Time Tracking Errors: What They Are & How To Prevent Them

Did you know that inaccurate time tracking can cost your business thousands of dollars? 

Employee time tracking is a crucial aspect of any business. It helps ensure accurate payroll, invoicing, and project management. 

However, time tracking errors can have significant negative impacts on businesses, like decreased productivity, increased costs, and reduced trust, among other issues.

In this article, we’ll explore common time tracking errors and the negative impacts these errors can have on businesses. We’ll also provide tips and strategies for preventing costly time tracking errors from occurring.

Whether you are a small business owner or a manager responsible for employee time tracking, this article will provide you with valuable insights and strategies for avoiding time tracking errors and improving overall efficiency. 

So, let’s dive in and explore the world of employee time tracking.

Common Time Tracking Errors

Keeping track of your employees’ time can be a hassle. 

Whether you’re using a GPS time tracking app or a traditional punch clock, there are plenty of opportunities for mistakes to happen. In this section, we’ll cover some of the most common time tracking errors made by employees and some examples.

Forgetting to Record Time

Forgetting to record time worked is a common problem in any workplace, regardless of the industry. 

The problem can occur if an employee is too busy or simply forgets to clock in and out. This can lead to a discrepancy in the time reported, which may cause issues with payroll and project timelines. 

This can also result in lost productivity and lost revenue. It’s essential for employees to stay on top of their timekeeping and remember to clock in and out whenever they are working.

Example: An employee, Joe, forgets to clock in when he arrives at work, resulting in an incomplete time record for the day.

Inaccurately Estimating Time Spent on Tasks

Estimating the time required to complete a task is a skill that takes time and practice to develop. 

Employees who are not experienced at estimating time can find themselves working longer hours than anticipated. 

Over time, this can lead to burnout, decreased productivity, and frustration. Estimating time accurately is a critical component of project management and can help ensure that projects are completed on time and within budget.

Example: A software developer, Will, underestimates the time required to complete a project, causing a delay in the project timeline.

Rounding

Rounding up or down is a common time tracking error. 

This is usually done with the intention of saving time, but it can lead to inaccurate reporting. Rounding up can result in employees being paid for time they did not work while rounding down can result in employees being underpaid. 

To avoid this error, employers must have a clear policy in place regarding rounding and communicate it effectively to employees.

Example: A sales representative, Steve, rounds up his time worked to the nearest hour, even though he only worked an additional 30 minutes that day.

Not Tracking After-Hours Work

Employees may respond to work emails or work on projects after hours without tracking their time. This can lead to an inaccurate representation of the amount of time an employee has worked. 

Not tracking after-hours work can lead to burnout, decreased productivity, and a negative impact on work-life balance.

Example: An employee, Levi, responds to work emails during the weekend but fails to track this time as work time, resulting in an incomplete time record for the week.

Not Tracking Time Spent Driving

Employees who travel for work, like salespeople or delivery drivers, may forget to track their driving time. 

This can result in an under-reporting of hours worked and can impact payroll, as well as project timelines. 

It is essential for employees to track their driving time accurately to avoid discrepancies.

Example: A delivery driver, Eren, fails to track the time they spend driving from one location to another, leading to incomplete and inaccurate time records.

Human Mistakes

Manual data entry is prone to errors, and employees may accidentally input the wrong time or forget to clock out altogether. 

This can lead to discrepancies in the time reported, which may cause issues with payroll and project timelines. 

It is important for employers to have a system in place that minimizes the risk of manual errors and encourages employees to report any discrepancies in their reported time.

Example: An employee, Amber, accidentally enters incorrect time data, causing confusion and inaccuracies in her time records.

Impact of Time Tracking Errors on Your Business

In this section, we’ll discuss the negative impacts of employee time tracking errors on business owners in more detail. Time tracking errors can have a significant impact on businesses of all sizes, especially small businesses.

Decreased Productivity

Inaccurate time tracking can lead to decreased productivity for businesses. 

When employees are not accurately tracking their time, it can be difficult for business owners to understand how much time is being spent on each task or project. 

This can make it challenging to identify areas where productivity can be improved, which can ultimately impact the success of the business.

Increased Costs

When employees are not accurately tracking their time, it can lead to overpayments and budgeting errors. 

If an employee is paid for time they did not actually work, this can lead to increased labor costs for the business. This can be especially damaging for small businesses that are already operating on tight budgets.

Reduced Trust

Time tracking errors can also lead to reduced trust between employees and management. 

When employees feel that their time is not being accurately tracked or that they are not being paid for the time they have worked, it will lead to decreased morale and motivation. 

This can ultimately impact the success of the business, as employees will be less likely to go above and beyond in their work.

Inaccurate Project Bids

When employees are not accurately tracking their time, it can be difficult for business owners to accurately estimate how long a project will take. 

This can lead to: 

• Project delays
• Missed deadlines
• Lost business

Inaccurate project bids can also impact the bottom line, as it can lead to budget overruns and decreased profitability.

Failure to Comply with FLSA Recordkeeping Requirements

The Fair Labor Standards Act (FLSA) requires employers to keep accurate records of the hours worked by their employees. 

Failure to comply with these recordkeeping requirements can result in penalties and fines, which can be costly for small businesses.

Inaccurate Payroll

When employees are not accurately tracking their time, it can lead to overpayments or underpayments. 

This can result in employee dissatisfaction and can impact employee morale and motivation. Inaccurate payroll can also lead to budgeting errors, which can impact the financial health of the business.

For a preview of how to eliminate time card errors, check out the video below.

Reasons Why Time Tracking Errors Occur 

Manual Time Tracking Methods and Ineffective Tools

Using manual methods such as paper timesheets or spreadsheets can lead to time tracking errors, as employees may forget to clock in or out or input incorrect data accidentally. 

Similarly, outdated or ineffective time tracking tools can also contribute to inaccuracies, especially if the tools are difficult to use or not intuitive. 

Incorrect employee time tracking can lead to decreased productivity and increased labor costs for businesses, making it essential for businesses to invest in effective time tracking tools.

Inaccurate Estimates

Inaccurate time tracking can be a result of employees not accurately estimating how much time they spend on certain tasks. 

This can lead to inaccurate project timelines, budgeting, and forecasting errors, resulting in lost productivity, lost revenue, and missed business opportunities. 

To avoid these errors, businesses should invest in training employees on accurate time tracking methods and ensure that employees have a clear understanding of how to estimate their time spent on tasks accurately.

Lack of Training

If employees are not properly trained on how to accurately track their time, they may make mistakes or not understand the importance of accurate time tracking. 

This can lead to discrepancies in time reported, inaccurate project timelines, and budgeting errors. 

Training employees on accurate time tracking methods is essential for businesses to ensure accurate reporting and data-driven business decisions.

Confusing Policies

If time tracking policies are not clear or are difficult to understand, employees may make mistakes or not follow the policies correctly. 

This can lead to inaccurate time tracking data, resulting in decreased productivity, increased labor costs, and potentially negative impacts on the business. 

Clear and concise time tracking policies are essential for businesses to ensure that employees understand the importance of accurate time tracking and can follow the policies correctly.

Rounding

Allowing employees to round their time up or down can lead to inaccuracies and errors in time tracking. 

Rounding up can result in overpayment to employees for time that they didn’t actually work, leading to increased labor costs for businesses. 

Similarly, rounding down can result in underpayment to employees, leading to decreased employee morale and motivation.

Technology Issues

If a business’s time tracking system is not functioning properly, it can lead to inaccuracies and errors in time tracking. 

This can lead to decreased productivity, increased labor costs, and potentially negative impacts on the business. 

Businesses must invest in reliable time tracking technology and ensure that the technology is functioning correctly to avoid errors and discrepancies in time tracking data.

How to Prevent Time Tracking Errors

Now that we know some of the most common time tracking errors and the reasons why they occur, we’ll discuss some tips and strategies for preventing time tracking errors.

Use a Reliable Time Tracking Tool

One of the most effective ways to prevent time tracking errors is by using a reliable time tracking tool, such as a GPS time tracking app like Workyard. 

Tools like Workyard are designed to eliminate the potential for manual data entry errors and provide accurate, real-time tracking data. They can also help businesses streamline their time tracking process, saving time and increasing productivity.

Provide Training

Another important strategy for preventing time tracking errors is to provide training to employees on how to use the time tracking tools provided by the business. 

This can include training on how to properly clock in and out, how to accurately track time spent on specific tasks, and how to use the time tracking app provided by the business. 

Training can also help employees understand the importance of accurate time tracking and how it impacts the success of the business.

Set Clear Policies

Clear time tracking policies can also help prevent errors by ensuring that all employees understand what is expected of them. 

Policies should be clear and concise, and communicated to employees in a way that is easy to understand. 

This can include policies on how to accurately track time spent on specific tasks, how to handle time off requests, and how to handle potential errors or inaccuracies in time tracking data.

Eliminate Rounding

Rounding can be a significant source of time tracking errors, as it can result in overpayment for time not actually worked. 

To prevent these errors, businesses can consider eliminating rounding altogether or setting clear guidelines for rounding, such as rounding to the nearest quarter hour. 

This can help ensure that time tracking data is accurate and that employees are paid only for the time actually worked.

Monitor Time Tracking Data

Regularly reviewing time tracking data is another effective strategy for preventing errors and inaccuracies. 

By reviewing time tracking data on a regular basis, businesses can identify potential errors or inaccuracies and address these promptly. 

This can help prevent further errors and ensure that time tracking data is accurate and reliable.

Automate Time Tracking

Automating time tracking is another effective way to prevent errors and inaccuracies. 

By using an automated time tracking system, businesses can eliminate the potential for manual data entry errors and ensure that time tracking data is accurate and reliable. 

Automated systems can also help streamline the time tracking process, saving time and increasing productivity.

Benefits of Using Workyard for Accurate Time Tracking 

In this section, we’ll discuss some of the benefits of using Workyard, a GPS time tracking app, for accurate time tracking. By using Workyard, businesses can improve transparency and productivity, as well as reduce administrative burden and errors.

Improved Transparency and Productivity

One of the key benefits of using Workyard for time tracking is improved transparency and productivity. Workyard provides real-time tracking data that allows businesses to see exactly how much time is being spent on each task or project. 

This can help businesses identify inefficiencies, optimize workflows, and make informed decisions about how to allocate resources.

In addition, Workyard provides a centralized platform for time tracking, making it easy for managers and employees to access and track time from anywhere. This can help streamline the time tracking process, saving time and increasing productivity.

Reduced Admin Burden and Errors

Another key benefit of using Workyard is that it can help reduce administrative burden and errors. Workyard uses automatic time tracking, which eliminates the need for manual data entry and reduces the potential for errors. 

This can save time and reduce the risk of inaccuracies in time tracking data.

In addition, Workyard provides a range of tools and features that can help businesses manage time tracking more efficiently. 

For example, it allows employees to track time using their mobile devices, making it easy to track time while on the go. It also provides real-time tracking data that allows managers to monitor employee time and attendance, approve time off requests, and manage payroll more efficiently.

Accurate Payroll and Mileage Reimbursement

One of the most significant benefits of using Workyard for time tracking is accurate payroll and mileage reimbursement. Workyard automatically tracks employee hours and generates accurate payroll reports that can be easily exported to popular payroll software systems. 

This can help ensure that employees are paid accurately for the time worked and that businesses are compliant with wage and hour regulations.

In addition, Workyard allows employees to track their mileage automatically, eliminating the need for manual record-keeping and reducing the potential for errors. 

This can help ensure that employees are accurately reimbursed for their travel expenses and that businesses are compliant with IRS regulations.

Improved Forecasting and Project Bids

Another benefit of using Workyard is improved forecasting and project bids. Workyard provides detailed time tracking data that can be used to estimate future projects accurately. 

This can help businesses make informed decisions about which projects to pursue and how to allocate resources. 

With accurate time tracking data, businesses can improve their forecasting and bidding accuracy, leading to more successful projects and increased profitability. In addition, Workyard provides real-time tracking data that allows managers to monitor employee time and attendance, approve time off requests, and manage payroll more efficiently. 

This can help businesses stay on top of employee schedules, reduce overtime costs, and improve overall productivity.

The Bottom Line on Time Tracking Errors

In this article, we’ve explored time tracking, errors, negative impacts, and prevention strategies.

To recap, common time tracking errors include forgetfulness, inaccurate estimates, missing off-hours work, and manual errors.

These errors can lead to decreased productivity, increased costs, and reduced trust. But, they can be prevented by using a reliable tool, training, clear policies, no rounding, monitoring, and automation.

We’ve explained how accurate time tracking can improve transparency, productivity, payroll, mileage reimbursement, forecasting, and project bids. By using Workyard, businesses can enjoy these benefits and more, streamlining the time tracking process and making informed business decisions.

Accurate time tracking is crucial for any business, and common time tracking errors can have significant negative impacts on businesses. 

Using Workyard and the strategies from this article will help your business to avoid errors and increase success. So, take the necessary steps to improve your time tracking process today, and watch your business thrive. Sign up for a free trial of Workyard today!