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Solution for Timely Timecards?

Has anyone come up with a good solution for Users that don't enter their timesheets in a timely manner? I am looking for an easy way to lock them down if their timesheet is not done by, for example, Monday at noon. I can manually disable email, or their user accounts in C&P, or on the Network but I am looking for something a bit more automatic. Mixed PC/Mac environment btw.

Thanks,

Jim Kennedy
Information Systems Manager
Bill Brokaw Advertising Agency, Inc.

We actually stopped locking them out of C&P because we found that it wasn't effective in getting them to enter their timesheet. Their excuse then was that they couldn't get into the system to put in their time. We found that it was more effective to hold expense checks or in extreme cases where people were constantly delinquent we turn off their direct deposit on Payroll and make them get their Payroll check from their manager or the Chief Operations Officer. It's amazing how they get up to date when they have to get their check from the COO. Nothing has been foolproof. Basically we have to run a missing timesheet report every week and send out emails accordingly.

The ULTIMATE solution (it works for us): announce that time sheets are linked to paychecks. If you have not reported your time, then you don't get your paycheck (and you don't get it until your timesheets are done). It is reasonable and logical to pay people for what they do; without their timesheets, you don't know what they have done. Try it, you'll like it!!

Art Rogers

I hold one person responsible for entering time into C&P. Everyone else uses a manual time sheet that is set up similar to that one in C&P. I hold that person responsible for getting time sheets input on time.

Quantum Communications

Well, that is actually illegal (although, i too have threatened it!!!). We run a missing time sheet report every monday, and then i send THE TIME SHEET EMAIL. If you knew me like my staff knows me, you don't want to be on it. Perhaps the best tool though, is the President. He consistently does his timesheets and will personally "visit" anyone who is very late on turning in time sheets. Not a nice visit.....

Shelly Constantz
Just Partners

Works great until you get a disgruntled employee and he/she takes you to court for withheld wages!

Jon Glass William
Eisner & Associates

We find this to be an ongoing problem of making sure timesheets are entered in a timely manner. If they get behind on a continuous basis, we e-mail the employee, a copy is e-mailed to their manager and also a copy is e-mailed to the president of the company. This usually helps for awhile until they get really busy and let timesheets slide. Then we follow that procedure again.

Deanna Cummins
Administrative Manager
David K Burnap Advertising Agency Inc.

I'd like to talk to an agency that doesn't have the same problem! One thing I've done in the past is offer rewards (monthly drawing) to those who get their sheets in on time. I know....you shouldn't have to, but it may be worth the free lunches you give out, or the gift certificate to get a massage. In the course of a year, a couple hundred dollars spent and the increased morale are probably worth it.

Jim Morris Horton Lantz Morocco

We just beat our (creative) staff with a big stick! If that doesn't work, making them turn in their time each night before they leave doesn't hurt either.

Michelle Robertson
Yum! Design

Shut down their access to their computer and take away direct deposit for incremental offenses. Both are legal and effective.

Scott Bull
Donovan Group

We have found that sending an e-mail to the employee and his/her manager EVERY DAY (with a copy to the VP Operations) that they have missed entry on the preceding day creates enough embarrassment to keep delinquency to a minimum.

Mary Beth Harris
Controller
Interactive Marketing Group, Inc.

Maybe I need to knock on wood or something but we require timesheets to be filled out on a daily basis before the employee leaves each day....and it happens.

I think it is important to let employees know this is part of their job...case closed. Otherwise, if you set rules about what happens if they do not fill it out then you are giving them the expectation that this is not a daily requirement.

My $.02,

Joan Barnes
Marketing Specifics, Inc.

I like the incentive plan! We have battled with this issue for years! The only incentive we use is the paycheck. If you don't have the time entered I cannot process payroll for anyone........so group therapy works! I know you cannot hold the paychecks but when your co-workers know that certain people hold up the process all the time the peer pressure works well ...even on adults.

Kathi Landis
Accounting
Soul Creative Company, Inc.

I think Joan Barnes has the right idea. You make the stipulation that it a requirement of the job from the start! We never had any consequences to late time sheets so therefore it was an action that was repeated!

Kathi Landis
Accounting
Soul Creative Company, Inc.

We do the same thing as Marketing Specifics, Inc. It's simply part of the employee's job to input their time sheet daily. It's the corporate culture to do it and no one seems to have a problem really. Occasionally someone needs a reminder, but it's not really an issue.

Our creative staff also knows that if their time isn't input regularly, we can't bill for their work. Hence our gross income is lower and their profit sharing checks suffer. It's a real team atmosphere and they want to see the firm succeed and they want their work to get billed for.

Lucia Mumm
Full Circle!
Marketing, Design & Printing

nice idea. it sure would be nice to be seen as as a nice guy once in a while, instead of the dreaded "time cop". did you see an increase in compliance? or is this a reward for staff members who were already doing their job?

Shelly Constantz
Just Partners

knock on wood. And give your staff a hearty congratulations. They should know how good they are!!

Shelly Constantz
Just Partners

All of our employees know that entering their time is critical to billing tothe job. There's never been an issue, and I'd like to thank all of our employees for that!

Cari Knowles
Production Coordinator and C&P System Manager
Blue Sky Design, Baltimore, MD

We have a very simple way of keeping everyone on track in terms of timesheets.

We have the e-mail alert set up. Anyone who doesn't do their timesheets and triggers the alert is fined $50.Obviously, if someone is sick or something...they are excused, butotherwise, there is no leniency.We have never had to issue a fine.

Drew McLellan
Erickson McLellan
www.justoffcenter.com

We've never had a problem with time sheets. It is simple, if they want to get paid, keep track of your time. Also we have them sign off on their time before it's given to the payroll dept. Let them try making an issue with it after they've signed their name to it.

Delynda Corsetti
Corsetti Design

We find this to be an ongoing problem of making sure timesheets are entered in a timely manner. If they get behind on a continuous basis, we e-mail the employee, a copy is e-mailed to their manager and also a copy is e-mailed to the president of the company. This usually helps for awhile until they get really busy and let timesheets slide. Then we follow that procedure again.

Deanna Cummins
Administrative Manager
David K Burnap Advertising Agency Inc.

Here's a small twist to the timesheet issue. If 48 hours has passed and a staff member does not have their time input, an email is sent to the staff member and the director of human resources. This email is printed and placed in the staff member file. If 10 emails are in the file at bonus time, the staff member forfeits 1% of their annual bonus.

Laura Karns
Hanon McKendry