Time Tracking Software

Most sophisticated Time Tracking Software systems adequately address issues such as project time tracking, time and expense management, and exception entry. However, there is a need to also provide the functionality to account for and manage leave time. This article defines leave time and some of the many rules and regulations that are related to this complex employee time tracking system issue.

Leave time on your Timesheet refers to any time an eligible employee (for example, consultants and part-time employees would not be eligible for leave time) is not present at work. Depending on the industry, leave management is synonymous with phrases like benefit time, non-productive time, and paid time-off. Leave time could be a result of a holiday, vacation, sick leave, personal day, banked overtime, jury duty, maternity/paternity leave, family leave, or other leave time granted to eligible employees by various regulations such as company and industry specific policies. Leave time can be paid or unpaid. Some pertinent regulations include FMLA (Family Medical Leave Act), FLSA (Fair Labor Standards Act), and State wide wage laws (such as California wage laws).

Time tracking software should allow for the definition and configuration of leave time tasks.

• A leave time task must have an effective start and end date, default value, maximum value, and accrual and usage rules. Accrual rules allow workers to accumulate leave time based on the company's policies.
• An example would be a rule that allows one to accrue one day of vacation per month, and up to ten days per year.
• Usage rules specify how workers can use accrued leave time. For example, vacations can occur in a minimum of eight hour increments (one cannot take two hours of vacation) and there can be specifications like maximum usage per period/day and whether one can borrow leave time. Or, take an extra day of vacation and make up for it later.
• Leave tasks should be assigned to various employees, departments, and resource types based on eligibility and seniority. Automating such rules will prevent managers from accidentally authorizing leave time that has not been earned. Also, rules may be required to reset (or payout) leave time at year-end, upon employee termination, or due to other accounting milestones.

Accrual and usage processing cannot take place haphazardly and this is why a web based time tracking software is important. Real time validation and application of usage rules optimize the process of timesheet completion and approval. Verification and application of usage rules are usually applied upon timesheet completion. Users can be optionally prevented from submitting a timesheet that does not conform to leave usage policy. Accrual processing is usually a background process that is initiated once a timesheet period has been marked as closed. Closing timesheet periods is required in order to ensure that no further changes are made once leave time accumulation is computed and updated.

An advanced leave management system should optionally empower employees and managers to verify their own leave time and submit electronic requests to their superiors. This type of self-service will improve productivity and cultivate a sense of control for managers and employees.

Leave timesheet management is a complex process ridden with regulatory pitfalls. These highly complex regulatory rules exceed the capabilities of most time sheet solutions. Companies who are looking for employee web based time tracking software should pay particular attention to the issue of an integrated and compliant Timesheet and leave management system.