-and-a-half”. So an employee that makes 30$ an hour regularly, will receive a compensation of 45$ if he/she works overtime.However, as a business, it is recommended to keep overtime hours as low as possible, as this can affect your labor budget, profit, taxes…

If you are planning to give your full-time employee a lot of overtime, instead, think of hiring a part-time employee that will cost you less and give your full-time employee some time off to stay rested and focused on his work. It’s important to note that companies are not required to pay overtime for their employees working on a salary basis nor for their part-time employees who did not exceed the 40 hours per week.  

What is time theft at work? 

Determine how your business will record work hours

It is important to determine how you will record work hours in order to keep an accurate record of all the hours worked by your employees. It can also be useful when you are running an audit.

Here are the most common ways to record work hours:

Handwritten sign-in sheets/ timecards

Employees write down on a document/timecard their hours worked and submit it to their employer, generally once a week or once every few weeks.

Mechanical time clock

A mechanical time clock is a clock that prints out the date and time on a timecard placed by the employee when they start and stop working. The manager/employer then calculates hours based on this information.

Electronic time clock

An electronic time clock works the same way as a mechanical time clock but is paperless. Instead the employee places a badge, his/her fingerprint in front of the device, and it stamps/puts in place a digital timecard to record the date and time.

Computer-based software

With a computer-based tracking system, employees can record their work time with a clock-software on their computers or mobile phones. In order to do that, they log in to an application or website and press a button at the start and end time. The software then calculates the hours worked automatically.

Tips to calculate hours worked accurately

1. Determine the start and end time

If you are going to use one of the manual methods, such as a handwritten spreadsheet, you will need to determine the times your employees checked in and out every day. For that, you will need your employees to be specific with written times and not leave out minutes or write an approximate time.

2. Choose a time format

This may seem like an odd thing to do, but the time format can make calculating working hours easier or harder in the long-run. Calculating working hours for employees is quite simple when the records are done correctly and accurately, and when the time format is understood by everyone. In fact, there are two main time formats that are used: standard time and military time.

Standard time format is what is used on most clocks: the time from one to twelve. It requires the addition of “a.m.” or “p.m.” in order to differentiate between morning and afternoon hours. On the other hand, military time counts the morning hours just like the standard format. But after 12 p.m., it begins counting by adding twelve to the hour. In the military time format, there is no need to use “a.m.” or “p.m.” since you are able to differ morning from afternoon with the time displayed.

To convert time from standard to military time, you have to add 12 to the afternoon hours, for example : 5 p.m. becomes 17:00, while 8:25 a.m. remains 8:25. Adopting the 24h format (military time format) is much easier when calculating working hours manually. For example, if an employee clocked in at 8:00 and left at 16:00, calculating the hours worked by this employee is just a matter of subtracting 8 from 16, which tells us that this employee worked 8 hours that day.

3. Set a rounding policy

Usually, your employees will not clock in and out of work at precise hours. Some people will be early and others will be late, and that’s where the importance of a rounding policy lies. Start and end time are often off by a few minutes, so you must round up or down. The best way to go about this is to keep track of hours worked in 15-minute increments with the first 7 minutes rounded down and the remainder rounded up.

To set an example, if an employee clocks in at 8:57 and clocks out at 16:03, that employee worked for a total of 6 hours and 6 minutes, which would round down to 6 hours. On the other hand, an employee that checked in at 8:58 and checked out at 16:11 worked 6 hours and 13 minutes, which in this case would round up to 6 hours and 15 minutes.

4. Subtract unpaid time taken for breaks

When calculating working hours, is it also important to consider other factors, such as breaks, days off, etc. Generally, meal and rest breaks are required by the law in Quebec but the company is not required to pay them, unless the employee is not permitted to leave the work site. This also applies to breaks such as going to a doctor’s appointment, this time off needs to be subtracted from working hours.

This also applies to taking days off without having paid time available for that matter such as paid vacations. The employer in this case can deduct these days from the employee’s monthly/weekly working hours.

5. Sort working hours into categories if necessary

Depending on the industry, an employee can perform different jobs with different pay wages. For example, in the catering industry, a person can work as a waiter/waitress as well as a host/ hostess, both of which typically have different pay rates.

When this is the case, it is important to separate each of the working hours for each job performed so that the employee can get paid accordingly and fairly. This can easily become a legal issue, so it is crucial to keep track of what the employee is doing and how much he/she is getting paid for that job. Thus, the importance of setting up categories.

6.  Tabulate hours for the week and then for the year

In this step, you just need to calculate a whole week’s worth of work and then a whole year’s worth of work. To do that, you just need to go through and tabulate the hours worked by each employee, without forgetting the categories that each employee has worked for (it that applies) and unpaid breaks. Once you know the number of hours an employee has worked, it’s just a matter of multiplying those hours by the pay rate.

Then it is even easier to calculate the number of work hours in an entire year by multiplying the weekly pay obtained by the number of weeks worked in the year. In reality, there are 52 weeks in a year but you will have to subtract unpaid vacation days, unpaid days off…  from the employee’s annual total. 

Need help calculating hours worked for your business?

Nowadays, technology is the best ally of companies who want to stay competitive in a highly saturated market and scale their business. This comes to no surprise as technological tools such as Mobile Punch’s app help thousands of businesses save a lot of time and money. One of the many features of this app is the working hours’ calculator, which allows you to generate accurate timesheets automatically and accurately from a mobile device. 

Your staff simply has to punch in their start and end times at the workplace. Thanks to our geolocation system, you are even able to validate the hours worked by monitoring the presence of your teams on worksites. The tool can be personalized according to your criteria (breaks, days off, etc.) and it is adapted for bonuses, overtime rate, statutory holidays, etc. You can even modify fees according to the activity sector for employees whose hourly rate varies depending on the work performed. The best part? The tool allows you to generate payroll reports in PDF or Excel, or to export the data to your accounting software or payroll service.

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Nowadays, technologies invade our daily life and habits, whether it be on a personal or professional level. We are now surrounded by electronic devices and adapting to technological change is necessary for companies that want to propel their growth, increase their turnover and save time. However, integrating new technologies can be a big challenge for some companies when the implementation is not well planned and employees resist change.

Change often faces resistance from people who are confronted with it but that doesn’t mean you have to be afraid of it… change often brings new opportunities in its path and allows us to learn from our mistakes. Today’s technology is constantly evolving and companies that develop a resilient business model by incorporating technological tools such as Mobile Punch’s application are able to gain a competitive advantage and grow their business.

Tips to facilitate the adoption of new technology in your business

Integrating new technology into your business can save you a lot of money and time. That being said, your employees must be on board and ready to welcome this new change. Here are some tips to facilitate the process of technology adoption in your business:

1. Clearly define your vision

Keep in mind that resistance to change from employees comes mainly from the comfort of habits and the discomfort of the unknown. To remedy this and ensure a smooth transition you need to make sure you explain why this change is necessary and how it will benefit the business and make it easier for employees to do their jobs.

Change needs to start at the top, which means management needs to take responsibility for bringing employees together and presenting them with their vision. It is important to explain the benefits of adopting this technology and how the company will go about implementing it within the organization. You need to create a sense of urgency and openly discuss market conditions and the reasons for this change. The more transparent you are, the more open your employees will be to the idea.

Aside from organizing team meetings, you can also invite spokespersons from the technological partner you will be doing business with to explain the product or service in detail and answer questions that your workers may have. Getting an outside perspective can make technology adoption easier and convince employees that change is in everyone’s best interest.

2. Improve team communication 

Communication is a key part of successful technology adoption in any organization, and that is why it is important to communicate effectively, but most importantly to engage employees from the start. They should be able to express their ideas, concerns and suggestions and feel that the company is listening to their needs.

As we all know, humans are creatures of habit, so any change is likely to overwhelm them. This is why the communication of the change must be done several months before the implementation. Early in the process, talk to your employees about the new technology you plan to adopt. This will give them time to get used to the idea, ask questions, and prepare for the future.

Innovation is teamwork that relies on good communication and proper collaboration between your team members. You need to make sure that you involve everyone in your team. You can send a newsletter, organize discussion sessions or use other communication tools to ensure that your employees are well informed and to create a committee that will facilitate technological adaptation.

3. Provide quality training

It is often said that a company is only as good as its employees, and so are new technologies. You are about to invest time and money to introduce this technology, and it will only be as good as its users. It is therefore essential to provide quality training to your employees in order to benefit from all the advantages this technology has to offer in terms of productivity, economies of scale and efficiency. The training given must be complete and thorough.

4. Ensure a smooth and fast transition

Once all employees are familiar with this new technology and its benefits, it is best to make the transition quickly and avoid delays. Otherwise, staff could be faced with uncertainty and frustration and cling harder to old ways. Management needs to show determination and set a precise date for the integration of the technology.

5. Ask for feedback

When introducing new technology, there will inevitably be difficulties in adapting. It is an integral part of the process of change. So, during this transition period, invite your employees to give you feedback and ask you questions in order to offer them solutions.

The advantages of implementing new technologies

Strategic decision-making

One of the main advantages of new technologies in business is that they facilitate decision-making. They provide up-to-date information and data so that businesses can take advantage of the opportunities available to them and respond to market threats more effectively. The use of key resources, such as business management software, social networks, big data or artificial intelligence allow you to access and interpret data to turn it into valuable information.

Improvement of the management process

The use of new technologies allows considerable savings in time and money because it simplifies and automates certain tasks. Actions such as planning or time management are carried out in a more agile and efficient manner.

Real-time information

Thanks to new technologies, your team has access to the information they need on any device with an Internet connection. For example, a construction worker visiting a client will be able to view and expose information in real time through any device connected to the Internet.

It is essential to adapt and technologically equip your workspace to offer greater comfort to your workers. In this way, you will contribute to the improvement of the productivity, the quality of work and the service offered by your company.

Improved productivity

Technology is one of the most direct ways to improve productivity. If you are working with old equipment or software, you may need more time to perform the same processes. This improvement in run times will allow you to be faster and more productive.

Save time and money

The introduction of new technologies allows the automation of several tasks, which represents a huge saving in time and money. By introducing technological tools into your business, you allow your employees to devote their time to bigger assignments and more valuable tasks rather than performing routine tasks. This will help them realize their full potential and perfect their work.

How do you motivate your employees to use your new app?

If you are faced with employee reluctance, there are different ways you can motivate them to use your application:

Need a technological ally to accelerate the growth of your business?

Mobile Punch is the #1 application to simplify time management in your business. The application offers you a host of benefits that will revolutionize your daily life. With Mobile Punch, the management of your projects is accessible with just one click. You can reduce the hours spent managing timesheets by up to 50% and track your projects in real time. In addition, you benefit from the automation of the transfer of hours worked to your accounting software in order to avoid possible errors or anomalies.

The application also allows you to manage your teams efficiently in the field and to pay their hours worked with precision thanks to the Punch system. Please do not hesitate to contact us if you would like more information about our services.

 

If your company’s time tracking system is out of date and you still use paper and a clock to determine the hours worked, some employees may be stealing time. A colleague filling out a friend’s timesheet is not uncommon… there are many ways to steal time at work.

Unfortunately, time theft costs businesses a lot of money and affects productivity. In fact, according to some studies, time theft at work can represent up to around 7% of a company’s total payroll. This is a considerable percentage, especially when you consider that small businesses can spend up to 50% of their gross income on payroll costs. For example, if your business generates $ 200,000 this year and $ 100,000 goes towards salary costs, time theft could cost your business $ 7,000. This reality becomes all the more important as your turnover increases.

Aside from losing money, you also have to consider the effect on productivity when employees don’t respect their scheduled hours. For example, if your team stops working 15 minutes early each day for two weeks, you lose 2.5 hours of productivity per worker. If you multiply that lost time by months and factor in very long breaks, you could be paying employees for weeks of work (not worked).

 

What is time theft?

Time theft is any instance where a worker accepts payment for time not worked. This is a significant problem in virtually every industry. Your employees can steal time without knowing it, either by forgetting the specific hours worked or by adding 15 minutes to their timesheet here and there. However, they can also voluntarily steal time.

Here are different types of time theft:

 

How do you reduce time theft in the workplace?

The good news is that time theft can be reduced, if not completely eliminated. Here are some solutions to help you eradicate this problem: 

1. Use the right technological tool

The Mobile Punch app is an all-in-one solution to simplify timesheet management, form production, schedule planning, and project tracking. Among other things, it allows you to:

 

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2. Use passwords to access your system

Passwords are a great way to improve the security of your time tracking system. This way, only the employee in question can record his/her hours worked. He cannot ask a coworker to “punch in” for him if he/she arrives late. With the Mobile Punch app, your employees have an individual account as well as a unique PIN code to log in.

 

3. Activate the geolocation of employees on your time tracking system

GPS tracking allows employers to track their employees in the workplace. Staff geolocation is particularly advantageous for companies with mobile teams. Mobile Punch’s geolocation feature allows employers to validate the presence of their workers in the field, but also to calculate working hours precisely.

Mobile Punch is the ideal solution for employers who have teams that travel to see clients, projects or job sites, but also for those whose workers have only one workplace. The geolocation feature offers several advantages in terms of route optimization, task assignment and resource allocation.

Why is employee geolocation important?

 

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Time theft and labour standards

The Canada Labour Code requires that Canadian employees receive at least the minimum wage of $ 11.06 per hour (2020). It also stipulates that employees who work more than 40 hours per week must receive compensation for overtime. A 50% surcharge must be applied to overtime.

The Mobile Punch app ensures that workers are paid for every minute they work. In addition, it requires employees to approve their hours worked and overtime so that there is no disagreement. 

The adoption of an automated time tracking system also protects employers against fraud by allowing the elimination of human errors and the verification of hours worked. The application allows you to review archived digital records as well as overtime reports.

Ditching paper-based time tracking and integrating a mobile punch app helps you lower your payroll costs and improve your productivity. The Mobile Punch application offers you a variety of features to propel the sustainable growth of your business:

Mobile Punch helps thousands of businesses based in Quebec and Canada save significant time and money. If you want to know more about our services or if you have any questions, please do not hesitate to contact us.

 

Nowadays, geolocation is experiencing exponential growth in the personal, social and professional spheres. Sharing geographic information with surprising ease opens up a world of possibilities for browsers (integrations, real-time data, etc.) in addition to offering many benefits for businesses.

The importance and versatility of geolocation services are such that they have now become an essential element for companies, in particular for the management of human resources in several industries such as the construction sector.

The construction site is opening, do you know if the whole team is on site?

The use of geolocation aims to monetize time and improve business efficiency. This is a particularly useful function for the construction sector where companies have multiple mobile workers scattered across different construction sites, but also in different sectors such as cleaning company, security company, service company and many others.

Geolocation allows you to locate your workers and assign tasks to workers closest to where a certain action needs to be performed. By taking advantage of this technology, you can significantly reduce the distance and travel time needed. This saves you time and improves the efficiency of your team members.

This function allows you to check the trips made by the staff, by recording the visits, the duration and the kilometers traveled. This allows you to improve worker safety and reduce the workload. It is 4:00 p.m. and your employees are supposed to have finished their shift, do you really know? Well, with geolocation you will have the peace of mind to know that they left their last client!

In addition, with this technology, companies can configure their systems to receive notifications and record the entry and exit of their employees. This greatly simplifies the calculation and accuracy of the hours worked for payroll reports.

Benefits of geolocation for companies with mobile employees

Save money and paper

A geolocation system greatly simplifies administrative work for companies. An application, such as Mobile Punch, allows your employees to digitally punch in and out of the workplace. This way, you no longer have to write this information in paper documents and store it in an office space.

This function also allows you to validate the hours worked precisely in order to prepare your payroll reports. The automatic generation of reports saves you a lot of time and money. All your information is centralized and accessible in real time from everywhere.

Improved productivity

Geolocation saves businesses time and money, and improves employee and customer satisfaction through optimal resource management. No more paperwork and endless hours of work, with geolocation and process automation, you can focus on key aspects of your business. The set of tools offered by systems such as Mobile Punch has a positive and direct impact on productivity and revenues.

Efficient management of your field teams

Geolocation allows you to follow the movements and the presence of your teams in real time on construction sites. This allows you to assign the right resources to the required locations. In addition, with Mobile Punch, you can send notifications to your employees, (such as plans, photos, work orders) routes, instructions and much more.

How to know where your employees are without heavily investing in technology?

Mobile Punch is the best application on the market to optimize time management. In addition to being an economical solution, our system allows you to save money and manage your projects in real time. Exporting hours to your accounting software or payroll is also possible. Discover all the functions and advantages of our platform here.

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Mobile-Punch saves thousands of companies time and money. Call us to find out how we could do the same for yours!

We are located at:
5955, rue Saint-Laurent
Lévis, Quebec
G6V 3P5