TRN Group is a haulage and civil engineering contractor from Camden, NSW. Operating since 1966, the family owned business now employs about 350 staff with a fleet of over 200 items of machinery and 40 semi tippers.
With over 350 employees, TRN was spending significant effort interpreting daily timesheets to calculate penalties, RDOs and allowances. Many employees also work on more than one job per day, with travel and site specific requirements adding to the complexity. The hours and allowances were then keyed into payroll at the end of the week adding to the pressure to complete for payments to staff, resulting in mistakes and further administration effort to correct.
TRN took the opportunity to review the process to see if there could be time savings and reduction of pay errors.
The Infoware Solution
We discussed with TRN an alternative approach - Infoware’s i4Paytime award interpreter. Employees, or their managers, simply enter the start and finish times against job costed tasks in i4Paytime web timesheets. Infoware’s award interpreter then automatically calculates pay hours and rates including penalties, RDO’s and allowances in real time allowing employees and managers to immediately see the expected pay breakdown.
Being web-based, there is the ability for timesheets to be entered directly from site via smartphone or tablet, as well as PC. Managers can access and review all their employees’ timesheets as well allowing any possible issues to be handled as they occur.
The number of days shown is configurable. Users with smaller screens may show just one day at a time whereas tablet or PC users may show the whole week.
Once completed and approved, the pay’s timesheets are automatically transferred to payroll to finalise processing and payment.
The bottleneck of interpreting timesheets and entering payroll data has been completely removed. Payroll admin staff are now freed to concentrate on processing the payments and other HR related tasks.
We had to find a quicker way to process our pays. With the number of staff now over 350 and most of pays job costed, there was a lot of repetitive effort and room for error in meeting the weekly payroll deadline.
The benefits were significant and immediate. Errors due to mis-interpretation of timesheets are now zero. Initially our payroll staff keyed in the timesheets to make sure the proof of concept worked. The data entry process can now be allocated to employees with no expertise in payroll as the software interprets the award rules for each entry. It has significantly reduced the time to process pays, just needing to enter the date, start & finish times per job per employee. The ability to copy a day across to other days has also made payroll processing quicker.
We look forward to the next stage of our rollout which will be getting employees or their manager to enter timesheets and managers to approve hours worked. Effectively the payroll process will almost be completed when it gets to payroll admin – not just starting as it used to be.
We have saved over 50% of time getting admin staff to enter times, this will be significantly reduced further when we get employees to enter their own timesheets.