6 Top Time Clock Rules for Hourly Employees

As an employer, you have many responsibilities but perhaps the most important one is complying with government rules and regulations. Recently, the time clock rules for hourly employees have changed and you need to make sure that you  comply with the Fair Labor Standards Act (FLSA). You need to be compliant in recording work hours, breaks, overtime and calculating wages for hourly employees.

The Department of Labor (DOL) is very strict about enforcing time clock rules. If you break these rules,  your company can be penalized with substantial fines for every lapse. The best way to ensure that you fulfill federal and state time clock rules is to use a good time tracking software system.  Ensure that the system tracks employees clocking in and out at the beginning and end of their workday. And lets them check in and out of specific jobs/projects.

Hourly Vs Salaried Employees

When understanding the FLSA rules, the most critical thing is the difference between salaried and hourly employees.

A salaried employee receives pay based on an annual sum or salary. As the employer, you decide the pay period – weekly, bi-weekly or monthly. A salaried employee is not obligated to complete a time sheet, though you may use one for project management or other tracking purposes. The salaried employee’s pay is based on the salary as a whole, rather than on the actual hours worked. So, if a salaried employee works a little over or under the normal 40-hour work week, the employer doesn’t need to keep track of their work hours.

An hourly employee, gets paid by the hour for the number of hours that they worked. As the employer, you decide how many hours your hourly employee must work. Some US states and cities have authorized predictive scheduling laws that mandate that hourly employees be given a specified  amount of notice of the hours they need to work.

An hourly worker is obligated to record their working hours through a timesheet or timecard system that the employer must verify.

Time Clock rules for Hourly Employees

To help you with your FLSA obligations with hourly employees, we reviewed the important rules that you need to keep in mind. These rules are for your hourly employees clocking in and out and tracking their work hours. Here are the top 6:

  • Time tracking system
  • Reported Hours Rounding
  • Maintaining time sheet records
  • Clocking in and out
  • Confirming hours
  • Clarifying time tracking policies

Time Tracking System

The FLSA does not obligate you to use any specific kind of time tracking system.

Mobile and web time tracking
Mobile, web & Salesforce time tracking

You are free to choose any type of system to track employee time as long as it is accurate. It’s important that the system that you use tracks actual hours worked including any breaks.

dftly’s Time Tracker app is used by many businesses to track time for individual employees and teams. It works on mobile devices, on web pages and within Salesforce, with all time tracking data securely inside Salesforce, regardless of what device it was recorded on. Click here to see how your employees can record their time easily and accurately, wherever they may be working.

Rounding work hours.

The FLSA allows you to round your employees’ reported time to the nearest specified increment. You are permitted to round your employees’ time up or down. For example, if you are rounding off in 10-minute intervals and your employee finishes work at 5:16 p.m., the time should be rounded up to 5:20 p.m.

You need to round up and down fairly. If you are always rounding down (where minutes are deducted), you may be breaking overtime and minimum wage laws.

Make sure that your time tracking system automatically rounds up or down to ensure accuracy and fairness. If the rounding up has caused your employees to be entitled to overtime, then you are obligated to pay that overtime, based on the overtime laws for your state/city.

Maintaining time sheet records

Employers are required to keep time cards (or other records) that demonstrate how your hourly employees wages were calculated for a period of at least two years. The two-year period is required by the US Department of Labor and you are required to provide access to the Wage and Hour Division access to inspect your records when necessary. So make sure that your time tracking software can store timesheet records for as long as necessary. With the Time Tracker, since all records are stored securely in Salesforce, you can always maintain time records for the necessary time-frames.

Clocking in and out

As the employer, you can decide whether your hourly employees are allowed to clock in early or clock out late. However, it should only be a few minutes and not hours. With the Time Tracker, you can easily add a limit on clocking in early and clocking out late. In addition, you can configure the Time Tracker to automatically log out or check out an employee after a certain number of hours or minutes for mandatory break times.

Confirming hours

Your hourly workers should have the opportunity to confirm their hours at the

Employees verify worked hours
Employees verify worked hours

end of every pay period. Although a good time tracking system would have recorded the work time accurately, your hourly employees should be able to review and verify their hours,

Your time tracking system should give you or a designated supervisor/manager with the functionality to approve time cards. In addition, you or the manager should receive emails notifications if there are any anomalies in the time cards.

Clarifying time tracking policies

Use photos to avoid buddy punching
Use photos to avoid buddy punching

As the employer, you must inform all hourly employees of the policies and procedures regarding your time clock rules. We suggest that you include it as part of your employee handbook and provide training on how to use the time tracking system. Policies that should be explained include:

  • What happens if employees are caught tampering, or attempting to tamper with the time tracking system
  • The consequences if employees are caught trying to commit time theft
  • What happens if employees are caught buddy punching (trying to clock in and out for their colleagues).

Make the right choice for your business

Given the importance of adhering to time clock rules, it may be impossible to adhere to state and federal requirements, with just manual time cards. Investing in a good, accurate time tracking software system is the right choice for most businesses. It’s not just about potential legal and compliance problems, but you could be losing money on payroll, if you are not correctly calculating work hours with overtime and rounding.

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Checking in volunteer groups with V4S Kiosk

Checking in volunteer groups is one of the toughest things to handle for volunteer managers. Having a group of volunteers come in to volunteer together is fantastic. But tracking those new volunteers and their work time? Now that is a real challenge for you as a Volunteer Manager or Coordinator.

Multiple volunteer signup by number
Multiple volunteer signup by number

Volunteers for Salesforce gives you the functionality of adding in the number of volunteers that come as a part of a group. The point person for a group can set the total number of people in the group. This screenshot shows you how a group leader signs up a group of 20 volunteers using V4S Personal on her mobile.

But that’s really all you can record with the standard Volunteers for Salesforce data structure. The fact that the group leader is bringing in 19 other people, other than herself. There’s no way to track who the individual members of the group are. Or any of their contact information.

Extend volunteer value

For your organization, that individual volunteer data is critical. You want to be able to keep track of every volunteer that ever comes in touch with your organization. A volunteer that comes as part of a group could very likely become a repeat individual volunteer.  If you build a deeper relationship and extend communication with that volunteer, she or he could contribute to your organization by becoming more involved.

Working with group volunteers in V4S Kiosk

Based on requests and interactions with several of our V4S Kiosk customers,

Checking in group volunteers
Checking in group volunteers

we’ve now introduced a new feature to check in multiple volunteers that come in as part of a group. If the group leader comes in a little earlier than the Job / Shift start time, then she can Signup the other volunteers in her group to the specific Job / Shift. Note the

Volunteer group dropdown
Volunteer group dropdown

way that the Add multiple volunteers screen is set up in V4S Kiosk. If you have multiple volunteer groups that are coming in, you could sign up people from different groups using the same screen, by selecting the right group name for the specific volunteer that you are signing up.

If your organization requires that each volunteer sign a waiver form, you would be able to set that up. When the individual volunteer checks in to start work on the Job / Shift, she would be asked to read and sign a waiver form, right within V4S Kiosk.

Volunteer data in Salesforce

volunteer data in salesforceAll the new volunteers signed in on the V4S Kiosk get added to Volunteers as Salesforce as Contact records, with the configured Volunteer Group field updated. If so configured, the Date Waiver signed and the actual waiver signed along with the signature is stored inside Salesforce. Now you have the luxury of being able to get to all volunteer data easily and securely, right inside Salesforce.

Just imagine how much effort and time you would save with group corporate volunteers. Additionally, using the Waiver add-on would give you the ability to save effort with tracking volunteer waivers and being compliant legally. Now isn’t that something you should be checking out?

Time tracking in Salesforce

Two years ago, we started down the route of time tracking on mobile devices for field and remote workers. All data from the mobile devices synced back into Salesforce in near real-time. Our goal was to give field workers the ability to get their work times into Salesforce on a mobile. We did build a simple way to track time automatically within Salesforce, but it was quite limited in functionality.

From our market research, we saw that there was a need for time tracking data to be synced to Salesforce. Since invoicing, project management and payroll were all within Salesforce, that work hours should be in Salesforce too made sense. PSA apps, ERP apps… all included time tracking as a part of their functionality. And those apps tracked work time for employees who worked within Salesforce. So, we decided that we would not play in that space – at the time.

Mobile and web apps

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Our initial focus was on the mobile space where field workers and remote workers could track their work times. Our goal was to enable workers to track time easily and with little fuss on their familiar phones. Soon after, based on customer requests, we rolled out a Web-based Time Tracker. This was meant for workers who were not comfortable using mobile apps. The one big feature that we added in the Web version was the ability for users to enter time after the fact. This enabled workers to enter their time at the end of the day. Soon we rolled out the capability to enter multiple lines on a timesheet. Now, people who worked on multiple jobs during the day could enter a full timesheet once a day or week.

Time sheet entries on mobile, web or in Salesforce
Timesheet entries on mobile and web

With more customer requests, we added more functionality to both the Web and the mobile apps. We introduced configurable fields that could be displayed on both the mobile and on web apps. A new Team time tracking app on the mobile lets a single Team Lead check her entire team in. We updated the mobile app to allow configurable geo-tracking and photographs. This feature allowed us to minimize buddy punching. We introduced addresses that could be opened in Google/Apple maps to help field people find their next job-site. On the web app, we added an Approval mechanism for timesheets. Now managers and supervisors can approve/reject time entries for team members.

Over a year and a half, both the mobile app and the web apps grew with more functionality. But we did not do much on the Salesforce time tracking functionality.

Time Tracking in Salesforce

Over this calendar year, though, we’ve seen a renewed interest in time tracking inside Salesforce. To the point where now, over 60% of our leads are looking for Time Tracking within Salesforce.

The May 2019 EU Court of Justice ruling and the Fair Labor Standards Act (FLSA) requirements have pushed time tracking to center stage. Any business that has employees is now affected by regulatory compliance for time worked, overtime calculation and break time compliance. And that has pushed interest in time tracking within Salesforce.

Time sheet entry in Salesforce

Luckily for us, because of our Mobile app, we had a lot of functionality within Salesforce already. The objects themselves, reports,  dashboards – all these existed. We have now added a number of other functions that make life easier with Salesforce. Some examples:

  • A Lightning component that can be added as a Time Tracker pop-up from the Salesforce utility bar, to track time against ANY object, including the one that the user is currently working on.
  • A multi-check in time tracking option that helps enter their complete timesheet for a day or a week at a time, after-the-fact.
  • A Summary Timesheet page that helps users within Salesforce select a date and add/see all the time entries for that day, so users can make sure they’ve recorded all their work for a given date.

Overall, we now have one of the strongest offerings for time tracking, be it on the mobile, on the Web or within Salesforce. And the best part is that you could have a combination of users, some using our mobile app, some on the web and others inside Salesforce. Regardless of where the time tracking happens, Salesforce is the single repository of all time tracking data. So integration with payroll, invoicing and ERP systems becomes that much easier.

We are thrilled to say now that we are the Timekeepers for Salesforce!

Measuring Nonprofit Impact and Outcomes – data is key!

After School ProgramsAs an organization, your nonprofit’s impact, perhaps it’s very existence is based upon the outcome it has on your community and stakeholders. Underlying everything that you do are some key questions that you should be able to answer:

  • Do our programs make a real difference to the people that we serve?
  • What evidence of impact can we show to our funders and other stakeholders?
  • Given that our resources are finite, what programs should we focus on?

Answering these questions means that you need to have the data to back it up. Unfortunately, there’s no magic wand that you can wave to bring all the data together. It means putting in place systems and technology to gather the data in as easy a manner as possible.

In this article, we talk about nonprofits that focus on after-school programs, summer camps, sports programs, music, dance and art programs. Especially ones that deal with children and youth. In the time that we’ve worked in this area, we found that there are three basic  pillars that you need for success.

  1. Automate manual tasks (get more face time with the kids)
  2. Build your systems for scale (do it right and you will grow)
  3. Track the right data (prove your impact and secure more funding)

Automate Manual Tasks

Class Attendance Tracking
Class Attendance Tracking

Software can help to automate tedious, manual processes. One example of this is attendance tracking for your programs. Instead of spending time, manually completing this task with clipboard and paper or a spreadsheet, use a mobile app to automate this process. It not only saves you time on the front-end, but lets you gather additional data that you can use later to review for county / state compliance requirements and to review individual student attendance. If you use Salesforce’s Nonprofit Success Pack (NPSP) and Volunteers for Salesforce (V4S), you already have the basic building blocks in place. It’s simple to configure V4S’s Jobs and Shifts structure to track course and class enrollment and attendance. Most importantly, this automation puts time back in the hands of your staff members or volunteers handling the classes. Time that can be spent interacting with the students face-to-face, giving them more hands-on help.

So automate those mundane tasks quickly, and give the children the attention they need to get the most out of your programs.

Build your systems for scale

With the education and crime problems that youth are facing in our society, nonprofits that work with youth need to step up and have a bigger impact to help with the problems. Research indicates that nonprofit organizations that grow, prepare systematically for growth. This means that you need to put in place plans and priorities. You need to have in place systems and processes that will help you scale to the next level. Fortunately, if you are already using Salesforce NPSP, you already have in place a system that will grow with you and scale infinitely with you. What you need to do is ensure that you put in place the right criteria for your programs and make sure that they are properly tracked in Salesforce.

Track the right data

Track relevant outcome data
Track relevant outcome data

You need to track the data that will help move your nonprofit’s mission forward. So decide what those outcomes should be. Outcomes could range form improving grade-level reading or math skills for elementary school students to improving standardized test scores for high school students. With Salesforce, you get the breadth and depth of platform to collect any amount of data for any size population very easily. And with the wealth of reports and dashboards, you can analyze the outcomes you want accurately and precisely. You can communicate easily with student stakeholders, giving them updates about individual students. With the ability to prove your impact to funders and grant makers, the more likely you are to receive additional funding.

So train your staff and volunteers to properly use your software for data collection. Show them the big picture and convince them that collecting data is worthwhile. After all, it’s measuring the outcomes of your efforts that matter. And that’s possible only with the right data.

 

 

5 great tips for your volunteer liability waivers

Volunteers on a construction project

Your volunteers generously give their time and take on a wide variety of activities that are critical to your mission. Some of these activities may involve risk of injury. As examples, nonprofits use volunteers to do construction-related work, operate forklifts, pack heavy boxes, drive and drop food off or provide home based care to senior citizens. Depending upon the nature of the work that your volunteers undertake, it’s important that you protect your organization and give volunteers a clear understanding of the kinds of tasks that they are likely to do.  Volunteer liability waivers are a great way to do this.

What is a volunteer waiver of liability?

Volunteers must sign a liability waiver document before participating in some of your activities which involve any kind of risk. As abundant precaution, you may want to get all volunteers to sign a liability waiver. This may be a requirement from your insurance provider too. So check on that.

Typically, a waiver protects your nonprofit, in the event of an accident involving any of your volunteers. It should also serve as a document of understanding between your nonprofit and your volunteers. It’s important that volunteers are aware of the risks involved and are willing to sign the waiver before taking part in the activity.

We’ve got some tips and best practices for volunteers and waivers. So read on.

1. Keep it simple, but cover your bases

The actual language in the waiver document may vary depending upon your organization’s mission. But make sure that you cover the basics. Make sure that your waiver ensures that your organization is protected by law, so that you can continue to have a positive impact on your community. Your waiver should be able to clear your organization of fault if an accident should occur. Make sure that you tell your volunteers that they are not covered by your workers compensation. Make sure that you talk about specific risks associated with your activities, while also ensuring that you include general hazards involved with volunteering. Depending on your organization’s requirements and insurance requirements, decide if you want an annual waiver, a waiver that does not expire or a waiver for each time that the volunteer works with you.

2. Make sure that your volunteers understand the work involved

Regardless of the kind of risks involved, ensure that your volunteers understand the kind of work that you expect them to do. Your volunteer liability waiver is the appropriate place to do this. Your liability waiver should educate volunteers and parents and guardians (in the case of minor volunteers) about the nature of the activity, it’s purpose, benefits and possible risks. Include clear, specific  descriptions of the activity and identify possible risks associated with the activity. Decide if you want to have a general liability for all volunteers and a separate one for volunteers doing more dangerous activities such as construction, heavy lifting, driving, etc. Include information that will prepare volunteers for the specific type of activity:

  • Locations and environments where the activities could occur
  • Explanation of the individuals volunteers can expect to work with (senior citizens, young children, persons with disabilities, etc)
  • Specific requirements for the activity (minimum weight s/he must be able to lift, specific type of driver’s license, etc)
  • If you need background checks on the volunteers, then make sure that you include it.

3. Clear, straight-forward language

Don’t get into “lawyer-speak” when drafting your waiver. It’s critical that volunteers understand what you’re asking them to sign. The waiver should be understandable by a person without legal training. So avoid unnecessary jargon and keep the language simple. Avoid small-print. Make sure that all of your document is clear, visible and understandable, so that volunteers understand that they can trust your organization.

4. Easily accessible waivers

Signed waiver on the mobile
Signed waiver on the mobile

Waiver forms should be easily accessible to your volunteers and to your organization. The best way to do this is to keep it all electronic and store it within your volunteer management system. This makes it easier to serve up the relevant waivers to your volunteers and also to retrieve signed waivers when required.

If you have volunteers signing up for tasks on your website, ensure that they see and sign your waiver forms. If possible, email your waiver forms to your volunteers, so that they can read and sign them at their convenience. If you use software to check-in volunteers, make sure that you can get volunteers to read and sign the waivers (if they haven’t already done so), before they check-in to the activity.

5. It’s not just about paper-work

The safety of your volunteers is of the greatest importance. it’s not enough to make sure that your volunteers have signed a waiver. Ensure that your organization is properly insured and has the right safety equipment in place for your volunteers, Make sure that your volunteers know how to use the safety equipment. If you need specific medical clearances for your volunteers, make sure that you have that in place before the volunteer participates in the activity. Talk to your insurance provider and see if it’s possible to get some form of volunteer insurance.

In conclusion

Volunteers want to do good and are appreciative when an organization looks out for them. They want good policies in place and to have proper training and management. Retaining volunteers requires not just gratitude, but also an organized approach that is protective of both your volunteers and your organization.

EU time tracking ruling: what it means for employees and employers

EU FlagThe Court of Justice of the European Union (ECJ) ruled last month that the member countries must establish detailed methods of tracking the hourly work of employees, so that they can be properly compensated for time worked.

The ruling stems from a lawsuit by the Federación de Servicios de Comisiones Obreras (CCOO), a Spanish trade union, against the Spanish subsidiary of Deutsche Bank. The main issues in question related to calculating overtime hours – 54% of which goes unrecorded in Spain – and protecting obligatory rest.  “Member States must require employers to set up an objective, reliable and accessible system enabling the duration of time worked each day by each worker to be measured,” the court said in its ruling.

The ECJ ruling is explicitly intended to protect the worker against potential workplace abuses. It is an effort to enforce the European Working Time Directive, which restricts employers from making employees work more than 48 hours a week, and grants people at least 11 consecutive hours of rest every day.

What the ECJ ruling means

The ECJ ruling extends to all companies operating in the EU. The ruling does not specify any guidelines for how employers should record work hours for their employees. In most cases, companies will need a clock-in/clock-out system that would allow them to monitor when employees start and end work, and when people have breaks. Employers will need to know employees’ exact work hours.

At first sight, this may seem cumbersome and backward. But given the technology available today, this could actually be a good idea, for both employers and employees. The “punch clock” has evolved, and businesses and employees don’t have to sacrifice contemporary technical flexibility for exact timekeeping. Modern time and attendance tracking software, often on the cloud, work on mobile phones. Clocking in and out is a matter of a tap on your smartphone screen or on a web page. So even if you are checking emails at home or taking a call from your boss, tracking that time isn’t really an inconvenience. Many of the software systems are priced such that small businesses can afford them. And most provide great analytical tools.

For employees

From an employee standpoint, there’s definitely a lot to be excited about.

Mobile and web time tracking
Mobile and web time tracking

Accurate time tracking provides irrefutable, objective proof against unlawful overtime. Time tracking thus becomes a tool towards building fairer, more accountable workplaces that help protect employee safety and health.

Moving beyond just clocking in and out, good time tracking can detail the time that employees spend on different tasks, when they take breaks and how long they last. It can help document off-site and off-hours work, as well as work-related travel, all of which are frequently overlooked. Basically, it gives employees full visibility into their work schedules – allowing them to address unhealthy workloads and the associated stress, anxiety and exhaustion that come with it.

For employers

Analyze employee time
Time Tracking reports

Companies can use time tracking to track employee working hours. It makes payroll much more accurate. Billing customers for work done is now much clearer and transparent and all hours worked can now be billed. The time tracking data collected is a great source of information on project budgets, project status, progress of works, employee productivity and many other aspects that are crucial for business success. For managers, it may make sense to combine data on the quantity and task breakdown of hours worked by employees with productivity information. It may turn out, for example, that a company would be better off with more workers keeping shorter hours than with an overworked team that’s less effective because of stress and exhaustion.

Conclusion

Time tracking doesn’t have to be tedious and cumbersome. With the right approach, you can make it an integral part of your business. Most makers of time tracking software tell customers that it’s vital to make it’s use mandatory to get people into the habit of tracking time, and that the data must be checked regularly to weed out abuses and negligence. If EU companies take the ECJ’s ruling seriously and apply it properly, it could do a world of good to their employees and their economies.

 

5 great reasons for tracking volunteer time

Last week, I was talking to the Executive Director of a small nonprofit. She said they had only 4 full-time employees, but over an 18 day period just before Christmas, they have over 2,500 volunteers who make their annual program possible.

The value of a volunteer’s time donated to a nonprofit is enormous. But tracking those hours is a challenge for most nonprofits – how many hours volunteers contributed and the impact of those hours (what was accomplished? what difference was made?). With volunteer time outweighing that of paid employees for most nonprofits, volunteer hours are exceptionally valuable.

So let’s take a quick look at 5 great reasons why tracking your volunteers’ time and including it in your budget and financials makes sense.

1. Money, money, money.

Funding for nonprofits
Funding for nonprofits

One of the biggest issues for most nonprofits is funding. It’s key to keeping your nonprofit afloat. Tracking volunteer hours can help your organization prove more qualified for a grant.

When reporting your organization’s impact to a grant provider, including volunteer hours, makes a huge difference. Independent Sector recently released the value of volunteer time of $ 25.43 per hour. If your nonprofit records just 8 hours of volunteer time per day, that works out to over $ 52,800 a year, calculated for just for 5 days a week.

The power of your nonprofit stems from the fact that so many individuals come together to work for your mission – something that is bigger than any single individual. When tracking and sharing your volunteers’ time and impact, grantors clearly see that you have a team of people that believe in your mission and that you are making a positive contribution to your community.

2. Keep ’em coming.

Retain volunteers
Retain volunteers

Volunteers appreciate recognition. Remember that we always count what we value. So tracking volunteer time, clearly shows your volunteers that you value the time that they are putting into your nonprofit. Sometimes, volunteers don’t see the connection between their donated time and your mission. This is the primary reason why volunteers don’t build long-term relationships with nonprofits. By crediting the volunteers’ time and recognizing them when they hit certain milestones, you automatically build a system of transparency and trust. And this can be key for volunteer retention.

3. Build an A-1 reputation.

Build a great reputation
Build a great reputation

Use your volunteer hours to attract new volunteers and donors. Use your tracked hours to build a great volunteer narrative. Let’s say, 300 volunteers put in, on an average 10 hours each over the year. That gives you a total value of 300*10*25.43 or $ 76,290 of volunteer work. Use that number not just to thank your volunteers, but put that in front of your donors and your grantors. When they see the impact of your volunteers’ time, they are more likely to want to be a part of your nonprofit. And the fact that you actually have concrete data, makes your organization seem more legitimate to prospective donors and grantors.

4. Get your ducks in a row.

Analyze your data
Analyze your data

Once you start tracking your volunteer time and where it is being spent, you can start improving your volunteer programs and ultimately strengthen your organization. Make sure that you ask your volunteers to track what they are working on, in addition to tracking the actual time spent. Once you collect this data, you can put it to good use to adjust your programs.

Let’s say, you notice that the total number of volunteer hours has increased, but you are actually getting fewer school backpacks packed. You look at your volunteer data in detail, and you see that 60% of your volunteer time is going towards marketing and administrative tasks and only 40% towards packing the backpacks.

Now if your short-term goal is to grow your nonprofit through marketing efforts, then this may be fine. On the other hand, if you want to get more backpacks out to school kids, then you can easily adjust your volunteer programs to need more volunteers on the backpack packing job. There’s countless ways you can improve and strengthen your programs once you have the volunteer data to back it up.

Tracking volunteer time will help you align your organization goals and your volunteers’ efforts.

5. No taxes, yeaaaah!

As a nonprofit, you don’t have to pay taxes. That’s great, but you still can’t escape

Nonprofit taxes
Nonprofit taxes

the paper-work. Use the Form 990 to your advantage. Since this form must be made public and the data is available on sites like Guidestar, donors and grantors use it to evaluate organization (s) that they want to engage with. Displaying accurate volunteer hours, is not just the right thing to do, it can also help with your funding efforts.

Never assume that your volunteer hours won’t look impressive, the fact that people in your community believe in you, to put in their own time is a huge testament to your nonprofit. Being transparent with your volunteer time gives your a great image with the public, with funders and with the government.

With Salesforce’s Nonprofit Success Pack and Volunteers for Salesforce, managing donors and volunteers is now easy. And with V4S Mobile, you can now track volunteer hours very easily on mobile devices. Reach out to us at info@dftly.com, for more information on volunteer tracking. We’ll be happy to help.

5 reasons to go green with mobile time tracking

Eliminating paper time sheets, physical time reports to your payroll agency / department, physical paychecks and paper pay stubs are huge steps towards a green organization. In fact, most studies reveal that employees prefer receiving their checks and payroll stubs electronically.

Done right, implementing an end-to-end green path from time tracking to payroll deposits is a win-win for everyone. Let’s start with just the time tracking side of the process.

The endless paper trail

The endless paper trail
The endless paper trail

Have you looked closely around your office lately? How much of that paper lying around is for paper time sheets and paper Paid Time Off (PTO) requests? Chances are that it’s quite a lot. And have you ever looked through some of those time cards and thought that it looked worse than your doctor’s squiggles? And have you had your payroll supervisor complain on payroll day that they don’t have all the paper time sheets back from employees? You could suggest using hours from memory, but you could end up over or under paying employees, which isn’t good for anyone. So what do you do?

Sustainable time tracking

If you are stuck in that frustrating cycle, then making the move to a mobile / web based time tracking system can eliminate many of those frustrations. Think about how much you spend on buying paper every year. And how much more on filing, finding and searching for relevant documents. This is where a huge amount of time, energy and paper (and therefore money) is wasted, while increasing the amount of garbage that your company generates.

Mobile and web time tracking
Mobile and web time tracking

A simple mobile time tracking system helps reduce the headaches and wasted effort involved with paper time sheets. Here are some terrific benefits that you get with a mobile / web time tracking system:

  • Save employees and businesses time and effort with 100% accurate online time sheets
  • Decrease payroll errors with always available timesheet data
  • Eliminate time and effort in the PTO request and approval process
  • Reduce cost of paper supplies and waste generated
  • Eliminate rounding errors, buddy punching and illegible time cards.

Increase payroll and invoicing efficiency

Most certainly, you have a payroll budget. So how can you reduce the errors that

Analyze employee time
Time Tracking reports

inevitably creep in? How can you make the process as smooth as possible. Accurate time and PTO tracking is a major factor in eliminating payroll errors. You want to make sure that your employees are paid accurately for the time that they’ve worked, But you also want to make sure that you are not paying for time that was not worked. A mobile time tracking system ensures that all employee time is tracked accurately at the time that it was done and that all time tracking data is automatically synchronized in the cloud. So your payroll team and managers have access to the data immediately, right within your office, regardless of where your employees may be working.

With all data in a single centralized repository, you can easily export simple time tracking reports to your payroll system, ensuring that there is no dropped data or errors in data entry. And you can make sure that every minute is accounted for and billed, because you have all the time tracking data for your employees in the same repository.

And all this with no paper anywhere. From your employees mobile phone / webpage to your central repository to your invoicing and payroll systems. All electronically! And because it’s all in the cloud, you are not increasing the carbon footprint within your premises.

Going green makes perfect sense!

Image by iblushay from Pixabay
Go green now!

Sometimes making sustainable changes in your company is difficult. But signing up for a mobile and web time tracking solution on the cloud is easy and effective. The Mobile Time tracker is designed to make life easier for small and medium businesses while accurately tracking employee hours, wherever they may be working. And helping the environment at the same time.

Save time, save money and save the earth! Now that’s an easy decision, isn’t it?

 

Did time tracking begin with Fred Flintstone?

If you are one of the millions of people across the world who need to track their time on timesheets, you know how tedious and monotonous it can be. Tracking every minute of your work day is not fun. So I’m sure this video of Fred Flintstone joyfully punching out with the red dinosaur will put a smile on your face.

Never fails to cheer me up 🙂

But timesheets are an essential part of business. Virtually every industry measures the cost of labor, in hours and minutes. And it’s timesheets that make this possible.

Code of Hammurabi
Code of Hammurabi at the Louvre

The Ancient Roots of Time Tracking

Tracing back the history of time tracking takes us to ancient Babylon and the Code of Hammurabi. Yep, him of the “eye for an eye” fame! This ancient treatise written in 1754 BC, set a typical worker’s daily wage at 6 grains of silver. Without adjusting for 3,772 years of inflation, that works out to about $ 0.25 per day.  It also mandated specific pay for specific types of work. While wages were set by the day at that time, it laid the foundation for the time-based labor practices that we follow to this day.

The Timesheet

Ben Franklin - an early time keeper
Ben Franklin – an early time keeper

So let’s fast forward to a more modern time – the 18th century. We begin to see more emphasis on effective time management as the workforce began to shift from being mostly independent work to an employer-employee business model. One of the key champions of time tracking was Benjamin Franklin. He kept the most meticulous and detailed time tracking records that could ever be. In fact, looking at what he could accomplish in one day, would make most of us feel worthless. He’s even credited with coining the term “time is money” to drive home his point.

Following Ben Franklin’s views about time and money, employers wanted to make sure that they only paid for time worked. While employees wanted to make sure that they were actually being paid for that time. Obviously there was a need for accurate and efficient time tracking methods. Pen-and-paper based time tracking records were the solution at the time. Though the system was error-prone, time consuming and relied heavily on employees maintaining truthful and accurate records, the practice continued for years and is still used in some businesses.

The Time Clock

The Bundy Clock
The Bundy Clock

Move on to the 19th century, and finally the world caught up with Fred Flintstone’s punch clock method of recording time.

As timekeeping technology developed, the daily wage was replaced by the hourly wage. In November 1888,  an Auburn, NY jeweler named Willard Bundy started producing a time tracking product by the name of The Workman’s Time Recorder. His brother Harlow started mass producing the clock and in 1890, they filed for a patent for the clock.

Several other inventors during that time period developed mechanical time recording devices to help businesses keep track of their employees’ hours. Over the next century, entire companies dedicated to time tracking solutions emerged, improving on the Bundy design. To this day, many manufacturing plants and business office employees use a time card and a black box system similar to Bundy’s Clock to record their attendance and payroll. But not all professions paid so much attention to the clock. Engineers, lawyers and architects still charged by the job and not by the hour.

The Billable Hour

A paper timesheet
A paper timesheet

During the 1950s, the efficiency experts who had squeezed extra production out of factories brought their skills to bear on the service professions. They created a new measure: the billable hour. Thus laying the foundation for your <insert profession here> charging you hundreds of dollars while you discuss last night’s game with him 🙂 Billable and non-billable hours became a significant part of project estimating and forecasts. Workers tracked their time on paper timesheets, creating a huge repository of information about how long different tasks would take.

Time Tracking in the Digital Age

As computers became more ubiquitous in the workplace, many companies started replacing the cumbersome paper time sheets with digital ones. Programs like Excel and eventually time tracking software revolutionized the way that businesses tracked their employees’s hours and time-off.

Rather than punching in and out, employees now swipe a card, enter an identification number or perhaps just click a button. All the data is then stored digitally for easy access at any point. Better yet, it’s now remarkably easy to discern patterns in and trends in the time sheet data through automatically generated reports and dashboards.

Mobile Time Tracking

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Increasingly, supervisors and employees in the field are using mobile devices such as phones and tablets to capture the time spent on different projects and tasks. Automating these tasks, frees up employees to focus more on their work and less on writing down their time.  In addition to time, employees can also track notes, photos, expenses and other details all on their mobile devices. With mobile devices, employers can also choose to track GPS locations as well. And with all time now efficiently and easily tracked, businesses are pleasantly surprised by the addition to their bottom line when they move from paper time sheets to mobile time tracking.

The Power of the Hub!

It was a cold and stormy night…. Nope, not the start of yet another horror story. In fact this story is the exact opposite. At 2 AM on a chilly Bangalore night, there I was typing responses into an online spreadsheet. And feeling pretty good about it. But let me start at the beginning…..

In the summer earlier this year, TJ Warfield put up a wish-list for an Event check-in tool for nonprofits on the Power of Us Hub (The Hub, as it is sometimes called, is an online community for Salesforce.org customers, certified partners and staff). Caroline Renard, who knew of our work in the mobile app space for nonprofits, brought us into the conversation. Over a lively discussion on the Hub involving multiple people, a detailed list of functionality came up. Looking at that list, it seemed to us as something we could deliver, given that we had so much of the Salesforce and mobile infrastructure already. So we took it upon ourselves to deliver an Event add-on to our V4S Kiosk product over the next couple of months. That started a hectic round of design, development and testing internally, running into September.

Come the end of September and it was Dreamforce time. And time for virtual conversations to become real. At the Amplify breakfast, I met  with TJ and Caroline and spoke about what we had done with the wish list for Events. It was truly exciting for all of us to see how a conversation in the Hub had turned into something concrete.

Back home after Dreamforce in mid-October, we connected across the world, our team in Bangalore with TJ in San Francisco and Caroline in Seattle. And we were back in the virtual world to review the Events add-on. TJ was very happy with what we showed and graciously offered to demo and test the add-on at the Salesforce.org Open Source Community Sprint, held in Portland, OR  (#SFDOsprint) in end-Oct.

We were of course thrilled with the idea, but we were also very aware of the many things that could go wrong. TJ had seen the app near-complete, but the last 10% takes 50% of project time, right? Our team in Bangalore worked pretty much round-the-clock to put together a demo org for the Sprinters to use. We made sure there was a reasonable amount of data, a clear set of instructions and other resources for the Sprinters and a shared Google spreadsheet to collect suggestions and feedback.

The Salesforce.org Community Sprints are amazing events. Participants discuss everything from best practices to general experience to solution requirements. Working in teams, participants go all the way to produce solutions with documentation, code and data models. And everything produced by the teams goes back into the Community, making the whole ecosystem better for everyone. The Portland Sprint had that same terrific energy and enthusiasm. With 130 people at the event covering the Nonprofit and Higher Education sectors, we had a large number of people trying out the Event add-on.

With our mobile app still in beta on the iTunes Store, we did some pretty hairy

Across the world on a mission for nonprofits
Working for a mission

back-and-forth using the iTunes TestFlight platform to get our friendly Sprinters in Portland on board. It was incredible seeing the Sprinters in Portland, our awake-at-midnight team in Bangalore and the Test flight platform (wherever that is hosted :)) all coming together for a good cause. Watching from across the world as multiple Sprinters installed V4S Kiosk via TestFlight was awe-inspiring, to say the least. And as suggestions and feedback came flying into the Feedback sheet from the Sprinters, it truly felt great to be typing in responses at 2 AM :).

Kudos to all the Sprinters who dedicated their own time to test and review the Events add-on, all for the cause of enriching the product range for Nonprofits. Thanks to these hard-working Sprinters, there’s now a terrific set of feedback and suggestions that we will add into the product. A product that nonprofits can use to raise money, manage volunteers and deliver education. Which goes to prove that “All for One and One for All’ is not just the Three Musketeers slogan but a way of life for a lot of people!