Time Attendance Software Dubai – As a business if you are still relying on spreadsheets and paper timesheets to manage your employees’ time, activities, job and project costs you are leaving yourself open to inefficiencies, inaccuracies, non-compliance, cost overruns and in some cases employee fraud. In many cases this is noted only too late with significant losses. This also impacts employee morale as the good employees feel punished and the dishonest employees continue to milk the system. Inaccurate employee time tracking and timesheet fraud is a common problem in organizations that use manual processes. Some of this is due to conscious intent and some due to a lack of management controls.
Types of Timesheet Fraud
Entering and/or approving incorrect data is one of the most common abuses of attendance information. When done accidently it can expose employee carelessness, flawed processes and a lack of management control, however when done deliberately, in simple terms it is fraud. Employees are responsible for entering their correct attendance data and supervisors are responsible for certifying that this information is indeed correct. While we all hope that the majority of employees are both diligent are honest, unfortunately experience shows that this is not always the case. Set out below are some of the most common ways employees can commit timesheet fraud.
- Inflating work hours – With paper-based timesheets it’s very easy for employees to enter incorrect times of arriving and leaving work and overstate or round their hours up to the nearest hour. Overpayment then occurs as the employee is paid based on falsified hours or rates.
- False data entry – If employee attendance data has to be retyped from timesheets or time cards into a payroll system, it is very easy for a dishonest employee to change the numbers. As well as being open to fraud, this type of process is susceptible to typos and mistakes. The less you have to rekey your time and attendance information, the more accurate your data and in turn the more accurate your payroll.
- Nepotism – This type of fraud occurs when a manager favours a co-worker, relative or friend by scheduling them for a specific task rather than scheduling a different employee, who is also available to work, and may be a more cost effective choice. For example, if a job comes in for a service engineer, who also happens to be the schedulers buddy and is assigned to this job despite the fact they are already in overtime, your business is at risk of paying unnecessary time and a half rates to get that job done.
- Errors due to delays in completing timesheets – Although not technically fraud there are often inaccuracies when employees fill in timesheets weeks or months after they have worked these hours. Supervisors then sign off on these timesheets when realistically it is unlikely anyone can actually 100% guarantee that these hours were worked particularly for supervisors who are responsible for large teams.
- Collusion – A very common method is when one employees enters attendance data for another and they share in the spoils
- Ghost Employees – Any company with multi-site multi country operations should worry about this. Employee names are entered and moneys siphoned off.
If you would like to see how Wolke Time Attendance Software and Solution controls all of the above contact us for a live demo and make a positive difference to your business processes and in turn bottom line.