Page 107 - Essentials of Payroll: Management and Accounting

ESSENTIALS of Payr oll: Management and Accounting
that comes from this changeover, the accounting staff should show the
hourly personnel how the new clock works and where the data is
stored, to ensure employees that their time data will not be lost. If there
is an option that allows them to look up information on the time clock’s

LCD display, they should receive training in how to do this; in addition,
it’s a good idea to post a procedure next to the clock that explains how
to obtain this information.It is also useful to install a set of green and red
lights next to the scanner, with the green light flashing when a successful
scan has been completed (and the red light indicating the reverse).

Cost:

Installation time:

Use Biometric Time Clocks
The bar-coded time clocks described in the preceding best practice
represent an excellent improvement in the speed and accuracy with
which employee time data can be collected. However, it suffers from an

T IPS &T ECHNIQUES

If you have the choice of purchasing a time clock that accepts either
bar-coded cards or magnetic stripe cards, take the bar-coded card
option. The reason is that bar codes can be manufactured in-house
with a variety of bar-code-labeling software that is easy to obtain,
whereas magnetic stripe cards must be purchased from a supplier.
Printed bar codes can then be glued to the back of a scanning card
and run through a lamination machine to permanently seal it. And
to avoid the risk that employees might run the card through a copier
to make multiple copies of an authorized bar code, just cover the
card with a red-tinted plastic sheath when running it through the
lamination machine, so that a copier cannot “see” the underlying
bar code through the red overlay.

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