Posts Tagged ‘Digital Time Clocks’

Facts: Paperless Employee Time Clock Systems

Tuesday, November 22nd, 2011

Paperless Time ClocksMany businesses and organizations are trying to move to a paperless payroll system, with time clocks being a large part of that. Whether you are trying to do your part to help the environment, or simply want to cut down on errors that are systematic with punch cards, there are many paperless systems available. At ABC Office, we offer biometric, card swipe and keypad time clock systems. Which system is best for you? I will answer a few questions and provide a few suggestions in this article.

When it comes to paperless time clock and time management systems, there are 3 major types of machines. You first have the card swipe systems, then you have the keypad systems and finally you have the biometric systems. Some modern time clocks incorporate all 3 technologies, either for added security or for versatility. Here is a brief rundown on what the 3 types of paperless time clocks systems do.

Card Swipe Paperless Time Clocks
– These time clocks use either a proximity card or an encoded magnetic stripe (like a credit card) for logging in and out of work. This type of time clock often incorporates the ID badge into the system. This method of tracking employee time worked is effective, accurate and relatively safe from fraud. Card swipe systems require no paper and are extremely easy to set up.

EXAMPLE: Pyramid Technologies PTI Time Trax Pro

Paperless Time Clock SystemsDigital Keypad Paperless Time Clocks – These types of time clocks have a keypad, usually consisting of numbers, letters or both. The pin number, unique to the employee, is then entered. This is similar to punching in or out with a time card, but is done with numbers instead, making the entire system paperless. These types of time clocks are extremely easy to set up and makes adding or removing employees easy.

EXAMPLE: David-Link DL-858 Digital Keypad & Biometric Time Clock

Biometric Paperless Time Clocks – Biometric time clocks are extremely popular right now. For one, no badge or number needs to be used. This means you don’t need to worry about lost badges or forgotten pin numbers. All your employee needs to bring with them ins their finger, which usually isn’t a problem. These systems are extremely accurate, very easy to use and completely eliminate buddy punching fraud altogether.

EXAMPLE: David-Link W-1288 Biometric Time Clock

Each of these employee time management systems either store information internally, for later exporting to a computer, or are connected directly to a computer for payroll purposes. Most of the data on these systems can be exported to MS Excel, Quickbooks, ADP, PAYCHEX and many other payroll programs.

uAttend Web / Internet Cloud-Based Employee Time ClockA fourth, and less common type of time clock, is what’s known as an Internet or Web-based time clock. These types of time clocks store employee information in the cloud and do not require a server or centralized local computer. An authorized person, or an administrator, can log into the cloud service and download or export reports via the internet. These types of systems are usually accompanied by a low monthly fee. uAttend is a great example of an Internet time clock manufacturer. They offer both Ethernet and wireless versions.

EXAMPLES:

All of the sytems I have described are paperless. There are no paper reports needed and data can be analyzed via a computer monitor. These systems are tamper proof, easy to use and best of all they are affordable. They will save you money not only by eliminating paper, but also by improving accuracy.

Please feel free to call one of our experts at 1-800-658-8788 with any questions regarding paperless time clocks and time attendance systems. You can find our entire selection of employee time clocks here.

David-Link DL-800 Digital Punch Time Clock Review

Wednesday, December 8th, 2010

David-Link DL-800 Digital Punch Time Clokc & RecorderIf you’re a small business, on a tight budget or want a no-nonsense time clock, you may want to consider using the David-Link DL-800 digital punch time clock (found here). This compact little device has become very popular for several different reasons. This is my review.

David-Link, as a company, has proven itself to be a solid and reliable manufacturer of employee, digital and biometric time clocks. One of David-Link’s biggest advantages is their excellent price to value ration. You truly can get more time clock for your dollar with David-Link machines.

The DL-800 is a prime example of excellent value for your money. Value and price are two of the reasons this particular model is such a hit with our small business customers. This clock is far superior versus handwriting time worked, and makes payroll easier.

The David-Link DL-800 is packed with features. To begin with, the DL-800 is both a digital and a punch time clock. The digital LCD readout is large and the time clock includes a built in computer that helps you track early punches, late punches and streamlines the payroll process. The DL-800 displays the time and date and includes a perpetual calendar.

The DL-800 is a punch time clock because it physically stamps the time onto a time card. This includes an auto to-loading slot that automatically detects cards as they are placed inside. A dual-color ink ribbon (Red / Black) makes it easy to track down late punches, early punches and helps to cut down on payroll errors.

Time clock fraud is cut down with the DL-800 thanks to password protection. Only an authorized “admin” person can make changes to the date and the time. The DL-800 makes it easy to adjust the pay period. This includes daily, monthly, weekly or bi-weekly pay periods.

Not only is the DL-800 accurate and affordable, it also features a high-quality build. It looks great and fits in nicely with existing office décor. The DL-800 is primarily designed for tabletop use.

If you are a small business or are an organization in need of an affordable employee time clock, I highly recommend using the David-Link DL-800.

You can find the David-Link DL-800 digital punch time clock here. You can find our entire selection of employee time clocks here.

Time Clock Cheating & Fraud Methods Exposed

Tuesday, December 7th, 2010

Employee Time Clocks & RecordersIf you run, own or manage a business, you probably use a time clock and want your employees to work the hours they’re supposed to. One of the biggest problems many businesses face is time clock cheating and fraud. Here is a list of some of the most common methods used by dishonest employees and ways to combat them.

Combating Time Clock Fraud

  • Buddy Punching – Buddy punching occurs when one employee punches in on behalf of another. This is the most common method dishonest employees use to swindle businesses.
    • Solution: The best way to combat this problem is to either frequently examine time cards, to install a camera near the time clock or to use a biometric time clock. Biometric time clocks provide one of the best ways to cut down on time clock fraud.
  • Number Manipulation – Number manipulation occurs when an employee takes a legitimately punched / stamped time card and tries to change the numbers by using a pencil or a pen that closely matches the ink color made by the time clock.
    • Solution: The only way this type of time clock fraud can be prevented is by frequently examining the time cards or by using a digital time clock system. Digital time recorders and clocks are much more difficult to manipulate than an analog clock.
  • Time Clock Manipulation – Time clock manipulation occurs when an employee gains access to the setup of the time clock, usually adjusting the time and punching their card.
    • Solution: This type of fraud can be prevented by using a time clock with a secure lock or one that requires admin privileges to set up. A strategically placed security camera will also prevent manipulation and acts as a great deterrent. Keeping the time clock in plain site of others can also act as a deterrent.
  • Manual Time Recording – While it is understandable that many small businesses keep track of time via manual writing or the “honor system,” this method of keeping track of employee is writhe with potential fraud.
    • Solution: It is recommended, even if you are a small business, to use some sort of a secure employee time clock. This will at least cut down on errors caused by bad handwriting and will at most cut down on potential fraud.
  • Unsecured Computer – Many time clock systems are now set via software. Employees punch in and out by logging into a computer. While more difficult to manipulate, an unsecured computer may be manipulated to adjust hours worked.
    • Solution: Keeping a computer in plain site or in a secure location will help combat this problem. It is also a good idea to be sure administrator rights are enabled and that time manipulation cannot be conducted without a password. Be sure passwords are unique and difficult to figure out.

    Ultimately these practices will not guarantee honest employees, but it will still help cut down on a lot of fraud. You can find secure employee time clocks here.

    Please feel free to call us at 1-800-658-8788 with any time clock related questions.

    How To Choose An Employee Time Clock

    Wednesday, September 15th, 2010

    Employee Time ClocksTime clocks are a critical part of most business operations. Let’s face it, employees don’t work for free and businesses can’t hand out money left and right. There needs to be order to the way a business runs or things would fall apart. A great way to keep track of and manage employee time is by using a time clock. So which type of time clock should you use?

    Finding the right time clock is important. You don’t want something so cheap it will fall apart in a few months, yet you probably don’t want a time clock that requires a rocket engineer to set up. Here are a few questions you will want to ask yourself prior to purchasing a time clock.

    How big is your business? The size of your business will be critical when determining the appropriate time clock. Many time clocks are designed for small businesses with 10 to 30 employees. If your business has more than a few dozen employees, make sure your time clock can support this. Most time clocks will specify how many employees they are designed to handle.

    A general rule of thumb is that a “punch-style” time clock is best for small to medium-size businesses. Digital time clocks are best for small to large-size businesses.

    How do you keep track of  payroll? Do you keep track of your employee payroll on paper, using a spreadsheet (like Excel) or do you use payroll management software like Quickbooks?

    Digital Time ClockPunch-style time clocks will ultimately require some sort of data entry later down the road. Digital and software-based time clocks will typically accumulate and manage employee time automatically and many digital / software time clocks can export data for use in spreadsheets or payroll management programs.

    Do you expect your business to grow? Don’t shortchange yourself by getting a time clock that will be insufficient a few years down the road. Invest in something now that will work for the next 5+ years.

    Where will the time clock be stationed? Some time clocks are designed to be used on a table, where others are designed to be mounted on a wall. Some can be used on a table or be mounted to the wall.

    If you are using a digital time clock that requires a computer, be sure the time clock is close enough to the computer so that the USB or network cables can reach.

    Is employee fraud a concern? Unfortunately some businesses have to deal with dishonest employees. The most common type of time clock fraud is known as buddy punching. This happens when someone punches in and out of work on behalf of a different person. If this is an issue, a biometric time clock will stop this dead in its tracks. Biometric time clocks require that the employee be present to punch in or out of work.

    These are just a few of the most common questions you will want to ask yourself. Chances are pretty good that you have even more detailed questions about your specific business needs. If this is the case, feel free to speak with one of our time clock specialists at 1-800-658-8788. You can find our entire selection of employee time clocks here.

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