Overtime is the amount of time someone works beyond normal
working hours. Overtime, or time worked beyond a specified number of hours in a
week by hourly, non-exempt employees, can wreak havoc on the operating budget
of a small business. Pay for any hours worked as overtime are paid at a higher
rate than regular hours. While there may be times when overtime is necessary
and cost-effective, overtime pay can begin to drain your bottom line if not
managed correctly. Advance planning and scheduling can help reduce the need for
employees to work in excess of their scheduled hours. Proactively managing your
employees’ overtime, avoiding surprises and preparing for the future can reduce
your expense, protect your company from financial crisis, and improve morale
companywide.
Overtime Management Software play critical role in helping
management to track overtime of hourly employees. Knowing exactly how many
hours everyone contributes is critical to making smart choices and handling
potential overtime regulation changes. Overtime Management Software fulfills
this by connecting to biometric machines and updating attendance of each
employee in real-time, also thereby ensuring 100% precision when compared to
manual supervision of overtime hours. Biometric time tracking also avoids
timesheet rounding, which typically happens innocently enough but usually falls
in the employee’s favour. There is also facility in Overtime Management
Software to specify the grace period post the work hours. Usually it takes a
few minutes past the standard work hours for employees to clock out of the
factory. It maybe probably to remove their work dresses and other gears. This
extra minutes may falsely be considered as overtime and would accrue into a
huge sum altogether to be paid to the employees as overtime pay at higher rates
than their regular hours’ pay. With Overtime Management Software, user can
easily specify the grace period after work time. Overtime will be considered
only if an employee spends time more than what is specified as the grace time.
Realtime information of overtime expenses is critical to the
management. Overtime Management Software provides Top Management with enough
information to make quick decision on overtime.
Employees can also track the overtime hours they have
clocked on a day to day basis by referring the Employee Self Service portal of
Overtime Management Software.
Tips for Overtime Management
Not only does overtime rank as one of the biggest ongoing
expenses for most companies, but the correct, or incorrect, management of
overtime can mean the difference between huge payouts, low morale, and
vulnerability to changes in overtime regulations. Overtime pay law stipulates
that not paying overtime is illegal if your employees are non-exempt. Here are
a few tips you can take note to manage overtime.
Work Load Assessment
Examine each employee’s workload during a given shift. If
most employees are able to complete their assigned tasks within their normally
scheduled hours, chances are good that you are allotting an appropriate number
of hours for the job to be completed. If a large proportion of employees
regularly fail to complete their work in a given shift and move from regular
time into overtime, re-examine your assigned workloads. You may be asking for
too much in terms of daily production or task assignment. Look for ways to
scale back quotas or responsibilities so employees can complete their work in
their assigned hours. If necessary, hire additional staffers.
Scheduling Management
Schedule enough staff members during each shift to ensure
all necessary job functions are met with no need for overtime work. Having an
appropriate number of people per shift will ensure no employees are
overburdened and unable to complete their job responsibilities during regular
hours. Always have back-up or temporary help available if an employee calls in
sick or is on vacation.
Time Management
Sometimes employees need coaching on time management to
fulfill their job duties during a given period of time. Give employees tips on
how to prioritize tasks, work efficiently and manage their time appropriately.
Conduct time management seminars if necessary, and make sure employees are
appropriately trained on how to do their jobs, which will help them work more
efficiently.
Advanced Planning
Occasionally, you may have a job or project that has the
potential to run longer than expected, resulting in overtime pay for employees.
When possible, plan for this busy time by working ahead of schedule and
allowing employees to leave early or take time off during their
normally-schedule work week. This will help you manage a 40-hour week work
schedule.
Employee Monitoring
Keep tabs on how employees spend their time, and create a
policy where overtime work must be authorized by a supervisor. If you feel an
employee is purposely working slowly to generate additional income through
overtime pay, confront the employee and reiterate the company’s overtime
policy.
You may not be able to eliminate overtime completely even
though you practice the points discussed above. So, you need an Overtime
Management Software to calculate overtime according to your company policy. An
overtime management software can automate the processing of overtime without
any manual intervention.
AttendHRM is an HR Software with excellent Overtime Management
features. AttendHRM allows you to define your overtime and payroll rules so
that the overtime calculations can be fully automated.
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