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Artificial intelligence is a hot topic.

People are scared that with the rise of the machines, we will have fewer and fewer jobs available. Some say that this is a sign of progress: AI is much more efficient, doesn’t need rest and can assist humans with tasks that were previously bothersome.

Among various industries and professions, artificial intelligence might have a big impact on human resources too. One of the most important reasons for this is that HR is all about communicating and managing people. Oftentimes it is hard to make the right decision as we are affected by our bias. With AI, all of that is gone and instead, people will only be dealing with straight facts.

Here are some of the ways in which this big change might affect HR.
  1. Increased efficiency

As with every profession, the focus of AI lies in increased efficiency. Today, when the economy is so dependent on continued high performance, most humans find it hard to deliver day in and day out. Even if an employee is highly proficient, fatigue will set in after a while. Not to mention the cases which involve negligence. With robots, there are no such concerns. All processes go smoothly throughout the day without any fluctuation in performance.

  1. No human-related issues

Unlike us, robots don’t take breaks, they don’t chat with other robots nor do they need food or bathroom breaks. Instead, they are able to work all day long, from 9 to 5. In a perfect case, we can imagine entire departments filled with robots, without any need for human work. This can also lead to major reductions when it comes to required working space, utilities, public events and prize systems. All that AI needs is regular maintenance and software updates.

  1. Consistency

Similar to efficiency, consistency can be a major problem. This is especially true for companies that outsource their human resources. With robots, you are able to provide the exact same results each and every time. Not only will you satisfy your previous clients who constantly purchase your products or services, but all your customers can rest assured they will be given the same type of service as everyone else.

  1. Help during recruitment and hiring phase

The recruiting process usually takes a lot of time. People who have never worked in HR think that it all comes down to interviewing job candidates. Unfortunately, the professionals working in this industry have to perform numerous additional tasks prior to and after the selection process itself. Oftentimes these tasks are really cumbersome but luckily they can be automated. This would leave recruiters with much more time to analyze their prospects and perform interviews.

  1. Better data collection

A significant part of human resources comes down to data collection and analysis. Whether we’re talking about customers or our own team, there is lots of data to process. Artificial intelligence would be much quicker in collecting this information and more importantly, filtering it according to its relevance. Afterward, human workers would be able to take this data and use it directly without any further processing needed. This would save a lot of time and effort ultimately leading to better, faster results.

  1. Unbiased decisions

No matter how much a person would like to be impartial, there will always be some sort of bias during recruitment or managing process. Sometimes, this may have a big impact on the company if they’re unable to recruit the best talents due to mistakes made by their HR team. Machines do not have any bias during the recruitment phase or while dealing with job candidates. Instead, artificial intelligence is able to use the data and make a valid conclusion without involving any emotions or other irrational behavior.

  1. Improved error detection

Mistakes are a common part of everyone’s work. One of the most important HR tasks is to improve its current talent pool. But how do you improve it if you’re not certain what is the issue? Artificial intelligence might be able to detect work-related issues and to make suggestions regarding potential training that can fix them. Being better at error detection, machines can become a valuable tool in improving organizations’ performance.

  1. Focus on administration

At this point in time, it is hard to say how much AI will progress going forward. In a hypothetical situation, it might completely take over the tasks of human managers. Today, it is hard to imagine that machines will get to this level any time soon. For now, we can tell with certainty that artificial intelligence will likely show lots of promise when it comes to administrative and repetitive tasks. Robots can perform basic, common tasks that can be processed by their algorithms. Still, this will do a big favor to HR managers as it will significantly reduce their daily workload.

  1. Better communication during recruitment phases

One of the most important things that HR specialists have to deal with during the recruitment process is to stay in touch with the candidates. Keeping all prospects in the loop is very important for any serious company. Unfortunately, this is something that takes human resource managers a lot of time. As a solution, they can rely on AI to do these tasks for them. As soon as a candidate’s status changes, the robot assistant will directly notify them about the change.

  1. Focus on better talents

Sometimes, a quality talent would fall through the cracks never getting an interview opportunity. Even though they might be perfect for the job, they might never get a chance to work for you due to human negligence. Artificial intelligence should be able to focus on certain qualities and skills putting emphasis on people who can provide extra value to the organization. This way, companies will never skip on a great worker again.

  1. Improved human experience

With improved efficiency comes better human experience. Given that candidates will be notified during each step of the process and will promptly get all the relevant information, they will have a better impression of your company even if they don’t pass to the next step of the recruitment process. This way, AI can become an important branding tool for each organization.

  1. Help with compliance

Like with most other professions, compliance is a big part of HR. While this is a basic process, it does leave room for some mistakes. Furthermore, it takes a lot of time from managers’ busy schedules. Robots will be able to do all the paperwork for humans eliminating the chance for compliance error.

  1. Tracking dissatisfied employees

AI can also track changes in employees’ behavior. If there is anything suspicious in their emails and other forms of communication, machines can spot this and notify the HR department immediately. With this information, you can either work out the issues or at least figure out what went wrong with a particular worker.


While it’s very early to say, it seems that AI will become a big part of human resources management.

There are numerous aspects that HR managers can benefit from and it would be foolish not to utilize them. As for the managers’ job, it is pretty secure right now as it seems that the human factor is still crucial for making strategic decisions.

Still, we cannot neglect how much work robots can do when it comes to tracking, compiling and analyzing data, sending emails and performing other repetitive tasks that are otherwise time-consuming and may lead to multiple errors.

The post 13 Ways AI Will Improve HR in The Future appeared first on Advance Systems.

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Employee lifecycle or ELC represents an HR model that tracks employees’ career progression within one organization.

This model will help companies attract new talent, introduce these individuals to the team, develop them and retain them. The process basically ensures that you get the best possible workforce and retain them while continuously developing them. In terms of that, it is the key element of company’s performance management.

Here are 6 stages of the employee lifecycle:

  1. Attraction
  2. Recruitment
  3. Onboarding
  4. Development
  5. Retention
  6. Separation

Let us analyze all of them!


In order to have the right people for a business, a company has to look attractive to them.

Management needs to create an organizational culture that will be appealing to top human talent. Managers also have to provide financial benefits and support. Keep in mind that for certain employees, a good workplace is not enough as they also require good compensation for their services. In fact, salary and bonuses are oftentimes the main reason why a professional may sign for your company.

Organizations nowadays place lots of emphasis on corporate image and brand name as employees usually prefer working in companies with a better reputation. All of this provides a bigger pool of potential candidates for a job and if there are more people interested in a position, there is a high chance you will find someone that suits your long-term goals.


Recruitment has the crucial role in ensuring the success of the process. If you’re hiring wrong people, it doesn’t matter whether you’re providing a good training and leadership.

In this case, we need to consider whether we’re recruiting a person who is already working for the company or a new talent.  If there are people within the team that have the necessary skills for the job, you should definitely consider them before anyone else. This way you’re rewarding their service and allowing them to progress within the company. Individuals will also have the intimate knowledge of company’s processes which will lead to more productivity and easier integration in a new team.

There are several things you need to focus on during recruitment process. Be specific regarding the position and expectations. This will allow you to eliminate candidates that are not fit for the position. You also have to ask the candidates for more data as you would like to know as much as possible about them. Lastly, try various job platforms. Every website is different and has their own pool of job seekers


Onboarding has a very important social purpose.

During this step, you will introduce a new member to the rest of the team. You need to guide the talent and teach them about company’s mission, vision and values. A person needs to learn about the business, team but also to be able to provide a valuable feedback. The faster they connect to their team, the better for you.

Integration process should be quick. The time required usually depends on overseeing manager who needs to be proactive and facilitate all employee’s needs.


One of the most important tasks of human resources is developing organization’s employees.

Development is a continuous process and in a modern economy, it is necessary for all workers to partake. Given that technology is continuously pushing boundaries of various industries, talent has to able to learn new skills that will help a company maintain a competitive edge in future. Also, they are not only responsible for their own development but have to share their learning experience with colleagues.

The company is responsible for the development process and should organize various events and programs that will allow employees to hone their skills and learn new ones. They should even be encouraged to develop themselves without the direct involvement of management. Continuous training is a necessity in a modern economy and has a strategic value for any organization.

Always remember that training shouldn’t be done blindly without prior planning. Management should assess employees and based on their strength and weaknesses, create a program that will further improve their skills allowing them to better tackle future jobs. Usually, the problem occurs as the management doesn’t understand their manpower and isn’t able to create solutions that will help develop their individual skills.


Companies always suffer when their best workers go someplace else. Although this is a common occurrence, it is necessary to reduce it to a minimum. After investing so much time and resources, no one wants to see their best employees go to the competition.

There are several ways to improve retention rate.

First and foremost, you need to hire the right people. During the initial interviews, you need to place emphasis on the future and find out what are employee’s expectations from the job. Oftentimes, the problem occurs because the employee is too ambitious and cannot grow with a company or company expects too much from an individual who isn’t able to meet those expectations.

It always good to provide new opportunities and promote good workers. Those individuals should also get financial benefits in accordance with their new job.

From time to time, check employees’ morale, how are they feeling etc. This is especially important after big organizational or business changes as most people are negatively affected by them. High level of engagement and direct contact is necessary for maintaining good relationships within the team but also between employees and management.


Some of your employees will most certainly leave. Whether they decided to retire or pursue a new opportunity, it is something you have to expect.

Separation requires a proper analysis. You need to establish what went wrong and why this person decided to leave your organization. Through a direct conversation, you can learn more how employees perceive you and what you need to change so that the other people don’t leave you.

Last words

Mastering these 6 steps can be really tricky. You need to have a good HR team that will be able to manage all these tasks. Luckily, with enough efforts, everything can be accomplished and you will be rewarded with a great staff.

The post How does employee lifecycle work? appeared first on Advance Systems.

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Nobody wants to go to work to be miserable for the day, but unfortunately a lot of people do.

Building a better workplace leads to higher staff retention, higher productivity and a reduction in the number of sick days taken by staff members. All these things contribute to a better business, a reduction in costs and should mean more profitability for the company.

There has been a gradual change in approach by employers as to what constitutes a ‘good’ workplace. Statistics released by the OECD have shown that keeping employees onsite to try and wring every ounce of output out of their day is counterproductive.

If you compare the German and Greek economies as an example, you’ll see this play out. Specifically looking at the average annual hours worked per worker, you’ll see that German employees worked on average 33% less than Greek workers (1,356 hours versus 2,018 in 2017).

Also, the average hours worked per year in Germany have declined by 7% since 2000 compared to a 4% drop in Greece. Yet over the same period the German workers were significantly (70%) more productive in their 28-hour work week than the Greeks doing their 42 hours a week.

Interested to learn more?

We have written many blog posts that could help your company move towards a building a better workplace that benefits all concerned.

Creating A Good Corporate Culture 1.      Join the Dots and Connect the Whole Company

One of the biggest downfalls of large companies is a tendency for departments to get totally caught up in their own agenda. These departments are frequently referred to as silos and can seem detached from the overall company goals. This can have a snowball effect on other departments silo-ing off to protect their own interests. All of this leads to a dysfunctional company.

If departments, teams and employees are micro-managed towards achieving individual goals everybody loses sight of the company’s goals.

The best way to solve this is to make sure that the business goals are aligned with the workforce strategy. Senior management and HR need to collaborate to achieve this.

If this is in place, then Employee Value Propositions can help articulate how every individual is contributing to the company’s success and not just their own performance or the department targets.

These blog articles will give you some ideas on how to achieve a more joined up company.

Align Workforce Strategy With Business Objectives

5 Best Practices for Building an Employee Value Proposition

1.      Embrace Critical Thinking

In the opening pages of his excellent book “Originals: How Non-Conformists Change the World”, Adam Grant refers to a study by an economist Michael Housman on customer service agents. Housman identified that agents who used the Internet browsers Chrome and Firefox were more likely to stay in their job for longer and less likely to miss work than agents that used Internet Explorer and Safari.

Not only that, Housman used 3 million data points to show that these agents also achieved higher sales in shorter call times.

How did an Internet browser make these employees better?

It didn’t.

The Internet browser merely helped identify a non-conformist trait in these employees.

Typically, the default browser on Windows computers is Internet Explorer (now called Microsoft Edge) and Safari on Apple machines. These employees would have had to download both Chrome and Firefox themselves displaying resourcefulness, initiative and an unwillingness to accept the default option and maintain the status quo.

If employees demonstrate this pursuit of ‘better ways of doing things’ for their Internet browser, they are likely to apply this critical thinking to finding better ways to serve customers and achieve better results. Housman’s study and Grant’s book confirm this.

The key to progress is in communication.

Employees should feel empowered to inform management on how they can improve ways of doing things.

Management should be open to hearing new ideas and not stick to older methods because ‘that’s they way we’ve always done it’.

Here are some ideas on how to improve communications and foster some critical thinking.

Open the Doors of Communication for Improved Employee Morale

6 Effective Techniques to Improve Employee Performance

2.      Build and Demonstrate Trust

At some point a parent will stop holding their child’s hand when they are learning to walk. The child will begin to trust themselves more that they can do it. The parent will trust the child that, by falling and getting back up, they will eventually learn how to walk on their own.

Employees need to trust that senior management are making the best decisions for the company and its future.

Equally, the C-suite must trust employees to make decisions in their role that will create a better outcome.

Both should be able to give reasonable feedback if there is a disconnect.

A great way that trust can be shown in the workplace is through a flexible working arrangement.

The Society for Human Resource Management ran a survey in 2014 that found Flexible Workplace Arrangements (FWA) contributed positively to retaining employees (75% of respondents), improving the work-life balance (84% of respondents) and employees commitment to the organization (72% of respondents).

Managers or Mentors? A Millennial’s Take on the Workplace

How Flexible Working Schedules Increase Employee Productivity

Increasing the Utility of a Remote Workforce in 2018

1.      Diversity and Inclusion

This has become extremely important for both companies and customers. Increasingly brands are feeling the backlash in the media and at the checkout when they have been outed for prejudice against persons based on gender or ethnicity.

Some high profile companies such as Uber and Snap have been on the wrong side of corporate culture recently and the impact on their brand has been significant.

Maintaining Workplace Diversity

Women in the Workplace

2.      Wellness

Employee wellness has attracted a lot of attention recently, mainly because it’s the right thing to do. But it can also lead to a reduction in your corporate health plan premium.

If a company can demonstrate they are actively taking measures to improve employee wellness, insurance companies can reflect some of these measures in a reduction of premium.

The major benefit to the organization is that people will be able to operate at an optimal performance level.

These articles will provide some ideas of how to improve employee wellness in your organization.

Expanding the Meaning of Workplace Wellness

4 Must Do’s To Improve Wellness for Shift Workers

3.      Tech Solutions

The Internet has changed our working lives meaningfully in the last twenty years. Things like automation, cloud services, data analytics and mobile devices have all made working life so much easier.

Human Resources have also been a huge beneficiary of the technology revolution. This article lists just some of the developments we’ve seen.

How HR Tech is Changing the Traditional Workplace

How Can Mitrefinch Help You Build A Better Workplace?

Mitrefinch creates user friendly interfaces that empower employees to manage their own time.

We also make it easier for management to record, collate and report on employee data saving both time and money for organizations.

We do this by offering a host of cloud-based workforce management systems for companies with more than 100 employees. So far, we have installed custom-built solutions for over 3,000 clients across a variety of industries.

We offer innovative solutions that cover several different services including

If you’d like to find out more about the services we offer, please fill out the form below.

All-in-One TMS Solution

Brands that Trust Us

Free TMS Demo

* Suitable for 100 to 10,000+ Employees – USA Inquiries Only*

First name: *
Last name: *
Email: *
Company: *
Employees: * 101-250251-500501-1,0001,001-2,5002,501-5,0005,001-10,00010,000+
Phone: *

The post Using Technology To Help Build A Better Workplace appeared first on Advance Systems.

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Employee Advocacy has become a hot topic of late and for very good reasons.

Firstly, and most importantly, it’s a good reflection on your company ethos and business practices if your employees have only good things to say about your brand in an unprompted way.

And secondly, Amazon founder Jeff Bezos is famously quoted as saying

“Your brand is what other people say about you when you’re not in the room”.

In an era where the ‘room’ is now quite often online social media it can be impossible to monitor and react to everything that is said about your company.

In addition to dealing with a volume of chatter about your brand across different social media channels, there is also the problem surrounding ‘reach’.

Increasingly, social media platforms are reducing the ‘reach’ or number of people a business account can contact through a post. Facebook is the best example of this. They have recently changed their algorithms to favor interactions between personal accounts meaning a business account needs to advertise or pay to be heard.

Brand Ambassadors: Power To The People

One of the most constant and more powerful forces in the marketing world is the phenomenon of peer to peer recommendations.

In his now famous TED Talk in 2009, Simon Sinek evangelized that “People don’t buy what you do; they buy why you do it. And what you do simply proves what you believe”.

If your employees understand why the company is providing the product and services and believe in the value you are adding for your customers, they will become a willing army of brand ambassadors.

In a research report on Employee Advocacy LinkedIn found that on average, employees on LinkedIn have 10 times more connections than a company page has followers. This means your employees will be more impactful when dealing with sharing company updates and news.

Similarly, the 2017 Edelman Trust Barometer found that “62% of people trust a brand’s social media more than its advertising”. Online ads will get you in front of eyes, but it doesn’t guarantee a positive outcome.

Quite often we can forget the behind the technology of the internet and social media is a network of people trying to communicate and learn from each other. Your employees are these people.

The Power Of Your Employees

Wouldn’t it be great if your staff generally had positive things to say about your brand? Or even better, be willing to stand up for it and counter any negative comments that are misleading or inaccurate.

We have written quite a few posts in the past about how to foster a good corporate culture and develop positive employee relations within your organization.

Here is a summary of how you can begin your journey towards promoting the idea of Employee Advocacy.

1. Employee Attendance

For your employees to become advocates they must be happy when coming to work. While absenteeism may be less likely in smaller companies (the missing bodies are easier to spot) it can be an issue for medium to large sized organizations. There is a cost to employees not turning up, but it also might reflect a disconnection and/or disinterest by the employee in the company itself.

How to Create a Workplace Culture that Attracts Contingent Workers

9 Underlying Causes of Employee Absenteeism in the Workplace

2. Make Employees Feel Part Of The Value Chain

In Simon Sinek’s TED Talk he highlighted that companies are typically good at describing their ‘What’ and their ‘How’, but not so good at describing the ‘Why’. If the company does not understand ‘Why’ they are doing things, the employee is not likely to either.

An Employee Value Proposition will go a long way to articulate the company’s ‘Why’ but also how the employee plays a role in making that happen.

This will need some careful consideration and backing by senior management. This article would be a good starting point.

5 Best Practices for Building an Employee Value Proposition

3. Encourage Employee Engagement

Everybody likes to have their voice heard. We found this out in early 2017 when we surveyed 400 fulltime employees of large companies. We found that over two thirds of these employees were open to exploring or were already actively seeking another job opportunity.

When was the last time your organization asked for employees’ opinions? More importantly, would your company act on what they told you?

Employee Engagement Report: US workers detached, disenchanted (and what to do about it)

HR Strategies to Follow for Employee Engagement and Productivity Improvement

4.Ensure Communications Is A Two-Way Street

A by-product of good communications within a company is good morale. When the economy is growing, and business is going well it’s easier to talk about all things work related. However, in a tough economy when business performance is under the microscope it’s even more important to keep communicating.

By implementing a good structure of regular, two-way staff-management communication sessions you have a better chance of keeping the lines open and flowing with information during a down-turn.

Open up the Doors of Communication for Improved Employee Morale

How to Improve Employee Relations within your Company

5. It’s About More Than The Job

We discussed the problem of employee absenteeism above. An even bigger issue is the potential causes of absenteeism. Jeffrey Pfeffer addressees this issue his 2018 book “Dying for a Paycheck: How Modern Management Harms Employee Health and Company Performance — and What We Can Do About It”. Pfeffer, who is a professor of organizational behavior at Stanford Graduate School of Business, found that 61% of employees blamed workplace stress on illness and 7% said they had been hospitalized. Job stress costs US employers more than $300 billion annually.

The Importance of Employee Well Being and How to Boost It

Expanding the Meaning of Workplace Wellness

25 Fun & Inexpensive Ideas to Mark Employee Appreciation Day

6.Conflict Resolution

Try as we might we will not be able to please all the people all the time. A lot can be done to mitigate against conflicts in the workplace, but chances are there will be some.

The only thing worse than the conflict itself is ignoring a conflict and allowing it to grow and become more damaging. It is important conflicts get addressed, both sides are heard, and everyone works towards a solution.

Our blog post from April 2017 deals with this issue directly.

6 Ways To Manage Workplace Tension Among Employees

Technology Can Help With Employee Engagement

All your employee engagement efforts can be made easier by using innovative technology. Mitrefinch Time and Attendance software can help you automate, record and schedule a lot of employee related tasks. Why not see for yourself by filling out the form below and book a demo.

All-in-One TMS Solution

Brands that Trust Us

Free TMS Demo

* Suitable for 100 to 10,000+ Employees – USA Inquiries Only*

First name: *
Last name: *
Email: *
Company: *
Employees: * 101-250251-500501-1,0001,001-2,5002,501-5,0005,001-10,00010,000+
Phone: *

The post Use Employee Advocacy To Create An Army Powerful Influencers appeared first on Advance Systems.

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How Good Is Your HR Software?

Sometimes the closer we get to something the less we understand about its place in the world. We assume that practices like medicine are the way they are and will never change. In reality, of course, this is not the case and the world of healthcare is in a state of constant development. The same applies for payroll software, HR applications and Time and Attendance software.

The Human Resource Management functions in companies have undergone massive upheaval in the last decade. In addition to regulation being overhauled, the needs of employees and employment conditions have changed a lot too.

It would be remiss to think a Time Management solution that worked fine in the 1980’s could serve a modern company adequately. The development of technology over the last 10 years has seen a rapid development in Time Management and HR solutions.

In this article we take stock of how Mitrefinch Time and Attendance software stacks up against two of our reputable competitors.

KRONOS Background

Kronos is the largest company in the HR software industry. The company was founded in 1977 and quickly became known as an innovator. They were one of the first providers to offer a computerized clocking system.

They are now a billion dollar global enterprise with more than 40 million users.

They currently have two time and attendance solutions available

  • for large companies of 2,000+ employees
  • for SMBs with 200+ employees.
Product Set

Within their two HR solutions Kronos offer a multitude of products that cover the complete employee management spectrum. Their solutions generally attract positive reviews for the user-friendly interface and the ability to manage time and attendance, HR tasks and payroll.


Kronos integrates well with other payroll service solutions, which is particularly beneficial for businesses below enterprise level.


With each product upgrade Kronos has become more and more tech savvy. Gone are the days of being solely Microsoft Windows based. Their systems can now build automation to track labor laws and union rules. Kronos has proved particularly effective for companies that are achieving scale quickly.

The Mitrefinch Advantage

While Kronos offers a viable solution to most companies its adaptation to change has not been as responsive as other providers, including ourselves.

There is some customization available, but it has limitations for rules and reports, leaving your company trying to fit in with Kronos rather than the other way around, the way it should be. If additional customization is required, this may come at a cost. Also, troubleshooting errors can be difficult. Solutions to simple problems can be cumbersome.

One of Mitrefinch’s core strengths is our flexibility to adapt the system to suit your company’s needs.

All functions in Mitrefinch Time and Attendance software including reports can be entirely customized to suit your business needs. And all data can be formatted and exported for upload into another third party application.

WorkForce Software Background

In 2016 WorkForce Software acquired Workplace Systems, creating one of the largest workforce management applications suppliers.

The acquisition saw WorkForce Software’s leading analytics, time-collection, absence, labor and fatigue management paired with Workplace Systems’ industry-leading scheduling products.

The new company now has a significant presence in the manufacturing, retail, and professional services industries.

Product Set

The WorkForce Software Suite provides the following options:

  • WorkForce Time and Attendance
  • WorkForce Forecasting and Scheduling
  • WorkForce Advanced Scheduler
  • WorkForce Absence Compliance Tracker
  • WorkForce Analytics
  • WorkForce Fatigue Management.

WorkForce Software has developed a strong list of partner third party providers that offer complementary products and services to their Suite.


In addition to the synergies provided by the recent acquisition, recent developments to the Suite have included the following features:

  • the addition of a 4-week (or ‘lunar cycle’) timesheet period
  • crew management capabilities with enhanced mobile functionality
  • expanded experience rating capabilities for scheduling hourly workers in retail and hospitality
  • new analytics functionality for WorkForce Forecasting and Scheduling

a new touchscreen clock designed to support global expansion throughout Latin America, EMEA and Asia.

The Mitrefinch Advantage

WorkForce Software still have some clients using the onsite installed version of their products. This may have slowed their adoption and development of cloud-based solutions.

Mitrefinch is entirely cloud-based giving all employees, whether in the office or working remotely, the ability to login to the system, update and retrieve data. The cloud-based platform makes it easier to create multiple interfaces across desktop applications, mobile apps, biometric readers and more.

Mitrefinch Background

From humble beginnings in 1994, we have helped over 1,500 customers with our Mitrefinch Time & Attendance and employee scheduling solutions.

We are particularly proud of our diverse client base that covers a wide variety of industries including manufacturing, energy, banking, retail, government, education, healthcare, and pharmaceutical.

Our mission has always been to advance the quality of our products and services in-line with the advancements in technology and, more importantly, the advancements in our clients’ needs.

The Mitrefinch brand has become synonymous with highly sophisticated, comprehensive solutions that are user friendly, flexible and integrate with all other HR applications.

Our cloud-based solutions mean our products are accessible to employees and management regardless of location. All our products and services are continually adapted to the modern working environment.

Product Set

The Mitrefinch Time & Attendance Solution can cater for companies with between 100 – 10,000+ employees. The core services we provide cover

  1. Leave Management
    • Simplify time-off requests with employee self-service features
  2. Time Allocation (TAS)
  • Track projects and labor activity accurately based on hours and cost
  1. Attendance Reporting
    • Gain comprehensive workforce reporting on employee attendance
  2. Clocking Options
    • Seamlessly capture time with our diverse range of clocking options
  3. Health & Safety
    • Increase employee accountability with real-time visibility of your workforce
  4. FMLA Tracking
    • Ensure compliance with all regulations related to paid time off

At Mitrefinch we take a partnership approach with our customers. We will help your organization maximize your investment in Mitrefinch Time & Attendance software.

With the benefit of over two decades working on thousands of projects we have refined our consultancy and implementation process across the US, Ireland, and the United Kingdom.

We will also take the time to conduct an audit prior to implementation to make sure all your company’s requirements are addressed and met.

Once we have designed a customized solution in-line with your business objectives, we will assign a project team to implement the services using a simplified cloud deployment. There will be an ongoing series of testing to ensure we are setting you up for success.


In the past 10 years Mitrefinch products having been at the cutting edge of innovation in workforce management solutions. Instead of accepting outdated clock card systems Mitrefinch has embraced

  • mobile time and attendance systems
  • biometric identification terminals
  • cloud hosting solutions

Our dedication to progress allows your organization focus on its business and staying ahead of the competition. The latest version of our Workforce Management Software includes

  • Customizable Dashboards
  • Access on Smart Devices
  • Embedded Real Time Reports
  • Unlimited Language Packs
  • Business Intelligence Integration
  • Advanced Messaging Functionality

Our products will save time, reduce errors and ultimately save your company money.


We are confident the Mitrefinch Time & Attendance software can meet all your business requirements.

We have put together some Case Studies to highlight how our products and services have worked for our customers.

If you would like to see a demonstration of the product please complete the short form below.

Collect and Manage Employee Time & Attendance from One System
Minimize Errors - All You Need In One Place
Seamless Integration. Payroll Friendly
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The post Reviewing The Competition: A HR Software Comparison appeared first on Advance Systems.

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Relationships between people are the cornerstone of human resources.

Although we like to think that performance of employees is closely connected to a type of work they’re doing as well as workload, relationships within the workplace are equally as important. This is especially true when employees require assistance from other members of a team. Bad relationships with colleagues can have a negative impact on the whole working process, it can affect the morale of a team and ultimately, will impact organizational culture.

HR management is there to smooth things over. Improving relationships between workers (as well as workers and management) can provide various benefits to your business. Here are some things that will help you do it.

Promote dialogue


Every member of your staff has a different personality so work-related issues are commonplace. In fact, you can always expect some sort of a conflict between workers as well as workers and managers.

Oftentimes these conflicts tend to escalate. One of the workers may even leave the company due to these unresolved issues. If the things get out of hands, they may affect the whole department or office. That being said, resolution of conflicts should be the main priority of every employer.

Provide employee assistance whenever possible. People who have a grievance should be able to express themselves openly. You need to create an atmosphere where employees can ask various questions and have the opportunity to confront managers without fearing for the safety of their job. There should be a support system that will allow unobstructed communication.

Team building and joint activates for employees

Oftentimes conflicts are direct results of people not knowing each other. They don’t have time to communicate outside the workplace. In other words, work relations and employee persona go hand in hand.

Your employees have to have an opportunity to communicate in a stress-free environment. It’s necessary to create new events and team building activities that will allow them to learn more about each other. Even though this isn’t a resolution to the problem, it will increase the loyalty between individuals making them feel more as a part of the team.

Focus on company mission and promote positive values

Most people search to become a part of something bigger than themselves. This is why you have to have a good company policy that will make them feel at home.

In order to reduce friction between employees and a company, employers have to focus on positive values by, not only have a mission and vision but also enforcing it on a constant basis. Workers have to buy into your policies which will reduce their natural resistance and make them more willing to cooperate with the organization and other employees.

Make employees feel appreciated

No matter what kind of a job they’re doing, most people are proud of their labor and work discipline. Unfortunately, employers usually center on negative impact of a person instead of positive. Good performance during jobs is rarely praised and is seen as a part of daily routine. Manage doesn’t show enough appreciation for person’s service and skip any kind of a praise.

This is one of the main reasons why people are dissatisfied with companies even though they might not realize it themselves. Employee forms a negative opinion about a manager, project or a company just because there is no positive feedback.

Performance management is an important part of the process and individual performance should be recognized either through praises, by providing unique development opportunities and training as well as through financial compensation.

Hire an organizational consultant

The job of an organizational consultant has become more prominent in the last several years. This coincides with the need to improve work atmosphere.

Organizational consultants are independent experts which are meant to improve the overall health of a team. They need to find a way to improve relationships between employees and facilitate easier communication. In other words, they have to promote dialogue. The consultant will be a valuable resource going forward; lots of companies employ their services on a permanent basis.

They can be the centerpiece of various employee-related programs and can lead your team building efforts. Like all other professionals, organizational consultants have professional standards guiding them in their daily work.

Use software

Nobody likes a chaotic life. This is especially true for employees as their career depends on performance. Lack of planning and numerous changes usually have a negative impact on them. All of that leads to more stress, worse environment and needless conflict. Ideally, you will find a way to program the time and delegate the tasks.

The best way of doing it? By using a great web software.

You are able to track various aspects of a business including time and attendance, HR management, scheduling, absence management etc. Some employees may say this interferes with their privacy but please keep in mind these programs provide benefits to both sides.

They are especially great in case of disputes between management and employees as they are able to track all the activity and provide better scheduling and planning. In certain cases, they are the best method of protecting employee’s rights.

Create new opportunities

Workers have a different perspective when it comes to seeking new opportunities.

While some are content with their current employment, others seek to further their careers. If they remain in the same position for a longer period of time, they might become dissatisfied and ultimately leave you. This is why you need to create new jobs that will suit ambitious employees.

Not only is this a great solution for motivated workers but it also puts them in a new spot. Keep in mind that workers tend to become dissatisfied when working for the same salary as some less talented employees. New positions will give them a new set of challenges while allowing them to stay with you.

Last thoughts

Human relations can be really tricky.

Given how much time we spend working, it is normal for conflicts to appear. Although you might think that this is something employees have to figure themselves, you will still have to step in.

On the other hand, it is necessary to prevent conflict between the management and employees. Try to create an environment where people will flourish as this is the best way to eliminate any frustrations and retain the same quality workforce.

The post How to Improve Employee Relations within your Company? appeared first on Advance Systems.

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What is Payroll Based Journal Reporting?

Payroll Based Journal (PBJ) Reporting is required under Section 6106 of the Affordable Care Act (ACA). Under the ACA, long term care facilities must submit information about staff working in direct care. This includes agency and contract staff.

To deal with this type of reporting, the Center for Medicare and Medicaid Services (CMS) created the PBJ system. This allows participating companies to submit data

  • electronically by uploading an XML file (file size limit 5MB).
  • by manually entering the data into the CMS system.
  • using a combination of both.

Since October 1st, 2015 PBJ submissions were optional. However, submissions became mandatory on July 1st 2016.

PBJ reporting requires a high level of detail and accuracy in the data provided. It has brought a new level of transparency to long term care facilities which is a positive outcome for all stakeholders. However, the level of data required means that for many facilities, the number one priority now, is ensuring their time and attendance and HR management systems are up to the task. Should these fall short, PBJ requirements have the potential to cause significant strain on employees and impact on patient care.

What kind of work is captured in PBJ?

Direct care staff are defined by the CMS as anyone that uses interpersonal contact or is involved in residential care management to provide care and services that allows the recipients to attain or maintain the highest achievable mental, physical, and psychological health and well-being.

Direct care does not include individuals that are responsible for the upkeep of the physical environment of the facility.

The CMS has defined 40 job descriptions that each have a Labor Category Code and Job Title Code. Staffing hours need to be reported per day per individual staff member under the correct labor category and job title codes.

All of the staffing categories and job titles can be found in the CMS Long Term Care Policy Manual in Table 1.

What is the CMS trying to achieve with PBJ?

The PBJ staffing reports will bring an increased level of accuracy, transparency and validation to the direct care industry.

Each company has 45 days from the start of a new quarter to submit payroll data for the previous quarter.

All the details of what exactly companies are required to submit relating to PBJ can be found on the CMS website.

What type of information is recorded in the PBJ?

Once the company has completed the registration process to facilitate filing a PBJ there are several data points required for each individual registered employee.

  • Employee Unique ID
  • Hire date
  • Termination date
  • Pay type code
    • Non-exempt
    • Exempt
    • Contract

The information required for direct care workers are

  • The work day and date
  • The job category code
  • The job title code
  • The hours worked per day/date

It is important to note that if a contractor or individual is paid directly by Medicare, those hours cannot be reported within your PBJ submission.

Treatment of night shifts

The CMS requires hours worked to be prescribed to the actual date they are worked. In the case of a night shift that starts at 22:00 on one day and finishes at 06:00 the following day, this would require 2 entries – 2 hours for the first day and 6 hours for the second day.

Performing multiple duties

If an employee has different duties to perform in a day and your system can record the change in duties CMS allows you record and submit this data.

For example, if an employee clocks in and performs four hours of Therapeutic Services as an Occupational Therapist and then clocks out for their meal break that should be recorded under the appropriate labor category and job title codes. When they clock back in and perform Therapeutic Services as an Occupational Therapy Aide this requires different labor category and job title codes.

Salaried Staff

Companies can only record up to 40 hours for exempt, salaried staff. If an exempt employee works 50 hours, they can only record 40 hours work under PBJ as they will only be paid for 40 hours work.

Non-exempt staff can claim overtime for extra work and this can be recorded under PBJ.

Will the public benefit from the data that is recorded?

All the data being collected through the PBJ system will go towards creating the 5 Star Rating system for direct care providers. Facilities are graded on

  • Health inspections – based on physical inspections of the facility
  • Staffing – based on the PBJ data input into the CMS system
  • Quality measures – based on a select set of clinical data measures
  • Overall Rating – based on the facility’s results in the above

If a company fails to meet the deadline for submission they risk losing their overall and staffing star ratings on the CMS Nursing Home Compare site.

Census Data

The PBJ systems also record some Census Data.

At the end of each month a direct care facility must submit the number of residents whose primary payer is

  • Medicaid
  • Medicare
  • Other: neither of the above
Challenges Timekeeping

PBJ is essentially an exercise in timekeeping. The more reliable your timekeeping system, the more reliable the data you provide to the CMS system will be.

Companies need to ensure that every hour an employee spends working in direct care is recorded as failure to do so could impact your 5 Star Rating.

Mitrefinch Solution

Our Time and Attendance system has several clock-in/out options that ensure employees can record their time worked accurately and easily.

  • Web Based Clocking – employees can login using a web-based self-service application.
  • Biometric Time Clock – clocking in and out is recorded by simply placing a finger on a biometric scanner.
  • Text Alert Clocking – employees send a text message containing their ID number to a virtual mobile phone which is then transferred to the Mitrefinch attendance system.
  • Mobile Phone Clocking – employees download an app and record hours worked on their mobile device.
  • Land-line Clocking – employees use a landline to call a 1-800 reverse billing number to clock in and out.

For a company’s PBJ submissions to be compliant they will need to be able to record when and where the employee administered care and how long it lasted for. It is vitally important all the information submitted contains the correct job category and job title codes.

If the timekeeping system is not linked to the payroll system this could complicate your process and require manual intervention.

Mitrefinch Solution

Mitrefinch systems are cloud-based solutions that allow you to streamline your processes and procedures. The system allows employees to manage their time directly reducing the number of touchpoints between recording, storing and processing the data.

One key strength of Mitrefinch solutions is that the reports and outputs are totally customizable and integrate seamlessly with third party HR and payroll software programmes.


One of the biggest headaches in dealing with PBJ is recording non-standard activity of staff.

As mentioned previously, night shift work will need to be recorded as 2 separate date entries.

Equally, if an employee performs one type of role in the morning and a different in the afternoon, this requires different job category and job title codes.

In addition, for salaried staff you can only record the 40 hours work they will be paid for regardless if they work extra hours to complete a task.

Mitrefinch Solution

Mitrefinch systems can automate even the most tedious of manual processes. Rules can be created within your application to make sure all employee data is recorded in accordance with PBJ guidelines. Our systems are flexible and adopt to change too.


The easiest way to ensure compliance with the Labor laws regarding PBJ is by having a robust Time & Attendance System.

If you would like to test the Mitrefinch Time & Attendance software you can receive access to a free demonstration by completing the short form below.

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The post What is Payroll-Based Journal (PBJ) Reporting? appeared first on Advance Systems.

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Once you determine that transitioning to a workforce management solution will optimize productivity, your next decision is how to implement it.

For a long time, processes and systems used to house employee information were only found at the company. From implementation to daily administrative duties, HR and IT staff typically held primary duties for ensuring all data remained secure and accurate.

This norm of on-premise systems has a competitor: cloud-based systems that also perform as a workforce management solution, but offers more flexibility and support for most companies. While there is no denying that a workforce management system in the cloud is more cost-effective to deploy, it has yet to monopolize the market.

Yes, small, mid and large companies can implement a cloud-based solution without straining their budgets. But in reality, this quick setup and low-maintenance option for tracking time and attendance, payroll, benefits administration and other data-heavy functions is not always the right choice.

An on-premise system gives you peace of mind about the safety and security of important data.

The debate of cloud vs on-premise will continue. In the meantime, you want to find the better solution for your company – whether you have 50 or 500 employees. Consider the following comparisons to determine which one will work for your company.

Workforce Management Solution in the Cloud

When compared with traditional in-house systems, there are a number of benefits to using the cloud to increase efficiency and productivity.

Implementation and Deployment

Any changes you decide to make cannot be considered without two critical steps: implementation and deployment. It can take several months to successfully install and configure the traditional solution. A workforce management solution is typically much faster in the cloud. Creating a new account, loading data and configuring the system can be completed in a few days or weeks.

Upfront Costs

The choice of implementing a system is often decided by how much it will cost. An on-premise solution costs more. Not only are you buying hardware and software, but you are also paying for installation, configuration and implementation. These costs add up quickly.

However, there is no upfront investment for a workforce management solution in the cloud. Typically, you pay a monthly fee that includes training, maintenance and support.

Operational Costs

Operating costs accrue over time when you implement an on-premise system. you must factor in the cost of running a server onsite. This includes backups, maintenance, upgrades and replacement. These costs can easily exceed budgeted amounts.

If you choose a cloud-based option, you can access the benefits of a workforce management system through shared services. With this option, your operational cost dramatically decreases.

Performance and Scalability

The size and demand of your company may evolve overtime. Making changes to an on-premise management system to meet new demands can be very expensive, if not impossible.

Starting with a cloud solution also gives you scalability due to its multi-tenant cloud computing platform. Being able to maximize the scalability of data-intensive tasks also maximizes your investment in a workforce management solution.

On-Premise Workforce Management Solution

While keeping company data in a cloud works for some companies, there are also benefits to an on-premise solution. Those that choose to deploy this model to aid in overseeing employee operations maintain control over all systems and data. Even with higher implementation costs, peace of mind about critical business infrastructure is worth the price.


If your company requires advanced security, you may want to choose a solution that offers more than the security measures taken in the cloud. Security is a legitimate determining factor in choosing whether it is best to store data in-house or on a server with other companies.

Just think of what it will cost if you lose critical information. The costs upfront to secure company data is a justifiable expense.

Visibility of Data

Can you honestly say where your data is with a cloud-based solution? Many early adopters of the cloud are still trying to come up with a comfortable answer to this question. Truthfully, it becomes very difficult to know exactly where sensitive data is once you place it on a cloud.

Until technology overcomes the visibility hurdle, you may want to simply keep company data in-house.

Ease of Accessibility

Only in a perfect world will cloud users in every location have the right amount of bandwidth and not be constrained in accessing cloud resources. Imagine working efficiently on the cloud with remote sites across the globe.

In this case, a private connection is more reliable and consistent with productivity.

Adaptability to Growing Business Needs

Regardless of the industry, your company is unique and should have systems that reflect individual business needs. If you want this uniqueness to drive the type of workforce management solution you deploy, an on-premise system is probably best.

While you can reduce costs by having a cloud-based system, you also reduce options for adaptability. Cloud-based management solutions provide a basic framework. You do not receive the flexibility of customizing the system to fit your company.

On the contrary, your IT staff can work with an on-premise management solution and fully customize it.

Choosing the Right Solution for Your Company

In the end, there is no right or wrong answer to solving the cloud versus on-premise workforce management solution debate. There is only the right solution for your company.

Here are a few questions to ask that can help you determine what’s best:

• Can your company afford the upfront investment to implement an on-premise solution?
• Does your company have the right tools for top-notch security of data?
• How important is it for you to access the latest compatibility upgrades and functionality processes?

A business – small, medium and large – must manage its workforce in the most efficient way possible. Managing human resources will continue to be a significant portion of operating expenses. Tracking schedules, assigning tasks and projects, etc., directly impacts your company’s success.

Every company is different, even those within the same industry. Those differences determine the requirements that matter most and will influence your deployment strategy for a solution to managing your workforce.

The post Explore the Differences of Cloud Versus On-Premise Workforce Management Systems appeared first on Advance Systems.

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Why are employee rights and the WHD in the news?

For much of the Obama administration the Wage and Hour Division (WHD) took an expansive interpretation of the law. They focused heavily on enforcement to protect employee rights.

So far in 2018, the WHD has been creeping into our newsfeeds with increasing regularly.

The Trump administration appears to be taking a more non-interventionist approach. It appears there will be more emphasis on education and voluntary compliance by employers.

Evidence of this occurred on April 12th when the Wage and Hour Division announced that it has issued three new opinion letters.

An opinion letter is an official document authored by the WHD on how the law applies in specific circumstances relevant to the person or entity requesting the opinion letter.

Opinion letters represent official statements of agency policy. The public are encouraged to request these letters to seek agency guidance on circumstances that have arisen or may arise in the workplace.

It is expected that there will be some developments in the coming months that will impact wage and hour law. Some of the items affected will probably include rules surrounding tip payments, a new overtime rule, and a U.S. Supreme Court decision on the enforceability of class and collective action waivers in arbitration agreements.

Individual States have been taking on wage and hour issues themselves in the face of a federal stalemate in Congress. For example, as of the 1st of January 2018, 29 States had a higher minimum wage than the federal minimum. Organisations like the Fight For $15 group has sprung up to keep minimum wage at the forefront of legislators’ minds.

There has been a huge increase in class and collective action wage and hour lawsuits filed in both federal and state courts as a pre-emptive action against any reduction in regulation or enforcement under the Trump administration.

If you don’t have time to read this article right now, we have created a short summary video below, for your convenience.

What is the Wage and Hour Division?

The WHD is the Department of Labor division responsible for protecting and enhancing the welfare of the workforce in the USA.

They achieve this by ensuring employers are following the prevalent labor standards.

According to the Department of Labor website the WHD enforces federal law regarding

  • minimum wage
  • overtime pay
  • recordkeeping
  • child labor requirements of the Fair Labor Standards Act (FLSA)
  • Migrant and Seasonal Agricultural Worker Protection Act
  • the Employee Polygraph Protection Act
  • the Family and Medical Leave Act
  • wage garnishment provisions of the Consumer Credit Protection Act

They also uphold several employment standards and worker protections provided in several immigration related statutes.

U.S. Department of Labor Issues New WHD Opinion Letters

On April 12th, U.S. Secretary of Labor, Alexander Acosta announced the Department of Labor was releasing three WHD opinion letters.

“The Department of Labor has committed to protect employees, enforce the law, and ensure employers have the tools for compliance,” Acosta said. He went on,

“American job creators and employees deserve to know how an agency will apply the law to a particular set of facts. By addressing the application of statutes and regulations in the specific circumstances presented by an employer, employee, or other entity, opinion letters provide clarity that helps increase compliance to the benefit of all.”

The opinion letters released dealt with

  1. What counts as work time under the FLSA when employees travel for work
  2. Whether 15-minute rest breaks required every hour by an employee’s serious health condition must be paid or may be uncompensated
  3. Whether certain lump-sum payments from employers to employees are considered “earnings” for garnishment purposes under Title III of the Consumer Credit Protection Act

These are the first opinion letters to be released since Secretary Acosta announced that the Department was resuming this practice in June 2017.

The Department had issued opinion letters for more than 70 years before ceasing the practice in 2010.

Key Points for Manufacturing and Wholesale

Depending on the industry you work in, the labor laws may have some slight variances. The WHD has over 100 fact sheets specific to each industry.

Regardless of what industry you company is involved in, the Mitrefinch solution can integrate rules to cover all employee rights scenarios and be able to adopt to any changes in the future.

We have distilled a number of these fact sheets for industries we have more frequent interactions with.

1: Manufacturing Establishments – (full factsheet here)


Employees who work in manufacturing establishments are defined as being involved in production, handling, or work on goods for interstate or foreign commerce.

The minimum wage and overtime pay provisions of the Act apply to employees in this industry.


The Fair Labor Standards Act (FLSA) applies to employees of a manufacturing businesses covered either on an “enterprise” basis or by “individual” employee coverage.

  • Enterprise – If the business has at least some employees who are “engaged in commerce” and meet the $500,000 annual dollar volume test, then the business is required to pay all employees in the “enterprise” in compliance with the FLSA without regard to whether they are individually covered.
  • Individual – If a business is “engaged in commerce” but does not meet the dollar volume test discussed above they may still be required to comply with the FLSA for employees covered on an “individual” basis.

The FLSA definition of individual coverage is broad and covers employees who are

  • working in the production of goods to be directly shipped outside the State
  • working on goods that are sold to a customer who will ship them across State lines or use them as ingredients of goods that will move in interstate commerce.
  • handling interstate calls, mail, invoices, or receive packages, etc.
  • guards, janitors and maintenance employees who perform duties which are closely related and directly essential to such interstate activities
  • Regardless of how the employee’s pay is calculated – time, piece, job, incentive, or any other basis – all covered, non-exempt employees must be paid the federal minimum wage.
  • The cost of tools, uniforms or other similar requirements may not be borne by the employee where such cost would reduce the wages paid in the workweek below the required minimum wage or in any way reduce the wages due for overtime hours.
  • Employers must pay a youth minimum wage of not less than $4.25 an hour to employees who are under 20 years of age during the first 90 consecutive calendar days after initial employment by their employer.
  • The law contains certain protections for employees that prohibit employers from displacing any employee to hire someone at the youth minimum wage.
  • Unless specifically exempt, all covered employees must receive overtime pay for hours worked more than 40 in a workweek at a rate of not less than one and one-half times their regular rates of pay, regardless of the payroll frequency (bi-weekly, semi-monthly etc.).
  • The regular rate of pay is defined as all remuneration (including production bonuses, shift differentials, attendance bonuses) divided by the total hours of work in the workweek.
Typical Problems

Below are just some of the issues that your payroll department may encounter.

  • Failure to count and pay for all the hours as work time, including such task as
    • time spent oiling, greasing, cleaning or installing machines at the start or end of the workday
    • time spent in travel from job site to job site
    • time spent at a designated place to receive instructions
    • moving equipment and tools to a designated place.
  • Employees cannot be exempted because they have impressive titles or are paid on a salary basis.
  • Minors under the age of 18 employed in restricted occupations, work areas, or improper hours and times of work.
  • Employees performing work in their private homes in restricted industries without prior certification from Wage and Hour.
  • Failure to keep the required records on wages, hours, etc. listed in the recordkeeping regulations.
Mitrefinch Works

If the increased scrutiny on employee rights is causing you concern, it shouldn’t.

The chief concern is probably arising from the fact that your time and attendance systems doesn’t work. It is more than likely limited in flexibility and unable to deal with change.

The big difference with Mitrefinch is it works.

Our promise is whatever rules you need we can integrate them into our software. This means that our solution does the heavy lifting for you. It is comprehensive and highly configurable.

Take a time out from reading and watch this brief explainer video on the Mitrefinch system.


2: Wholesale and Warehouse – (full factsheet here)


The wholesale industry is the sale of goods for resale, rather than sales to the ultimate consumer.

The warehouse industry includes central warehouses for a business enterprise, public warehouses, and storage establishments.


All employees of an enterprise level wholesale or warehouse business with yearly sales of $500,000 or more are covered by the FLSA.

If the wholesale or warehouse business is not a covered enterprise, most employees will be covered by the FLSA on an individual basis.

Individual coverage applies to all employees who receive, ship, transport, load goods that are moving in commerce, who prepare or transmit documents relating to such shipments for interstate commerce or the production of goods for commerce.

Other persons, such as guards, janitors and maintenance employees who perform duties which are closely related and directly essential to such interstate activities are also covered by the FLSA.

It has been the experience of the Wage and Hour Division that virtually all employees of wholesale and warehouse businesses are covered by the Act’s provisions.

  • Regardless of how the employees pay is calculated – time, piece, job, incentive, or any other basis – all covered, non-exempt employees must be paid the Federal minimum wage.
  • Employers must pay a youth minimum wage of not less than $4.25 an hour to employees who are under 20 years of age during the first 90 consecutive calendar days after initial employment by their employer.
  • No one under the age of 16 may work in a warehouse.
  • Wholesalers may have employees as young as 14 in certain jobs, but only during closely regulated hours and in very limited occupations.
  • Employees under age 18 may not engage in occupations which have been declared hazardous, including operating most power-driven hoisting apparatus such as forklifts.
  • The law contains certain protections for employees that prohibit employers from displacing any employee to hire someone at the youth minimum wage.
  • Unless specifically exempt, all covered employees must receive overtime pay for hours worked more than 40 in a workweek at a rate of not less than one and one-half times their regular rates of pay, regardless of the payroll frequency (bi-weekly, semi-monthly etc.).
  • The regular rate of pay is defined as all remuneration (including production bonuses, shift differentials, attendance bonuses) divided by the total hours of work in the workweek.
  • Regulations, 29 CFR Part 516, specify the records which are to be kept on each employee (employee names, addresses, hours of work, rates of pay, wages, deductions, etc.). These must usually be maintained for a 3-year period.
  • There may be employees within a covered business who are exempt from the minimum wage and/or overtime provisions of the Act such as outside sales persons, interstate drivers, mechanics, and loaders may be exempt from the Act’s overtime provisions.
Typical Problems

There are some problems and misconceptions which Wage and Hour investigations commonly disclose in the wholesale and warehouse industry. These include:

  • The misapplication of the executive or administrative exemptions to non-exempt persons, such as clerical workers, working foremen, dispatchers, and inside salespersons.
  • Employment of underage minors, especially in the operation of fork lifts and paper balers.
  • The misconception that salaried employees need not be paid overtime.
  • Failure to pay employees for all hours suffered or permitted to work, including time spent taking inventory, completing paperwork, etc. beyond the normal schedule.
  • Failure to maintain time records on salaried or piece rate employees.
  • Giving compensatory time off in lieu of overtime pay.
  • Deductions made for reasons other than board, lodging, etc., in overtime work weeks.

As an employer, the best way to ensure compliance with all the Department of Labor laws is by having a robust Time & Attendance System.

Mitrefinch delivered by Advance Systems can give such a system and more importantly the peace of mind that you will be compliant.

You can request a free demo of Mitrefinch Time & Attendance software by completing the short form below.

Collect and Manage Employee Time & Attendance from One System
Minimize Errors - All You Need In One Place
Seamless Integration. Payroll Friendly
Accurate Payroll and Labor compliance across your Workforce
Fully Customized to Meet your Industry Needs
Custom-built Workforce Management Software for your Business
Simplify day-to-day Workforce Operations
Automate everyday administrative tasks & increase labor efficiency
Dedicated Client Technical Support Team
Consistent high-quality service supporting you
Contact Sales
(888) 238-8704
Free Demo – USA Only

Employees: *101-250251-500501-1,0001,001-2,5002,501-5,0005,001-10,00010,000+

* These fields are required.

Suitable for 100 to 10,000+ employees

The post Employee Rights Coming into Focus with WHD in the News appeared first on Advance Systems.

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Employees are the greatest asset in any business and every company has the common need to figure out how to management their team’s pay rate, career growth, time, and attendance. These four management requirements are the focus of how an organization grows their revenue, product and services offered, and expands within their chosen market. Whether a business is local or global, brick and mortar or internet based, and small or large, it is necessary to compensate employees accurately and timely. The recommended path to successfully paying your team to continue working on behalf of your business interests is an efficient time and attendance system.

Exempt and Non-Exempt

Employee pay rates are regulated by government standards based on the kind of work they do and whether they are paid by the hour or a standard monthly amount that is not determined by the number of hours they spend completing their work. Exempt employees are salaried and therefore receive a standard amount of money as long as the tasks are completed according to schedule and are not entitled to receive overtime pay. Most job opportunities are Non-exempt positions that are paid according to the rate per hours worked and are subject to paying (on average) one and a half times the hourly rate to employees working over 40 hours a week. An effective time and attendance system will allow organizations to track the time and attendance of both Exempt and Non-exempt employees.


The primary purpose of any time and attendance tracking system is to provide a clear and comprehensive review of how much of the company’s revenue is allocated to payroll. Since this is the highest expense within your company, competent operational managers will need to justify payroll increases and decreases. When organizations pay more for staff time, managers need to analyze whether spending more money on employees is resulting in a revenue increase. In contrast, when organizations spend less than usual on paying employees, managers need to make sure that the savings are real and not resulting in a correlating profit loss.


Businesses run by assigning traceable and allowable costs within the organization to specific accounting categories. Tracking the amount of time spent on various efforts within the organization is paramount to knowing how you are spending on budget line items. Your accounting team bills employee time according to the number of hours spent on the effort related to the identified cost center, project, account, or client. The best way to track and report on your billing records is through a time keeping system which allows employees to let their managers know which accounting category to pay them from.


Accurately paying team members is not an easy task for any size business no matter the product or service offered. According to The American Payroll Association, 60% of its responding members do not have fully automated payroll systems and in the US alone one third of employed workers are forced to pay their bills late due to payroll errors. Payroll mistakes are linked to poor performance in that employees lose faith in organizations who do not pay them what they have earned and are promised. Something that is seemingly a small issue or glitch can easily lead up to a bigger relationship problem between employers and employees.


An ideal time and attendance system will allow managers to produce reports of various query types to analyze what budget adjustments are necessary. A great automated reporting tool has unique filters that permit the creation and viewing of custom reports. Some queries will be based on the billing types within an organization while others may be based on employee names. Whatever the strategic need, the best time and attendance system for your business will offer comprehensive reporting tools that are easy to use.


It is difficult to adhere to government requirements surrounding employee tax reporting without the implementation of a payroll system that produces the necessary data. Government oversight is unforgiving of companies reporting inaccurate tax information and leverage a high rate of fines each year for compliance violations. The automated system managing the payroll data should integrate with your accounting platform to produce these records timely.


There’s nothing like a time and attendance system that employees can access no matter where they go. While choosing a system is daunting, the most effective will allow your employees to clock in and out from any location and therefore must be cloud based. Internet based time and attendance tracking systems aren’t just great for staff but also enables managers to review data as well. The agility and convenience of 24/7 and mobile access is invaluable to business operations.


Projects fall behind when not properly managed and it is difficult enough tracking one project that has multiple stakeholders. It is much more complicated to track multiple projects with several stakeholders and time and attendance tracking tools that are project specific help Project Managers know which team members are completing tasks promptly. Without a way to accurately track the completion of tasks in real time, it is almost impossible to find the exact reason projects are not being completed on time, task, and budget.

System Selection

Market surveys have found that seven to ten years is the average lifespan of an organization’s time and attendance system. However, any business can experience drastic changes for many reasons within that time frame. Operational instincts drive business managers to hire people, equipment, and systems that meet the bare minimum needs at the lowest costs, but once a business hits a growth spurt, that strategy can actually hinder the ability to keep up with client and market demand. Migrating to a new system is extremely disruptive and it is better to have one that can easily accommodate your business needs to scale. Spending valuable time evaluating and reviewing available systems now is a sure way to avoid many hours of frustration and wasting finances in the future.

Abstract: Selecting a great time and attendance system for your business can be overwhelming. This article talks about the features a great automated system will have that meets your company’s needs.

The post How to Identify an Efficient Time and Attendance System appeared first on Advance Systems.

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