The status quo of HR

For the most part, managerial and administrative employees play it safe.

We know that if something needs changing, it requires us to sell it to both our co-workers and leadership.

That is not easy, especially these days.

It's easier to go along for the ride, and not rock the boat, even when an idea can make things better, easier, or less expensive.

It's the path of least resistance.

But is that the right path?

In New York City there was a phrase used often... If you see something, say something.

Yes, it takes a village.

Keep in mind any actions to alert, suggest, and push towards the better can potentially make things better.

And potentially avoid disaster too.

If you make that the status quo of your HR team, you might find it easier to navigate these crazy times, while running a better business.

Change is inevitable, be ready for it. You can do it.

Time clocks are not complicated

The purpose of a time clock is to record timestamps. One stamp records the start time, another records the stop time. That's basically it.

If that is all you need, buy a punch clock for less than a couple hundred bucks. Sure, it won't have modern conveniences, but will provide time records. Pick the one that looks good to you, it really doesn't matter as they all do the same thing. The cheaper it is, the easier it is to replace.

Why is it called a punch clock?

Because of old technology. Back in the day, time clocks machines printed timestamps on paper. They used an old mechanical process that "punched" a metal typewheel through an ink ribbon. They also had a loud, unmistakable "ka chunk" sound.

That's where the word buddy punch comes from too. Whenever an employee punched in for one of their friends. Ahem, just to be helpful of course.

And so you know, after sunsetting the old Acroprint 150 and 125 mechanical time clocks, the old technology is now a thing of the past. Acroprint replaced their mechanical clocks with a machine that prints using dot-matrix in mid-2025.

Time clocks can't read minds either, they require an action. So please don't expect AI to replace time clocks any time soon... Unless of course you want employees to clock in by asking AI questions.

Here are a few examples:

• Inserting a paper time card
• Placing a finger on a sensor
• Entering a PIN on a keypad
• Clicking a button
• Swiping a badge
• Facing a camera

Time clock software does not have to be complicated either.

But that is a different topic.

The convenience of an online time clock

Back in business school (yes, more than a couple years ago), a professor explained what people generally want most... Convenience.

We all have stuff that needs to get done. Some of which we are happy to do, and some of which we would rather delegate.

But the convenience (using a product or service) comes at a cost. It's up to us to decide if it is worth it or not.

From our experience with time clock software, those looking for a time clock solution fall into two camps:

• Those who are willing to pay a monthly fee.

• Those who are not.

Currently, when it comes to time clock software, you can either pay a monthly fee for an online service, or purchase out-dated PC software... Or to add to that, free online software that is worth every penny you spend.

And be advised, any future software will probably not be going backwards in time.

Supporting PC software meant developers having to remotely log into your PC, Mac, or Linux desktop to fix things... They don't want to do that anymore. Whatever convenience there was in the past has now been replaced by web technologies.

But change is hard.

If you are in the camp not willing to pay a monthly fee, and not willing to change, it's okay. You can still get the job done. It's amazing how many companies still use punch clocks with paper time cards after all these years. Or maybe older software.

With online time clock software you get more. It is available from any browser, allows employees to clock online or using a phone, integrates with payroll, and comes with free support. A full package of convenience, at a reasonable monthly cost.

We have companies that have used us for over 10 years.

To them it's worth it.

Predicting the future of HR

Nobody can predict the future.

We can make an informed guess, but nobody really knows for sure, not even AI.

So how can we predict the future of HR? Or predict what our business looks like 5 years from now? Or predict anything?

We can't. At least not exactly.

All we can do is take a reasonable guess of what might happen based on what happened in the past.

Has AI and other technology advances got you concerned? Worried it may put folks out of work?

We don't know, but if it does, it might take awhile.

For example, the promise of a Full Self-Driving car (FSD) is becoming a reality, but it took longer than expected. Who knows how long it will take to be accepted.

So if things seem stressful, keep calm and carry on.

The future of HR will always be about keeping businesses running well, and yes by employing people. My guess is for years to come.

If you find a solution that makes things better along the way, then great.

Adjust accordingly.

Why use a time clock

There is no law in the US that requires you to use a time clock. Not one.

But there is a law that requires you to keep time records known as the Fair Labor Standards Act, or FLSA for short.

All that matters to the FLSA is keeping time records "complete and accurate".

Straight from the FLSA...

What About Timekeeping: Employers may use any timekeeping method they choose. For example, they may use a time clock, have a timekeeper keep track of employee's work hours, or tell their workers to write their own times on the records. Any timekeeping plan is acceptable as long as it is complete and accurate.

Simple enough right? Ask employees to submit paper timesheets, then call it a day.

But is that the best way? At least for you?

If not, here are few benefits of using a time clock.

• Keeps things fair, employees are treated equally
• Keeps time records accurate, time clocks do not lie
• Calculates overtime, PTO, and total hours automatically
• Optionally prevents buddy punching
• Easy to report over any date range
• Assists with running payroll
• Saves time and cuts expenses
• Nobody has to fill out a timesheet

As mentioned, you don't have to use a time clock.

But it might be better if you did.

Choosing a pay period

Payroll laws require employers to pay their employees on a regular schedule.

Employees live life and have bills to pay, so it's important to them to know when the money comes in.

That's why employers have to follow a pay period.

In the US, there are generally four choices...

• Once a week (Weekly)
• Every two weeks (Bi-weekly)
• Twice a month (Semi-monthly)
• Once a month (Monthly)

But which one do you choose?

Despite the vast amount of information on search, it's really simple.

If you have lower-skilled employees, pay them every week.

If you have higher-skilled employees, pay them every two weeks.

With either one, paydays will be predictable, weekly overtime will be easy to understand, and you'll be in compliance with any State in the US.

You could opt for Semi-monthly with fewer paydays in a year, but with technology you don't need it. Other than clicking a button there are no additional expenses. Know too that Semi-monthly makes payroll more complicated as it requires constant calendar changes with potential weekend/holiday conflicts.

You could opt for Monthly, but only if your State allows it, and if it makes sense for your business. There are companies that use it, but far fewer.

If it helps, most companies in the US pay every two weeks.

Calculating hourly rates for salary

If you have salary employees, payroll is still calculated by the hour.

Sure, they may have an annual salary, but when it comes to payday, their check is divided by whatever your pay period is.

In the US, it's based on the 40 hour workweek.

Here is how...

Multiply 52 weeks per year times 40 to get 2080 hours per year.

Then divide the annual salary by 2080 to get their hourly rate.

For example $80,000/2080 = $38.4615 per hour

Notice the four decimal places? Yes, do that to keep it accurate.

Calculate gross pay based on your regular pay period...

• Weekly: 40 hours x their hourly rate
• Bi-Weekly: 80 hours x their hourly rate
• Semi-Monthly: 86.67 hours x their hourly rate
• Monthly: 173.33 hours x their hourly rate

Don't worry if math is not your strong point, payroll software will calculate this for you.

It's good to know how it works.

Time clocks can't read minds

Sometimes we get asked if our system automatically clocks hourly employees out at the end of a shift. Known as automatic clock outs.

The quick answer is no.

Sure, such a feature would make it easier for employees since they wouldn't have to remember to clock out.

And yes, such a feature would make it easier for you by shave overtime, or by keeping hours consistent.

But there is a downside. Time clocks can't read minds.

It's not because we couldn't build such a feature. It's because features like that could get the employer in trouble.

Similar to rounding rules, start zones, and auto lunch deductions, automatic clock outs don't know if an employee is still working or not.

And because of that, it could work against them.

That's where the rub is.

Consider it better, safer, and more fair to employees not to manage them using time clock software. Instead keep it simple, start paying them when they clock in, and stop paying them when they clock out.

If they forget to clock out once and awhile, no problem.

It's easy for you to make adjustments.

Update - June 28 2025

Myth busting
Today I read of other services providing automatic clock outs. As a rebuttal, here are what we believe are myths.

Myth 1: Improves time tracking accuracy
Using automatic clock outs does not make time tracking more accurate. If automatic, why even bother with a time clock?

Myth 2: Streamlines payroll
Using automatic clock outs does not streamline payroll. If they are referring to accuracy, please see Myth 1.

Myth 3: Reduces overtime
Using automatic clock outs does not reduce overtime, but it could hide it. Please reconsider having a machine or software manage your employees.

Myth 4: Keeps you in compliance
Using automatic clock outs does not keep you in compliance. It only takes one employee to prove they were underpaid. Why take that risk?

Change is hard

Has this happened to you? You spend weeks using and learning software, only to have them make major changes to it? To the point of wondering if you made a mistake?

Or maybe you bought a new laptop a year ago, and now it's asking you to load a new operating system. Do you jump on it? Or wait?

And what about AI? Do you worry about falling behind by not using it? Because everyone says you will fall behind?

Software changes because technology changes, but we shouldn't stress about it.

Consider avoiding the hype. Instead, stick to solutions that are simple to use and easy to understand. More importantly something you can rely on to get the job done.

We learned this lesson several years ago...

After making some major changes to an earlier version of Webtimeclock, we got major pushback from customers. People did not appreciate all the changes, even when they were designed to make things better. So, from that moment on, we said never again, unless the changes are minor.

That's why Webtimeclock releases a new version every few years, instead of disrupting the software you rely on every day.

We want Webtimeclock to be the best tool for teams with mostly hourly employees.

To do that, we take it one version at a time.

Introducing Webtimeclock 5

Our latest version has been released and seems well received so far.

One of the biggest changes from Webtimeclock 4 is keeping the employee list and admin list separate. That made Webtimeclock 4 a little confusing, and a little unfair, since it bills for admins too.

Another big change is how we bill. You no longer have to archive an employee to avoid billing. Our system is intelligent enough to know if an employee is active or not. If they don't track time, we don't bill for them.

Here are a few highlights...

Time Tracking

• One central login for employees and admins
• Employees log in with an email address and password
• Clock options include web, phone, kiosks, and wall-mounted time clocks
• Phone GPS tracking or phone lockout
• Job tracking
• Auto lunch deduction
• Shift rules
• Exceptions such as in-late, out-early can show in red on timecard
• Much improved time reporting that covers any date range

HR

• PTO/Vacation tracking and accrual
• Sick time tracking and accrual
• Employees request time off
• Employees see their schedule
• Employees see their PTO/Sick balances
• Employees can approve and comment on their timecard.
• Record employee hire, birth, seniority, and exit dates
• Record employee residence address

Payroll

• ACH direct deposit payments to employees
• Tax deposits to tax authorities
• Unlimited payrolls per month
• Employee benefits
• Employee post-tax deductions
• All 50 US states

Knowing everything

It is impossible to know everything.

I remember a professor saying the most important benefit of getting a degree is not the knowledge. It's knowing how to find the answers.

Working in HR, managing an office, or running a business are perfect examples.

At some point you will be asked a question you can't answer.

It is perfectly natural, and has nothing to do with your qualifications. It simply means you want to be sure to get it right.

Here is an encouraging thread on Reddit.