How to Avoid Timesheet Mistakes (FREE Timesheet Calculator!)

Rosie Ramirez

8 April 2019    |   

Oliver, a manager at a local restaurant, is doing his payroll. He has 30 employees working different shifts at different wage rates. They had to do overtime a couple of days because the restaurant was pretty busy. A couple of people missed their shifts and he doesn’t know why. They have a time clock, but it crashed last Wednesday. Lucky they have a logbook for the employees to sign, right? Oliver settles in for a long day of encoding clock ins and outs, and calculating pay. He takes the tips into account. He has to make sure everything is right because wage theft can get them sued. He barely leaves his office to check on the restaurant that day. He goes home well after hours to make sure the employees are paid on time. Sounds familiar? Many managers in Australia go through the same tedious process every single pay period. Encoding different information from various sources and calculating the correct pay takes time and money. Spending a good chunk of your administrative resources on doing the payroll can certainly make a dent in your overall profits. So how do you cut the process down and free up your managers’ time to do more important tasks instead? 1. Have a reliable time clock The biggest hurdle in creating an accurate timesheet is unreliable attendance records. Traditional punch clocks are prone to time theft. Buddy punching, time clock deception, and extended breaks cost companies millions. Even inaccuracies that are not malicious can add up over time. Investing in a reliable time clock helps insure companies against this. While some companies still use inefficient fingerprint scanners, most forward-thinking ones use electronic time clocks with a photo verification feature. Read more: Time Theft: Top 3 ways employees steal time and how to stop it 2. Use a timesheet calculator A timesheet calculator is the easiest way to manage the hours your staff is working. You only need to enter the hourly rate and start and end time of your employees. This free online timesheet calculator will work out the total amount of hours worked and the wage amount for your staff. You can even factor in the breaks they take during the day. So put your calculator away and let the online timesheet calculator do some of the work for you. Add as many employees as you want and print the results when you’re done. Read more: Taking Back Time: Solving the enduring wage theft problem in Australia 3. Invest in automation technology Having a reliable time clock and using a timesheet calculator can only get you so far. While these automate some processes, you still need to do a considerable amount of administrative work. If you have reliable time clock records but they don’t produce a timesheet, you will still need to transfer that data. This can lead to costly mistakes down the line. If you have a timesheet but it can’t be exported to a payroll system, you are going to be stuck in that back office for a long time. Investing in time and attendance automation technology can address these problems immediately. Tanda users find that saved employee data cuts down the administrative work to a fraction of the time. They publish schedules from the platform to avoid miscommunication. Then, they monitor their staff easily from their desktop, tablet, or mobile phone. Once the pay period is over, they simply export the processed timesheets to an existing payroll partner. They have more time to train their employees or engage their customers as a result. Read more: Little Pancake Company’s Sweet and Savory Recipe for Success Don’t let timesheets take up too much time Timesheets have always taken up the resources of managers across all industries. It’s a tedious but necessary part of running a business. Successful managers know how important it is to balance labor costs against delivering customer promise. Getting it right means expanding the bottom line faster. Transitioning to automation technology doesn’t have to happen all at once. Try it out with a free time clock, scheduling template, or timesheet calculator first and see what difference it can make. Once you know your way around it, you’ll be ready to explore the full range of features that will revolutionize how you do business.

Oliver, a manager at a local restaurant, is doing his payroll. He has 30 employees working different shifts at different wage rates. They had to do overtime a couple of days because the restaurant was pretty busy. A couple of people missed their shifts and he doesn’t know why. They have a time clock, but it crashed last Wednesday. Lucky they have a logbook for the employees to sign, right?

Oliver settles in for a long day of encoding clock ins and outs, and calculating pay. He takes the tips into account. He has to make sure everything is right because wage theft can get them sued. He barely leaves his office to check on the restaurant that day. He goes home well after hours to make sure the employees are paid on time. Sounds familiar?

Many managers in Australia go through the same tedious process every single pay period. Encoding different information from various sources and calculating the correct pay takes time and money. Spending a good chunk of your administrative resources on doing the payroll can certainly make a dent in your overall profits. So how do you cut the process down and free up your managers’ time to do more important tasks instead?

1. Have a reliable time clock

The biggest hurdle in creating an accurate timesheet is unreliable attendance records. Traditional punch clocks are prone to time theft. Buddy punching, time clock deception, and extended breaks cost companies millions. Even inaccuracies that are not malicious can add up over time. Investing in a reliable time clock helps insure companies against this. While some companies still use inefficient fingerprint scanners, most forward-thinking ones use electronic time clocks with a photo verification feature.

Read more: Time Theft: Top 3 ways employees steal time and how to stop it

2. Use a timesheet calculator

A timesheet calculator is the easiest way to manage the hours your staff is working. You only need to enter the hourly rate and start and end time of your employees. This free online timesheet calculator will work out the total amount of hours worked and the wage amount for your staff. You can even factor in the breaks they take during the day. So put your calculator away and let the online timesheet calculator do some of the work for you. Add as many employees as you want and print the results when you’re done.

tanda-timesheet-calculator-free

Read more: Taking Back Time: Solving the enduring wage theft problem in Australia

3. Invest in automation technology

Having a reliable time clock and using a timesheet calculator can only get you so far. While these automate some processes, you still need to do a considerable amount of administrative work. If you have reliable time clock records but they don’t produce a timesheet, you will still need to transfer that data. This can lead to costly mistakes down the line. If you have a timesheet but it can’t be exported to a payroll system, you are going to be stuck in that back office for a long time.

Investing in time and attendance automation technology can address these problems immediately. Tanda users find that saved employee data cuts down the administrative work to a fraction of the time. They publish schedules from the platform to avoid miscommunication. Then, they monitor their staff easily from their desktop, tablet, or mobile phone. Once the pay period is over, they simply export the processed timesheets to an existing payroll partner. They have more time to train their employees or engage their customers as a result.

Read more: Little Pancake Company’s Sweet and Savory Recipe for Success

Don’t let timesheets take up too much time

Timesheets have always taken up the resources of managers across all industries. It’s a tedious but necessary part of running a business. Successful managers know how important it is to balance labor costs against delivering customer promise. Getting it right means expanding the bottom line faster. Transitioning to automation technology doesn’t have to happen all at once. Try it out with a free time clock, scheduling template, or timesheet calculator first and see what difference it can make. Once you know your way around it, you’ll be ready to explore the full range of features that will revolutionize how you do business.

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Want to retain frontline employees? Pay them properly

Eat out at a trendy restaurant or stroll into a store for some window shopping and the first person you encounter can set the tone of your interactions with the business as a whole. The demanding job of pleasing paying customers falls squarely onto the shoulders of frontline workers. They’re the first touchpoint someone has with a business and could be their last. You can be a loyal customer to your favourite brand for years and never interact with someone who works behind the scenes, at a desk in the head office.  Numbers support the value of a well-trained frontline workforce providing high-quality customer service. According to a HubSpot research, people no longer trust businesses as they used to, preferring the opinion of family and friends. But who influences that opinion? Around 90% of the research participants consider an immediate response from customer service support very important, while 72% expect a response within 30 minutes. And they aren’t afraid to spread the word about their experiences, good or bad.  So to keep doing good business, you need to retain your best-performing frontline employees. How do you make them stay?  Give frontline workers their due Sometimes struggles with employee retention can be traced back to the basics. Are you paying them the right way, with the right wage, at the right time? Wage compliance is a big deal for frontline staff, most of whom are casual workers.  When managers are too busy chasing down employees to wrangle data on clock-ins, overtime, and leave balances, and payroll managers are unavailable for hours every pay period, they lose precious time that could have gone to improving employee engagement (understood to be a key factor in retention).  A few employee engagement strategies managers could be missing out on implementing: Instituting more transparency Creating programs for appreciation and recognition Professional development training and career planning Regular communication and candid feedback The Australian award system can be a roadblock to this, however. It has been steadily undergoing review since 2014, and businesses can expect many policies to change this year. While the review’s main aim is to simplify the language used in regulations to make them easier to understand, there’s also the possibility of slight changes in rates. These award changes are yet another factor businesses need to adapt to—and combining that with an already-complex system means without the right workforce management tools, administrators may make mistakes.  Streamline pay processing with an online payroll calculator  When manual payroll errors hold you back from improving frontline engagement, it’s time to find automated tools to do it for you.   Save time by avoiding the need to encode each clock-in, set up spreadsheets, and manually calculate staff wages. Using an online payroll calculator makes it easy. Just input your employees’ start and end times, their hourly rate, and any breaks they’ve taken and the online payroll calculator will automatically present their final wages to you.  You can add as many employees as you want and print the completed calculations when you’re done. With an automated tool, not only do you reduce time manually calculating, you can also be more assured that what you’re paying staff is accurate. Timesheets shouldn’t take days on end for any company, and software is taking care of these tasks to give back time to many HR and payroll officers. Is an online calculator not enough for your more complicated wage calculations? Then it might be time to invest in a workforce platform with more features.    For more extensive payroll automation, Tanda’s Award Interpretation Engine automates rostering and payroll for any business, taking into account overtime, allowance, and higher duties. It also automatically updates for any new Fair Work regulations. Try Tanda for free, for 14 days, no credit card required.

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Rosie Ramirez

Our team's goal is to provide practical advice for business owners and managers across industries.

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Want to retain frontline employees? Pay them properly

Eat out at a trendy restaurant or stroll into a store for some window shopping and the first person you encounter can set the tone of your interactions with the business as a whole. The demanding job of pleasing paying customers falls squarely onto the shoulders of frontline workers. They’re the first touchpoint someone has […]

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