In large retail chains, pharmacies, gas stations, or companies with numerous branches personnel management processes is a particularly urgent issue. In addition to the standard tasks of scheduling and time tracking, managers also face more subtle but significant problems – payroll fraud and uncontrolled additional staffing costs.
Imagine a remote store where time tracking is done manually. Can you guarantee that every recorded hour was actually worked? Or in the case of time tracking using plastic cards – is it impossible for an employee to hand their card to a colleague to clock in falsely? Unfortunately, such cases are not uncommon, and they directly affect the payroll fund leading to unjustified payments and increased expenses.
The time tracking system Actima helps solve planning working hours and actual working time registration challenges. The Director’s Timesheet tool provides a single interface for planning both fixed and flexible work schedules as well as tracking the correlation between planned and actual worked time.
Actima helps prevent fraudulent practices by registering employee (Check-In) check-ins and check-outs tied to a specific retail location or branch and automatically recording actual worked hours. Time registration is possible in two ways:
These registration methods eliminate the possibility of employees clocking in without being physically present at the workplace.
The timesheet approval mechanism implemented in Actima by roles adds additional control over the compliance of planned and actually worked time by the HR department or financial service.
Integration Actima with the company's accounting systems and automatic data transfer about the hours actually worked and eliminates human intervention and data correction during transmission and allows payroll calculation based on real data.
The Director's Schedule provides the ability to distribute the bonus fund or adjust the rates at which an employee works. Actima records overtime (actual hours worked), work on holidays or at night, which are often charged at higher rates. This allows the store or branch manager, HR department, and finance department to control additional personnel costs.
Thus, the implementation of the system Actima enables payroll savings by paying only for the time actually worked, reducing the possibility of fraud, adds a mechanism for additional control of store or branch managers.