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Accurate Timecard Review of Sick and Vacation Time

Marc Ostroff's Profile

We've got about 125 employees right now... and especially around this time of year, we have a lot of people using sick/vacation time. Of course, we hope that they're filling out their timecards properly and that their supervisors are accurately checking their timecards for correct noting of sick/vacation time, but we also have an alias where people mail out to the company when they're out. I'm considering tasking someone with going through the timecards weekly to make sure everything on the alias matches the timecards, but it will be a time-consuming added task to an already-taxed finance team. Do you have someone in your organization tasked with checking timecards to this level of detail or are you relying on employees/managers to report time off accurately?

Answers

EMERSON GALFO
Title: CFO
Company: C-Suite Services
LinkedIn Profile
(CFO, C-Suite Services) |

One question...... why are you still using timecards?

Marc Ostroff
Title: Vice President, Production Finance
Company: Digital Domain
LinkedIn Profile
(Vice President, Production Finance, Digital Domain) |

We're using Harvest for time tracking, not physical timecards.

EMERSON GALFO
Title: CFO
Company: C-Suite Services
LinkedIn Profile
(CFO, C-Suite Services) |

How is your HR staffing? I would have HR do this. My personal preference is for HR to submit (to finance) and counterverify payroll. HR has the records. Finance' role is funding and disbursement.

How is the culture of the company? Have there been incidences of errors (short of saying abuse)? Can you consider the incidence "rampant" ? Is the added cost worth it?

Topic Expert
Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

Mark-what did you base this observation on: " We've got about 125 employees right now... and especially around this time of year, we have a lot of people using sick/vacation time."?

For example, if you were alerted to this by some summary report from Harvest that shows Dec time off is unusually high compared to other months, that is not a time-consuming task to complete-it's a time report from the system. If you can summarize that by department, then maybe a low effort approach is to send the summary to your dept heads and ask them if they know of the reasons why the level is high?

Sometimes a well worded question/inquiry to the responsible people is all that is needed to establish the reasons. They should be able to answer, or to do their own investigation and then provide an answer. Based on what you get back, you can discuss with HR if they want to dig deeper.

I presume you have factored out:
1. seasonal holidays
2. staff taking time off because of a "use it or lose it" policy
3. do some departments encourage time off at this time because in other months their operations are really busy?

Then maybe consider including in your monthly management reporting process a metric on time off, vacation pay accrual levels....this may indicate to managers that they should be proactive in future.

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