Timesheet reminders are a simple way to improve timesheet compliance and payroll accuracy. When automated they're also a timesaver for you as an employer, reducing the need to chase staff every time they're late turning in their timesheets.
In this guide, you'll learn what timesheet reminders are, why they matter and what techniques will help streamline the process on timesheet day.
What is a timesheet reminder?
A timesheet reminder is a way to nudge your employees when it's time to submit timesheets. They're usually sent a few days before timesheets are due, to give people time to complete and submit their hours for the pay period. By sending reminders, you reduce the risk of timesheet non-compliance and payroll issues and save yourself significant time chasing up incomplete or missing timesheets.
Why are timesheet reminders important?
Timesheet reminders are important because they ensure your team completes timesheets accurately and submits them before your deadline. With accurate hours logged on time, you stay on top of overtime obligations and other employment compliance requirements. Most importantly, your employees get paid correctly and on time – a win for everyone.
6 ways to automate timesheet reminders
Here are six ways to automate timesheet reminders, so you can get on with running your business.
1. Schedule an automated email reminder
Scheduling an automated email reminder for your team is one of the simplest ways to automate timesheet reminders. This method is particularly handy if you work with freelancers and contractors who may not be in the office or workspace regularly.
Simply write a generic reminder message, address it to teams or individual employees, and use the 'schedule recurring message' function to send it regularly. The details will depend on your email provider.
2. Send out text message reminders
If you send text message reminders, employees don't need to be on-site or logged into company software to receive your message. If you use a WhatsApp group or other chat provider to communicate with your team, you could send reminders via this channel as well.
3. Use a company-wide calendar notification
Using a company-wide calendar notification is one of the simplest methods to remind staff of timesheet deadlines. You can set these up to recur regularly.
4. Set up an automated Slack message
An automated Slack message is a simple way to ensure your team gets a regular timesheet reminder through your company channels.
To set up a reminder, type your message after a "/Remind" command. For example, /Remind #sales-team to submit timesheets at 9 am every Monday.
This is valuable for permanent staff members, but contractors won't get these messages if they're not in your Slack channels.
5. Assign an employee to manage timesheets
Assigning an employee to manage timesheets relieves managers' burden and ensures that someone is responsible for timesheet reminders. Of course, this employee will still need to chase up late timesheets or use timesheet reminders.
6. Use time-tracking software
The most efficient way to manage timesheets is to use time-tracking software that builds time tracking into your employees' workday, which means timesheet reminders aren't necessary.
MYOB Business Pro includes time-tracking. Employees can clock in and out on their phones via the MYOB Team app, with this data syncing to your MYOB software so payroll is straightforward and accurate.
With MYOB, employees can check rosters and payslips online, and use online timesheets to double-check and submit their hours for the pay period. Time-tracking software is an effective tool to help you reduce time-tracking mistakes, time theft and payroll errors.
Timesheet reminder FAQs
What is the best way to improve timesheet compliance?
The best way to improve timesheet compliance is through timesheet automation. With automation, there's no need for time-consuming paper or manual timesheets. Your employees track their hours automatically as they go about their work, reducing inaccuracies and data entry errors.
What is the best way to make timesheets easier?
The best way to make timesheets easier is through timesheet automation. With MYOB timesheet software, employees can view rosters, track time, and view payslips online. Instead of constantly having to send timesheet reminders and push employees to track their time, it becomes a natural part of the workday. Automation also helps you reduce the risk of errors and the need for manual checks while ensuring your business stays compliant with payroll regulations.
Clock into improved compliance with timesheet reminders
Let's face it, nobody likes filling timesheets manually every week. As an employer, you don't want to spend your valuable time chasing down incomplete timesheets or going back to fix payroll errors. Timesheet reminders can be a useful way to improve timesheet compliance, but automating the entire rostering and timesheet process is more effective.
MYOB Business Pro makes managing timesheets quick, simple and stress-free, so you can get on with running your business. Get started today.
Disclaimer: Information provided in this article is of a general nature and does not consider your personal situation. It does not constitute legal, financial, or other professional advice and should not be relied upon as a statement of law, policy or advice. You should consider whether this information is appropriate to your needs and, if necessary, seek independent advice. This information is only accurate at the time of publication. Although every effort has been made to verify the accuracy of the information contained on this webpage, MYOB disclaims, to the extent permitted by law, all liability for the information contained on this webpage or any loss or damage suffered by any person directly or indirectly through relying on this information.