What Happened to Time Clock Machines?

You know, those old machines that print on paper time cards.

They still make them, but mostly in China.

They still sell them, but not nearly as many as they used to.

My guess is there will always be some kind of demand for them, as they do serve a useful purpose... They do track employee hours.

Pull it out of a box, plug it in, and place a timecard in a slot. Magical in a sense.

They give you instant gratification with every print, all you need is an AC outlet. Maybe not as fancy as time clock software, but a cheap way to get the job done.

So what happened?

We changed. We became a connected world via computers and phones.

Non-connected things tend to be sent out to pasture.

Tools to Reduce Payroll Stress

Outside of cashflow, one of the biggest stresses of running payroll is making sure employee timesheets are submitted and everyone gets paid what they earned.

Since employees are paid for their time, it's mostly about handling their timesheets. You have to make sure all hours are entered, authorized, and calculated correctly... no matter who your payroll processor is.

If looking for better time tracking here are a few tools that will help.

Automatic time calculation
Every time an employee clocks in and out, their timesheet is fully calculated. This includes regular hours, overtime hours, and gross wages. If the employee clocks in as directed, no further adjustments should be necessary.

Timesheet approvals
Every person who has access to an employee's timesheet has the option to approve the timesheet. That could include the employee, admin, and supervisor. These approvals are date stamped and become a permanent record on the timesheet.

Easy timesheet editing
At some point a timesheet will need adjusting. Employees may forget to clock in/out (or for any number of other reasons). An admin or supervisor can easily enter any missing punches once the correct times are determined.

Timesheet comments by admins
Any time a timesheet is edited, the admin or supervisor can enter a comment on the timesheet explaining why. This become a permanent record visible on the bottom of the timesheet. No extra buttons need to be clicked to see the comment.

Timesheet comments by employees
Timesheet comments also allow each employee to explain what happened. For example, if they were late, they can explain why. Comments like these become permanent records managers can use to evaluate employee performance.

Overtime calculation
Federal law requires hourly employees receive overtime over 40 hours per workweek. Our system calculates weekly overtime based on the start day of your workweek. Typically it is Monday, but it can be any day of the week that follows your payroll schedule. Optionally, we calculate daily overtime too.

PTO requests and approvals
Employees have the option to request time off inside their account. When this happens, an email alert is sent to their direct manager. If the manager approves the time off, the hours are automatically entered on the employees timesheet.

PTO bank and accruals
Many companies offer their employees benefit hours such as PTO, vacation, and sick time. Some offer employees a bank of hours available to use during the year. Our system allows you to enter a flat amount, or accrue hours by time or by hours worked. To make it easier, available hours are displayed on each employee's timesheet, so they don't have to ask you what their balance is.

Multiple pay schedules
Most companies use a single pay period for payroll, but a few have two or more. For example, a company might pay hourly staff every week, but pay their salary staff twice a month. If your company has multiple pay periods, we have you covered.

Is There an Online Time Clock Without a Subscription?

Recently someone asked about this. They had a business with about 40 employees and needed a better way of tracking employee time.

All their employees worked at one location using a biometric time clock, while the payroll manager worked at a different location.

So, to make things easier, the manager wanted online access to the time clock reports. Otherwise, they would have to transfer hours manually from one location to the other using a USB drive.

They asked... "Is there a system we can buy without a subscription?"

Sorry no, it doesn't exist.

Not long ago, buying software without a subscription was your only option. Whatever you purchased, you owned. Sure, it cost more upfront, but you had no monthly fees or additional costs unless you needed support.

So what happened? Why can't you buy ONLINE time clock software without a subscription? In this article we'll cover the reasons.

• Traditional client-server without a subscription
• Free online time tracking software
• The last hybrid online time clock system
• Why online time clocks require a subscription
• Conclusion

Traditional client-server without a subscription

For time clock software to work, it needs to communicate with multiple devices such as other computers, or wall-mounted time clocks. This allows employees to clock from their own PC or from a time clock.

Without getting too technical, traditional client-server software is installed on one central PC that acts as a server, while client devices connect to that server within your local network.

If you only have one location, and don't need browser access (computers, phones, tablets), then this method works fine, a few systems are still offered.

But if you need access to different locations, or from a phone, this kind of system will NOT work. At least without substantial IT costs.

Free online time tracking software

There are companies that offer free versions, but none of them come close to providing you what you need for payroll, that is, until you upgrade to their paid versions... Thus defeating the whole purpose of avoiding monthly fees.

Keep in mind these companies don't offer free subscriptions to save you money, their goal is to get you to sign up, and get you to upgrade.

Further, there is no free version capable of handling employee hours for payroll with a biometric device. Including those who offer tablet software.

The last hybrid online time clock system

The discontinued TotalPass by Icon Time (owned by Paychex) was the last hybrid. These time clocks had internal software you accessed through a web browser, providing a balance of online software without a subscription.

However, Paychex pulled the plug. Here is what they said...

"As technology and industry standards have evolved, IconTime is changing our approach to time and attendance for businesses. Recent surveys and industry trends have made it clear that business clients want more than just time clocks when it comes to managing their employees."

"That’s why we’ve discontinued our line of TotalPass clocks...."

The bottom line is Paychex (like most other software companies) have moved to a subscription model.

Why online time clocks require a subscription

Online software is not installed on your computer, it lives on a server owned and maintained by a vendor. That is the core difference.

Instead of buying software to install on your computer, you rent space on the vendor's server. A space that includes automatic upgrades, backups, support and more. The biggest advantage is online access from a browser.

Conclusion

We understand the reasons why people don't want another subscription, it can seem like too much these days. It would be nice to just pay once for something you only use at a single location.

But if you need web access to the software, have multiple locations, want free support, automatic backups, and ongoing upgrades, then an online time clock subscription is and will remain the only way.

What Google Thinks about Time Clocks

We are in the process of catching up... At least with Google.

Yesterday I searched for the key phrase "fingerprint time clock pros and cons".

Yes, I realize it's completely me, but I hoped Google would rank an expert who actually understands, sells, or uses fingerprint time clocks.

But no, that's not how Google works.

The number one listing in the search result is from a company that tracks time... But does not integrate fingerprint time clocks whatsoever.

I even asked Google "does XYZ company use biometric time clocks?".

The answer...

"No, XYZ company does not use biometric time clocks like fingerprint scanners or facial recognition. Instead, XYZ company focuses on online and mobile time tracking solutions that allow employees to clock in and out using software on their computers or mobile devices. These solutions often include features like GPS tracking and geofencing for location-based time tracking."

So why on earth is Google presenting them as an expert?

Only Google knows for sure, but in general it's about building authority by sheer volume of content... Not about real expertise.

As an example, and nothing against the author, but how does saying you have a "degree in advertising and minor in graphic design" help you become an expert in fingerprint time clocks?

It probably doesn't.

However, he did what Google wants you to do. That is, he and his team write content in volumes that help make Google think they are an expert.

Voila... The secret to success.

In other words, don't do things, write about things. And do this every single day.

What Google thinks about time clocks is what Google thinks about everything. It's not about human decision making, it's all based on the breadth of content related to a niche, and it's view of quality based on traffic patterns. Doesn't matter who wrote it.

Took a while for my thick head to understand this, I hope it helps.

Why Make Payroll More Difficult?

Payroll can be complicated if you consider the many calculations involved.

But we no longer live in the days of calculating by hand and writing on parchment. Although you can if you wish.

Taxes are nothing new, they have been around for centuries, and are the primary reason for the invention of calculators, spreadsheets, and computer software.

To give you an idea, The CPA Journal article Technology in Accounting History helps explain how we got here after 2000 years.

So if you say payroll is difficult, or rely on comfortable, outdated technology, it's a matter of choice. Web-based payroll technology does the work in a fraction of time, more so than any time in history.

But only if you are willing to change.

Which unfortunately many are not (especially in smaller accounting and payroll firms). If you fall in that camp, resistance to change is nothing new, and goes back to the beginning of time, you are not alone.

It just leaves the door of success open to those that do.

Web technologies have now made payroll so easy anybody can do it. Just click a button or two, let the web servers do the work.

These days, payroll no longer requires a certified payroll specialist, licensed CPA, or experienced bookkeeper.

Payroll only requires someone to know the basics.

Which is not difficult.

Who Benefits from a Time Clock?

It's been said more than once how much people dislike using a time clock.

But keep in mind it is simply a measuring stick, nothing personal.

It measures how long someone is engaged at work. Or should be.

But who benefits by this really?

Although a time clock can't know for sure, it helps set the guidelines for an honest day's work... That benefits the employee.

And although a time clock can't know for sure, it measures the cost of doing business... That benefits the employer.

A time clock is not perfect, but there is a benefit for everyone.

4 Ways to Track Employee Location

Where are employees when they clock in?

How do you know for sure?

Are they at your retail store, warehouse, office, factory, school, farm, or at home?

Here are four distinct ways to track employee location as they clock in for work.

1. Using a web browser
Every time an employee clocks in and out, we record the IP address. That IP address will tell you the name of your Internet service provider, along with the approximate location such as city and zipcode. To make it better however, you can match that IP address with your office IP address. If they match, you know exactly where they are.

2. Using a smartphone
You have the option to record the GPS coordinates of each employee as they clock in. It doesn't track their movement, only the moment they tap the punch button. Geolocation will provide a way to see the location on a map.

3. Using a time clock
As long as the time clock is mounted to a wall, you will know instantly where the employee was when they clocked in. The name of the time clock will appear in the audit window for each punch. Still probably the best way for employees to clock in and out.

4. Using a landline phone
Not as popular these days because most people use mobile phones, but works very well. If your employees clock in and out using a landline phone, you will instantly know the location. The system knows the phone number they called from, if that number is a landline, there is no doubt where they are.

Conclusion

These methods will confirm the location of employees as they clock in. However, they will not confirm if they were buddy punched or not.

If that is a concern, we recommend using a biometric time clock that uses fingerprint or facial recognition.

And finally, unless for strict security reasons, never track employee movements using a tracking device. If you do, consult with an attorney first.

The Oldest Employee Time Clock

What really is the oldest time clock?

Maybe you already know about Willard Bundy, a jeweler, who patented the first employee time clock in the US back in 1888. Or his brother Harlow, who helped Willard start the Bundy Manufacturing Company.

According to this Wikipedia article, about 9,000 Bundy Time Recorders were produced and advertised as solving "vexatious questions of recording employee time". Vexatious? You don't see that word very often lol!

The article goes on to say that the Bundy Manufacturing Company over the years eventually went through a series of mergers and became part of IBM (International Business Machines). Then eventually selling to Simplex Time Recorder Company.

That's all good, but we know the Bundy's didn't invent employee time tracking, just a device that did. Very much in style with other inventors during our industrial age.

But was the Bundy Clock one of the first employee time clocks? As machines maybe, but employers have been tracking labor hours long before that.

Here is an example...

The Metropolitan Museum of Art has a collection of ancient art from Asia. One piece really caught my curiosity. A Water Clock from the Western Han dynasty in China (206 B.C.–A.D. 9). Overall H. 20 5/8 in. (52.4 cm); Diam. 8 1/4 in. (20.9 cm)

The museum describes it having incised lines marking the divisions of time. Probably made of wood or bamboo. (although this piece is made of brass). As water drains at a constant rate, a floating gauge sinks steadily, allowing time to be read at each mark.

Okay, it's some kind of clock.

But the museum also goes on to say this... beginning in Qin times, officials were required to note the date and time of all incoming and outgoing correspondence and to record this information on the documents themselves. As such, water clocks were kept in every office throughout the empire.

Did this correspondence include time used for labor? Hmm. maybe.

What is Meal Period Premium Pay?

For California, Meal Period Premium Pay is one additional hour of pay for employees that miss their 30-minute lunch break.

But only when the following conditions apply:

First...
when the employee's shift is more than 5 hours.

Second...
when the employer does not relieve the employee of all duties for at least 30 minutes before the end of the 6th hour. Or a second 30-minute break before the end of the 12th hour.

Or third...
when the employer requires the employee to stay on site during the break, even if the employee receives the full break.

How much is the premium?
One hour of pay at the employee's regular rate... for any or all meal breaks prevented by the employer per day.

Are meal period premiums wages?
Yes, according to a ruling by the California Supreme Court, meal period premiums are wages, not penalties.

How many meal period premiums per day?
Only one, even if the employer prevented two meal breaks over 10 hours. However, an employee could receive one more premium for any (or all) required 10-minute rest breaks prevented by the employer per day.

What if an employee volunteers to work through lunch?
If the employer has relieved the employee of all duties and allows the break, but the employee works through lunch anyway, then the premium does not apply. However, if the employer knows the employee worked through lunch, the employer must pay for every minute the employee worked.

Does the additional hour of pay count towards overtime?
No, the additional hour of pay is not considered an hour of work and should not be calculated towards overtime.

How should meal period premium pay be entered on a timesheet?
Consider entering the hour as benefit hours, not regular hours. That way, they will not calculate toward overtime. With Webtimeclock, we include a pay code named Premium Pay you can use.

For further details, please reference the California Department of Industrial Relations article on meal breaks.

Disclaimer: This article is not intended to be legal advice. For that, we recommend consulting with a licensed attorney.

I Forgot to Clock In... Now What?

Your alarm doesn't go off, your coffee maker stops working, and you have no idea where you left your keys.

We've all experienced this type of morning in some form.

Yet despite everything, you somehow manage to push through. You scramble into your car, maneuver through the morning traffic, and by sheer grit, manage to make it to work without a second to spare. You let out a sigh of relief, and start your day.

At lunchtime you tell your coworkers about your dreadful morning, and then are overcome by a sinking feeling... you forgot to clock in. Questions begin forming in your head. What happens next? Will I still be paid for those hours I worked? What should I do? If you find yourself in this type of situation, take a look at these 4 useful tips on what to do if you forget to clock in:

1: Remember the Laws

First of all, don't panic! Take a deep breath and try not to stress. You're still going to be paid.

While it's important to punch in/out consistently and on a regular basis, accidents are bound to happen, and in this particular scenario, the law sides with the employee. According to the Fair Labor Standards Act (FLSA), employers must pay exempt (or hourly) employees for all time worked, regardless of using a time clock system. Furthermore, it's illegal for employers to reduce/dock pay as a discipline for employees clocking in late or forgetting to punch out. As long as the worker started on time, they must be compensated for the hours they worked.

To illustrate this idea, let's suppose an employee begins working at 9 a.m. but doesn't remember to clock in until 12 p.m. Even though the worker clocked in late, the employer must pay the hourly wage starting at 9 a.m. Whether the employee punches in or not, it's ultimately the employer's responsibility to oversee and manage the actual hours worked.

2: Contact the Manager

In order to avoid any pay discrepancies, especially for payroll, it's crucial that you notify your manager about clocking in late as soon as possible.

Try talking to your manager in person, rather than through a note or an email, so that you can tell them exactly what happened and specifically what time you actually started working. Be open and honest about the situation. If necessary, provide your manager with any evidence that verifies when you started work, such as completed reports and/or witnesses. It's helpful if you have a shift supervisor who oversees workplace attendance, since they can account for your tardiness.

But if this is your first offense, chances are your manager won't make a big deal out of it. If your company uses an online time and attendance system, like Webtimeclock or any other service, editing timecards is a very simple procedure and an easy fix. But if this starts to become a regular problem, in which employees are failing to clock in/out regularly, employers have the right to take disciplinary action.

3: Review the Employee Handbook

Somewhere within the company's employee handbook should be the policies and procedures regarding employee's time clock use. This handbook will outline where, when, and how workers should punch in/out. However more importantly, it will include any disciplinary procedures for when employees fail to accurately and consistently track their time.

While the FLSA clearly states that employers must pay for hours worked, including missed punches, there are a few steps that companies may take as a way to prevent long-term attendance issues.

For example, the first infraction may require a verbal warning. Nothing too menacing, just a friendly reminder that clocking in/out on time is important. Afterwards, the next infraction may result in a written warning. This reminder is more in depth, and tries to explain that proper time tracking is critical to the production and efficiency of the company. And finally after several warnings, another infraction may result in suspension and/or termination.

Therefore, if you've missed punching in/out a few times recently, I suggest you look over your employee handbook. It will inform you about your specific company's policies, and may help encourage you to be more attentive in the future.

4: Get on Track

If you find that remembering to clock in/out has become problematic for you, there are few simple changes you can make to help.

One idea is to get to work earlier. Rather than rushing into the office at the last second, and consequently forgetting to clock in, try arriving at work several minutes before your shift starts. In the mornings, set your alarm for a few minutes earlier, prepare anything you need the night before, and leave on time for your morning commute. Find a manageable routine, and make it happen. A few minutes can really make a difference.

Another idea is to use notifications. Considering that it's 2025, and that 83% of Americans own a smartphone, notifications are a logical answer for reminding you to clock in on time. It's an easy way to remember without having to consciously think about it. Simply set the time you need the reminder to come in, and you won't forget. Plus, if your company allows punching in through your phone, you're already halfway there.

As a result, forgetting to clock in is never fun. It's a stressful moment realizing that you've made a mistake. But thanks to the FLSA, you will still be paid regardless of punching in or out. Just remember to communicate with your manager so that they can edit your timecard for payroll purposes. When you have a chance, review the employee handbook for disciplinary actions for subsequent infractions. And to make your life easier, try arriving at work earlier and set reminders to punch in on time. Time tracking is a necessary part of business, and while mistakes sometimes happen, these 4 tips will help make the process of forgetting to clock in as stress free as possible.

-- by Brandon