Timesheet Administration System for a Staffing Company

Solution Implementation

To address these challenges, Ascendion implemented an automated, cloud-based Timesheet Administration System (TAS) that integrated with their existing payroll, HR, and client billing systems. The key components of the solution included:

1. Digital Timesheet Submission

 

• Mobile and Web Access: Employees could submit timesheets via a mobile app or web portal, eliminating the need for paper-based or emailed submissions. This allowed employees to record their hours in real time, reducing errors and missed submissions.

• Client-Specific Templates: Timesheets were customized according to each client’s requirements, ensuring accurate tracking based on unique client policies (e.g., breaks, overtime rules, etc.). This feature increased compliance and simplified client billing.

 

2. Automated Approval Workflows

 

• Manager Approval System: Timesheets went through a digital approval workflow, allowing supervisors to review and approve submissions directly from their devices. Automated notifications ensured that managers were alerted to pending approvals, speeding up the review process.

• Error Detection and Correction: The system flagged timesheet discrepancies, such as overtime or incomplete hours, allowing managers to correct issues before final approval. This reduced payroll errors and ensured billing accuracy.

 

3. Integration with Payroll and Billing Systems

 

• Real-Time Data Sync: The TAS integrated seamlessly with Ascendion’s payroll and billing systems, syncing approved timesheets in real time. This eliminated the need for manual data entry, reducing errors and ensuring payroll was processed accurately and on time.

• Customizable Billing Rules: Billing rates and payroll calculations could be customized based on factors like location, employee type, and shift differentials, allowing for accurate, client-specific invoicing.

 

4. Compliance Monitoring and Reporting

 

• Labor Law Compliance: The system tracked hours worked, break times, and overtime to ensure compliance with labor laws, reducing the risk of penalties. Alerts were generated for non-compliant timesheets, allowing administrators to address issues proactively.

• Advanced Reporting and Analytics: Ascendion gained access to real-time reports on hours worked, overtime, labor costs, and client profitability. These insights helped Ascendion improve workforce management and optimize client engagements.

 

Results and Benefits

The Timesheet Administration System significantly improved Ascendion’s operational efficiency, compliance, and employee satisfaction. Key benefits included:

1. Enhanced Payroll and Billing Accuracy

 

• Reduced Errors: Automated data entry and real-time error detection led to a 90% reduction in payroll errors, improving employee satisfaction and reducing payroll complaints.
• Accurate Billing: Customizable templates and automated billing rules ensured that invoices matched each client’s unique requirements, reducing disputes and speeding up payments.

 

2. Increased Compliance and Reduced Legal Risk

 

• Labor Law Compliance: Automated tracking of hours and break times helped Ascendion adhere to labor laws, reducing the risk of costly compliance violations and penalties.
• Audit-Ready Records: Digital timesheets provided an audit trail that was easy to access and verify, ensuring compliance with both internal policies and industry regulations.

 

3.Operational Efficiency and Cost Savings

 

• Reduced Administrative Burden: The automated system reduced administrative workload by 60%, freeing staff to focus on higher-value tasks and enabling Ascendion to reduce staffing costs.
• Faster Processing Times: Digital timesheet submission and real-time approval workflows shortened the payroll and billing cycles, ensuring timely payroll processing and improved cash flow.

 

4. Improved Employee and Client Satisfaction

 

• Ease of Use for Employees: Mobile and web access allowed employees to submit timesheets with ease, improving engagement and reducing the frequency of late submissions.
• Enhanced Client Transparency: Detailed and accurate billing improved client trust and satisfaction, and Ascendion received positive feedback from clients on the streamlined billing process.

 

Key Takeaways

1. Automate for Accuracy and Efficiency:

Automating timesheet submission and approval processes reduces errors and saves time, allowing staffing companies to focus on growth and client engagement.

 

2. Integrate Systems for Real-Time Data Flow:

Integrating TAS with payroll and billing systems enhances data accuracy and eliminates redundant manual tasks, leading to smoother operations.

 

3.Prioritize Compliance:

Staffing companies must adhere to labor laws, and a TAS with built-in compliance monitoring can significantly reduce the risk of violations.

 

4. Adapt for Client-Specific Needs:

Customizing timesheet and billing rules based on client preferences improves transparency and strengthens client relationships.

 

Ascendion’s case demonstrates how a well-implemented Timesheet Administration System can streamline operations and create a foundation for sustainable growth in the staffing industry.

Technologies Used

Front End: React, Typescript, NextJS

Backend: Dotnet Core