Attendance Management

Attendance management is a key process that helps companies monitor and track employees’ working hours using an attendance register (commonly referred to as a timecard). This process ensures compliance with contracted working hours and tracks whether employees are present at their workplace.
The primary goal of attendance management is to ensure that employees fulfill their contracted working hours.

An increasing number of companies are outsourcing this process.
HR Capital supports businesses in these processes through its team of experts in payroll, personnel administration, and labor consulting. With HR Capital’s help, companies can ensure the accuracy of attendance records, compliance with legal regulations, and effective workforce planning. Additionally, the process ensures fair compensation for employees based on the hours worked.

Accurate attendance recording is essential for properly compiling the attendance section of the “Libro Unico del Lavoro” (LUL, or Unified Employment Register), as required by Legislative Decree No. 133/2008, converted into Law No. 133/2008, and subsequent amendments.
The LUL’s attendance section must report, for all active employees, the daily working hours, overtime and additional hours, as well as any absences, such as sickness, injury, maternity leave, vacations, permits, etc.

Accurate entry of variables on payslips is crucial as it directly impacts the calculation of employees’ monthly compensation. For this reason, the law mandates that all work events be correctly reported to ensure accurate salary calculations. Incorrect completion of the LUL exposes the employer to administrative penalties and potential disputes with employees.

Attendance tracking tools are not subject to prior agreements with labor unions, as stipulated by Article 4, paragraph 2 of Law No. 300/1970.

Companies can choose from various methods and systems to monitor employee attendance effectively, including:

1. Virtual Terminals: Entry and exit times are recorded using digital time clocks with controlled access.
2. Badge Readers with RFID (125 KHz) or MiFare (13.56 MHz) Technologies: Each employee is issued a badge upon joining the company, linked to a unique code. Employees clock in by scanning or simply bringing the badge near the reader.
3. Mobile Apps: Downloadable directly to smartphones, these apps allow online clock-ins by logging in with personal credentials (username and password).
4. Biometrics: Biometric identification, such as fingerprint or facial recognition, enables highly accurate attendance recording.

HR Capital assists companies in selecting the most suitable method by carefully evaluating factors such as company size, specific needs, and resource availability. HR Capital also ensures that client companies implement attendance management systems that are precise, reliable, and compliant with local labor laws and internal policies.

Companies are required to document their employees’ activities through the LUL (Libro Unico del Lavoro), which replaced the traditional payroll register in 2008.
HR Capital provides client companies with a standard timesheet to collect data that is then forwarded to the Payroll Specialist for accurate payslip processing.

The company is responsible for completing each employee’s timesheet. This includes tracking clock-in and clock-out times, mid-shift breaks, vacations, sickness, permits, and any other type of absence. These entries must align with the theoretical schedule outlined in the specific employment contract.

Accurate timesheet completion allows for the extraction of detailed reports highlighting areas that may require closer monitoring. This enables companies to adjust their operational and organizational strategies as needed.

Clients receive continuous support from HR Capital’s dedicated “HR Generalist” team, ensuring compliance with the specific regulations governing each recorded variable.

The daily completion of an employee attendance register is essential for tracking clock-ins and clock-outs at the workplace, in line with agreements made between the employer and individual employees.
HR Capital provides tools to track employee attendance and working hours using a monthly attendance register. This system improves business management while meeting employee needs by offering them clear records of their actual working hours.

Employee register regulations can vary by country. HR Capital’s teams stay up-to-date to help clients correctly implement these requirements and adapt to any new developments.

Recording attendance on paper forms can be impractical and prone to errors. Alternative methods streamline and speed up the process. Many organizations prefer using Excel spreadsheets or Google Sheets for timesheet management.
HR Capital employs Excel-based timesheets to assist client companies in monitoring absenteeism, employee sickness, overtime hours, and paid leave.

By informing employees and adhering to data privacy regulations, absences due to sickness and hours worked beyond standard schedules are accurately tracked and managed for internal planning and organizational purposes.

HR Capital helps companies automate the management of employee working hours through specialized attendance management software, replacing traditional manual attendance sheets.
This employee management software offers numerous benefits, including:

• Accuracy and real-time tracking: Provides attendance data for both the company and employees.
• Time and cost savings: Reduces manual data collection times and administrative costs.
• Improved compliance: Ensures adherence to labor laws and regulations.
• Customization and flexibility: Adapts to an organization’s specific attendance tracking rules.
• Data analysis: Enables the identification of trends or optimization of workforce scheduling.
• Enhanced security: Minimizes the risk of time fraud or unauthorized clock-ins.

A modern example of electronic devices for monitoring employee hours, incorporating the benefits mentioned above, is the digital time clock. This tool leverages biometric authentication methods or RFID (Radio-Frequency Identification) cards or badges for accurate and secure attendance tracking.

HR Capital employs a digitized work-hour recording system for its client companies, enhancing efficiency and accuracy in the process.
Tracking employee attendance and related absences offers several advantages, chief among them being the improvement of internal workforce productivity through optimized personnel planning. Knowing in advance who will be absent, especially for medium or long periods, allows for better workload distribution. This approach ensures equitable attention to all resources in the organization, fostering engagement and collaboration, which in turn boosts overall performance and helps achieve organizational goals effectively.