Time clocks are commonly used to track employee hours for payroll purposes, typically through a simple clock in/clock out system. However, what if your hourly employees work on different projects or tasks throughout the day? Can a time clock accommodate such tracking? The answer is yes, depending on the type of time clock you have, it may be possible to use it for job costing as well.
Traditional Time Clocks
For instance, if you have a time clock machine that prints on time cards, you can ask employees to write a job code next to their punch times. While not the most optimal method, it can get the job done. Some machines even offer a job costing mode, allowing multiple punches throughout the day. Consult your manual to confirm if your time clock supports this feature.
Windows-Based Time Clock Software
If you have an older Windows-based time clock software system, chances are it can be configured to track jobs too. It might require an upgrade, but with the right adjustments, you should be able to make it work. Certain systems enable the input of job codes directly at a wall-mounted time clock.
Cloud-Based Time Clock Software
Most cloud-based systems have built-in mechanisms for tracking activities. Some systems can track time worked per department or job, with the option to switch between tasks during the day. Others provide granular control, allowing you to customize tracking to your specific needs, albeit at a higher cost.
Beware of Expensive Systems
While expensive systems can be justifiable depending on your requirements, it's crucial to assess your needs. For instance, if you have field workers who work for multiple clients at various locations, investing in a system that tracks GPS locations, jobs, and tasks would make sense. However, if your employees primarily work at physical locations like restaurants, stores, or offices, GPS tracking is unnecessary. You simply need to know their clock-in time and the job they are working on, as the system already has location data.
Job Costing with Open Time Clock
Open Time Clock offers department tracking as an option. This allows employees to select a department when clocking in, providing you with precise hours spent on each activity when they clock out.
Additionally, Open Time Clock enables project and task tracking using departments. By entering a department name with a hyphen, you can create a "Project - Task" structure for effective monitoring and organization.
By leveraging the capabilities of your time clock system, you can streamline project tracking and ensure accurate job costing within your organization.
