Recording Payroll hours has always been a challenge for daycare owners. The key to speeding up your payroll is to be organized and to track the clock-in and clock-out time of the staff via an electronic staff timeclock. Here are few things that will help you spend less time on payroll.
Payroll reporting for Daycare
1. Compliance from Staff: Enforce that the staff always clock in and out either on a timesheet or an electronic software. Often times, staff does not see the value of being consistent with clocking in and out each day. With so many distractions during their busy day, they sometimes forget to punch in the clock. However it poses additional burden on the staff to prove that they were present and the bookkeeper to add those work hours later.
2. Set clear expectations about work hours: You need to set clear expectations for start and end times of the employee’s work day. The whole schedule (both for students and other staff) is dependent on everyone being in place at the right time. Needless to say your planning for the daycare classroom ratios is dependent on this. Impress on your employees to request vacations as soon as possible and call in immediately if there is a reason for an emergency absence. This advance planning allows your to bring in additional staffing during these difficult times.
3. Use a Timeclock: Technology has given us great flexibility and organization. Kinderlime and Timesheets are considered the top two childcare timeclock software systems in use. Kinderlime allows your employees to clock in or out using a 4 digit pin code. A daycare timesheet report for payroll is available at the end of the pay period. Kinderlime has an advantage over Timesheets with respect to tracking ratios, as it is a complete Sign In-Out, and Daycare Management software. With Kinderlime, you’ll be able to track childcare ratios in real time. With the visibility of knowing 15 minute counts, you can plan your staff in advance.
4. Use a Payroll software: There is some very easy-to-use software from Gusto or Intuit which helps your bookkeeper spend less time on payroll. With these easy to use software, generating payroll is a breeze. You can even track employee vacation and sick hours in these payroll processing systems. A direct deposit facility is also available.
We have gone through some common tips to help you better manage your payroll and staffing better. Hopefully you already have implemented some or all of these tips. If not, adding them to your goals for this school year will help your school continue to grow and improve.