WC Smith, a real estate and property management company in metro Washington, D.C., had been using paper time cards and timesheets to track the time of their 350 hourly employees at 80 locations. Managers entered their employees' regular, vacation, and overtime hours into a summary timesheet, with some entering employees' scheduled time and not actual time. Several managers also included vacation time when calculating overtime, which resulted in overpaying employees. They faxed or emailed 80 timesheet summaries to HR, where a payroll clerk entered this information into a rudimentary payroll system that required annual updating of IRS tax withholding tables. When the District of Columbia passed the Wage Theft Protect Amendment Act requiring accurate tracking of nonexempt employees' actual time worked, WC Smith sought an automated solution to capture exact in and out punches, including those for breaks.
WC Smith needed a solution that could:
- Automatically track all hourly employee time to ensure employees are paid for their actual time worked in compliance with regulations
- Provide real-time visibility into employees' regular time and overtime to help managers better control labor costs
- Enable employees to request time off and the company to track multiple accrual rates
- Provide extensive reporting for informed decision making and improved workforce management
- Deliver mobile functionality to enable employees to punch in and out if their site doesn't have a time clock
"Kronos has eliminated so much time that managers spent collecting and inputting time, so that's a big win. And it's increased our ability to more accurately pay employees."
VP of Human Resources
WC Smith implemented a Kronos® cloud-based human capital management solution for its 400-plus hourly and salaried employees to improve timekeeping accuracy, streamline payroll processing, better control labor costs, and mitigate potential compliance risks. Employees punch in and out at Kronos InTouch time clocks with biometrics or using the solution's mobile app with geofencing if their site has no time clock.
Kronos Workforce Ready Time Keeping
- Streamline time tracking with automated collection of time and attendance information and conversion of worked hours to payroll
- Apply user-defined pay and work rules to help improve payroll accuracy and reduce compliance risk
- Improve employee engagement through real-time access to time and attendance and accrual information
On average, WC Smith managers are saving four hours per pay period by not having to collect and enter employee time, and payroll is consistently accurate. Special pay codes for time not worked during early closings and inclement weather are saving money during overtime calculations, and a callback pay code for the maintenance team has enabled the company to easily track callback hours and add notes in the timesheets. WC Smith's affiliated construction company, WCS Construction, is also a customer and uses the solution to track projects and cost-code charges within timesheets, while its development company tracks time spent on projects and creates custom reports using timekeeping data. An automated report alerts managers about their employees' birthdays and work anniversaries, encouraging them to connect with employees and build goodwill. Other reports flag missed punches, when a part-time employee's hours approach the full-time threshold, and when a reported shift exceeds 12 hours. The extensive real-time data supports managers in more effectively managing both the workforce and its work.