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6 Timesheet Reminder Methods to Improve Time-Tracking for Your Employees

Do you spend too much time tracking down late timesheets? Getting staff to turn them in on time can be challenging, so you might need to give them some gentle reminders.

The larger your staff, the greater the need for an efficienttimesheet reminder system to nudge your employees to turn them in on time. Explore timecard reminder methods that can make payroll processing easier for your organization.

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Why you might need a timesheet reminder method

Your company is responsible for paying its employees on time, regardless of whether you involve them in tracking their time. They should take ownership of their timesheets since it impacts their pay, but your employees have a lot going on. Work duties can get in the way.

Sending a timesheet reminder each pay period is a proactive way to make payroll processing a little easier. Some reasons your employees might need a timesheet reminder include:

  • Varying pay periods, causing different deadlines each time
  • Complex time-keeping procedures that make the task difficult
  • Large workload that makes it difficult to get everything done
  • Employees who don’t understand the importance of timesheet compliance

No matter why your employees need the extra reminder, you have several options for jogging their memory.

1.Posted timesheet due date schedule

If you have a bulletin board or central location where you post information, you can print a physical copy of the timesheet due date schedule. Post it prominently, and update it as needed. You might post a copy on the door of your HR department for easy access or in a spot where employees will see it during their regular work activities, such as on the refrigerator in the breakroom or near the time clock.If your team is remote, you can “pin” a reminder message in your work messaging system.

2. Team management app reminders

Team management apps work well for posting your time card reminders. You can create HR or payroll channels to share reminders about timesheet due dates and other important HR topics. Another option is sending messages to employees through these apps.

This reminder method can work well if you primarily use an app to communicate with your team. Employees are used to looking there for important information, so it keeps everything centralized and easily accessible.

3. Automated emails

If your team prefers email communication, you can set up automated email reminders to go out at certain points during the pay period. This allows your employees to reference the information if they forget the due dates. Create a catchy subject line to grab attention and keep the email short, sweet and easy to read so your employees don’t ignore it.

4. Calendar events

Another way to reach your team about timesheets is through the shared calendar. You can set up a recurring calendar event close to the due date of each timesheet. That way everyone will get a calendar pop-up at the scheduled time. A calendar notification might draw more attention than another email in your employees’ inboxes.

5.Timesheet software pop-ups

If you use a time-tracking software program, you can likely create pop-ups to show when an employee logs into the system. You might have a pop-up that appears a few days before the due date and on the due date.This alerts your team of the approaching due date and gives them another reminder if it slips their mind on the day they need to turn the timesheet in.

6. Text messages

Text messages might be more common among friends, but they can be effective if your team doesn’t use email or other communication methods as often. Plus, most people have their phones with them at all times and will always check a text notification. Even employees who aren’t glued to their phones likely check them at least once per day.

Since the message is short, the recipients might be more likely to read it. This method can be time-consuming if you don’t already have a messaging tool that makes it easy to send a text to several people at once.

How to make timesheet reminders more effective

You can make your time card reminders more effective with these strategies:

  • Mix it up: If your team receives the exact same reminder every pay period, they might start to tune it out. Change how you deliver them, what you say or other details about your timesheet reminder to keep it fresh.
  • Try multiple options: Some people love email, while others lean toward text messages or social media. Sending a timecard reminder via multiple methods can help reach more of your team members.
  • Make it funny: Adding a meme or joke to your reminders can make them well-received. It can also make them more memorable.
  • Use what you have: Timesheet reminders don’t require a completely new system or a complex process. Use the communication tools you already have in place so they’re easier for you and your employees to use.
  • Automate the messages: Many timesheet reminder methods offer automation options, so you don’t have to send a new one before each payroll run date. This saves you time while giving your team the reminders they need.
  • Consider automatic time tracking: If you don’t want to deal with timesheet reminders, you might consider moving to an automated time tracking system. The software tracks employees’ time and submits the timesheet automatically.

FAQs about timesheet reminders

How can you improve timesheet compliance?

Create a policy and schedule related to turning in timesheets. Let your team know why timesheet compliance is important, including ensuring they get paid on time. It can also help to create a company policy that outlines employees’ responsibilities for time reporting and turning in timesheets on time.

Why is timesheet compliance important?

Having your team turn in their timesheets on time keeps payroll on schedule and makes life easier for the people who handle payroll. It can also improve accuracy by giving your payroll team more time to review the timesheets. Receiving timely information about the hours your employees work can also help you with planning.

How do you create a timesheet policy?

List your time-keeping procedures, including how to track time, clocking in and out, how to submittimesheetsand when timesheets are due. You might include different procedures and expectations for hourly versus salaried employees.

How do you handle late timesheets?

If someone is late submitting their timesheet, try an individual reminder. This might be more effective than a general timesheet reminder. If it becomes a habit, work with that employee to see if you can make it easier. Automating time tracking and offering incentives for turning timesheets in by the deadline could help.

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