TimeDoctor Integrates into PayrollHero

time doctor payrollheroThe team at TimeDoctor has completed an integration into PayrollHero so that you can see more details about what your team is working on once they have clocked in.

PayrollHero tracks your employees schedules, when they clock in and out, taxes and pays them accurately, but we don’t capture what the employee is doing within the hours they are being paid for.

CaptureThat is where TimeDoctor comes in. TimeDoctor’s software lets you track what your team is working on within their work day, what sites they are visiting and much more. You can learn more about TimeDoctor here.

You can see the integration in action in the video below and how to set it up here –

 

Top 3 Toughest Aspects of Payroll in Singapore

Assuming Payroll

Often times, companies generate payroll and pay out an entire month’s wages to an employee before the month has ended. We call this assuming payroll. This is how it works: If payroll is generated an the 25th and paid out on the 27th, the manager pays the full month’s wages, up till the 31st, assuming that the employee will make it to work on the last few days. If he doesn’t, the manager Optimizing Work Productivity with Happinessneeds to deduct his wage in the next month

Assuming payroll is an inefficient and inaccurate way of paying employees. We’ve come across many business owners who do it in Singapore. Most of the time, it’s because they have been doing it for years and have never thought about changing the rule. We help our clients transition from assuming payroll to regular payroll which saves clients money and time. Here is a blog post on exactly how to transition from assuming to regular payroll.

Irregular Clock-in Timings

When an employee clocks in at 8.57am instead of 9.00am, the biometric device records it to the exact minute. Your HR manager needs to manually correct the irregularity because coming in 3 minutes early does not mean that the employee will get paid for those extra three minutes.

The PayrollHero app has a threshold feature that solves this problem. An HR manager can set a threshold: if an employee clocks in between 8.55am and 9.05am, their clock-in time resets to 9.00am, automatically correcting the irregularity that your HR manager would have had to deal with otherwise.

Disparate Systems for Time, Attendance, Scheduling and Payroll

payrollhero-benefits-featuresBusiness owners have multiple systems that deal with different HR problems; a biometric device to measure clock ins, a separate Excel sheet that imports data from the biometric device and generates payroll, another Excel sheet that needs to be updated every week with schedules for each employee and a whole other system that employees use to apply for leave. With so many systems to deal with, no wonder an HR manager barely has any time to engage with employees or find innovative ways to overcome Singapore’s labor crunch.

An end-to-end solution that removes any need for multiple devices is exactly what an HR manager needs. PayrollHero allows employees to click selfies on their phone or an iPad in the work site when they clock in. This data is stored in the Cloud and used when payroll is generate by the system. The same app is used when applying for leave or checking schedules for the week. An HR manager can use the app on his laptop, phone or any device with internet connection anywhere in the world and have full control over what is going on at his work site.

While these problems are seen as some of HR managers’ biggest in Singapore, they are faced by managers in the Philippines and pretty much any other place too. Some of the other problems HR managers need to deal with are changing tax laws, a labor crunch and laws against foreign workers in the country.

We hope that this post serves as a solution to some of your biggest HR problems. Do let us know your biggest HR problem and how you are currently dealing with it.

 

What Does It Take To Make Remote Work Work?

technology-payrollhero

As a business owner, you are bound to look towards expanding your business at some point. In which case, you will have multiple offices at different locations. While you are in one worksite, you will want to stay in touch with employees in your other store locations. Staying connected is essential when your employees are spread out over the map. It’s even more important if your employees work remotely and do not often physically meet you or other employees on a regular basis.

Apps

At PayrollHero, we use a number of apps to facilitate remote work. These apps tie our employees together. We use the apps for face-to face interactions and for quick chats instead of spamming employees’ inboxes. The following apps might be useful for your company too:

SlackThis is the center of all our communication through different departments and offices. Slack allows you to create chat rooms and invite people to them. We use this feature to separate different functions of the team: engineering, business development, etc. Slack is also our metaphorical grapevine. We have chat rooms for random news, general musings and articles or books that anyone wants to share with the team. Slack also allows for private chats, thereby removing the need for emails to coordinate work. Slack is flexible in the sense that it has a number of integrations: Twitter, Mailchimp, appear.in.

Appear.in, Skype, Google HangoutsTeams can’t function without face-to-face meetings. Bosses benefit from meeting their employees face-to-face in order to gauge their emotional state and general well-being. The app features and video quality differ but essentially they help you conduct online meetings.

Asana, TrelloTo ensure that all tasks are tracked and accountable to the relevant employees, we use Asana. These apps are built to suit remote work. Asana allows you to assign tasks in a checklist format whereas Trello breaks down work in the form of projects in which tasks are outlined using cards. Both apps can be accessed online. So you or your employee can work from anywhere in the world and still stay on top of things.

Google Drive, Dropbox for BusinessKeeping track of all the documents and sheets created by multiple departments across different worksites is essential. These apps are tailored towards businesses’ storage needs. With a subscription fee, you have access to unlimited storage, data analytics (for Google) and more. Both apps allow you to track who is editing files and what kind of access you want your employees to have for each file or folder.

It’s More Than Just Apps

Making remote work successful is more than having a suite of apps at your disposal. It requires a shift in the way you and your employees think about work. It requires trust in your employees to work even if you’re not monitoring them at the office. We have inculcated some practices that help maintain discipline and structure even when employees work at different locations across the work. Here are some that have helped us:

Morning catch ups: Every morning, at a time suitable to your employees in their respective time zones, each employee summarizes their work in 60 seconds. The format is: what they accomplished yesterday, what they couldn’t complete, what they will do today and roadblocks to completing their work. From the head of the team down to the entry-level employee must be able to summarize their work in under a minute. The meeting is helpful in understanding where the team is going and what can be done to remove roadblocks.

Handbooks: For new employees, or employees that have changed departments, it is hard to catch up to how things are done when the entire department works remotely. Writing down the steps to each task in a handbook and storing it in Google Drive/Dropbox cuts down on confusion and time wasted in connecting with the employee who knows how to do the required task. Handbooks remove any misunderstandings or errors. It is a fool-proof way of ensuring that the business continues in case someone is not available to lend a helping hand.

Slack-logoUsing Slack to integrate the team: While Slack can be used to create chat rooms and do work, it is often a great tool to include everyone on the team and talk about common interests. Our chat-rooms like #random and #general are great spaces for employees to share ideas and talk about things outside of work. It is a place to plan outings over the weekend or share movie reviews. These conversations pull the team together and allow for cross-departmental interaction; something that could be missing while everyone is focusing on work.

Finally, making remote work possible is about using apps to their maximum capacity and reviewing if they work or not. Managers need to be more mindful of their employees. Employees in turn need to make a conscious effort to stay on top of their work because remote work often results in the blurring of personal and professional life. Altogether, making remote work work is hugely beneficial to employees. All it takes is a little tweaking of the way things are usually done.

Year End Update – Philippines: Alphalist, BIR DAT Files and 2316 Forms

This is one of PayrollHero’s biggest releases this year. You can view the original post here:

In a nutshell:

  • Updated 2015 Alphalist
  • Alphalist DAT Files
  • Updated Multi-Inserts for Previous Employer and Additional Dependents
  • BIR 2316 Forms (New)

What’s new this release?

  • For 2015, the BIR Exemption amount has been increased to Php 82,000.00 of the total amount of exclusion from gross income for 13th month pay and other benefits. This change was effective from Jan 1, 2015.
  • You can now download DAT Files. These files are the upload-version of BIR’s Alphalist.

  • You can now add previous employer details so you can generate accurate 7.1 and 7.5 Alphalists. This can be added through the Previous Employer Multi-insert form.

  • You can now add additional dependent information to be used in your 2316 forms. Additional dependent information can be added through the BIR Update Multi-insert Tool.

  • 2316 forms can now be downloaded individually through the employee profile.

Where can I download these forms?

You can download the Alphalist and the DAT files by going to “Payrolls > Reports > Forms (click view)”. You can allow the employee access or download their 2316 form by going to their “Employee Profile > Documents > BIR 2316”.

What do I need to do?

Accounts that have complete payrolls for 2015 shouldn’t have any issues downloading the Alphalist.

To setup your account for Alphalist and the 2316, please contact our Client Success Team, they would be happy to help!

If you have any questions please let us know by clicking here.

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Changi’s Terminal 4: A Traveler’s Escapade

singapore airport restaurantsSingapore’s Changi Airport is building its fourth terminal which is scheduled to open in 2017. Terminal 4, now 70% complete, will see 16 million passengers through the year. That’s an estimated total of 82 million passengers once T4 operates in full swing. We are super excited to see what Changi has in store for us, considering Terminals 1-3 have movie theaters, a butterfly garden, a 4 storey tall slide (a.k.a the tallest slide in Singapore) and who knows what else.

T4 will be a two storey building and 190, 000 square meters: the size of around 27 football pitches. This S$1.82 billion project is not just exciting for passengers. It is a massive opportunity for retailers and F&B outlets as well. With 17,000 square meters floor space devoted solely towards retail, there is plenty to look forward to. Changi has announced that the retail space will offer the most innovative design, offering customers a differentiated shopping experience.

In fact, everything about Terminal 4 is about giving commuters an enhanced experience at the airport. It starts with increasing productivity through its FAST@Changi concept. Fast And Seamless Travel (FAST) will reduce the need for manpower and increase the speed of check-in and immigration procedures. To facilitate this, Changi will have self check-in, self baggage tagging and automated baggage drop terminals. Facial recognition and biometric technology will reduce the number of security guards employed for manual visual checks at multiple checkpoints. If we haven’t said it enough before, here is another example of how technology is reducing the need for labour, saving time and money, all in one go.

Imagine entering an airport and walking straight to your gate without having to constantly pull out your boarding pass and passport to clear security checkpoints. Or if you’re anything like me, imagine all the extra time you’ve now got at duty free stores because you took just a couple of minutes checking in!

This is exactly what retail and F&B outlets are looking forward to. The FAST concept gets 16 million passengers through the doors of Terminal 4. It also gives these passengers more time on the retail floor to shop and dine. While designing the new concept, Changi switched on its ridiculously client focused side and implemented recommendations from the public on the theme. The design shows off Singapore’s local culture and heritage. The Peranakan-inspired storefront facades are just an example of what the walk – through concept at T4 will look like.

With a year and a half left till T4 opens, we know the retail space is dedicated to 80 outlets. It is still too early to tell which brands will be occupying the space. The amount of traffic that these stores will face in the initial period depends on the number of airlines that T4 will service. Changi has announced 6 airlines that will have access to T4: Cathay Pacific, AirAsia Berhad, Thai AirAsia, Indonesia AirAsia, Vietnam Airlines and Korean Air. In the year 2014, these 6 airlines added a total of 7 million passengers to the airport. A few more airlines will join these 6, resulting in an estimated 10 million passengers in the first year of operations. We’re looking forward to more updates on T4 and will keep you updated about the retail and F&B world inside T4!

Walden Chu, President of The Coffee Bean and Tea Leaf Philippines

The President of The Coffee Bean and Tea Leaf Philippines, Walden Chu, was invited by the CBTL Group to speak at their global conference for all country franchisee owners in late 2013 in Los Angeles. At the conference he covered his experience with PayrollHero and how it has helped his 70 location coffee chain operate in the Philippines.  Here is the complete video as well as a shortened version just on his PayrollHero comments. Enjoy!

Did You Know Smiling Can Actually Improve Your Health?

PayrollHero Smile (yellow)Ever notice that moment when you smile at someone and they instantly smile back, almost unknowingly – why is that? The reason is because humans react biologically. When you see someone smile it triggers the same neurons in the brain that react if you were to smile yourself. Years of research have shown that the simple act of smiling elevates both your mood and that of those around you. Your stress levels are reduced just by having a grin on your face no matter who is around which also lowers your heart rate levels after daunting tasks. The most incredible part is that these results are not only caused by being emotionally happy, your mood will still be elevated to the same extent even if you are faking a smile! The motion of creating a smile a few times a day real or fake is by far the easiest way to help improve moral in an office and consequently your health as well.

When we first started creating the concept that is PayrollHero, we wanted to improve the experience someone has coming to work and knew that this idea of elevating mood was important. We can all agree using a punch clock or time card can likely have a negative impact on your mood as it stands as a reminder of just starting a long day. If you could start your day with a smile and a tone that sets the pace for the rest of the day for you and your employees wouldn’t you try to? Our software is designed so you see all your colleagues smiling faces and goofy grins everyday to help create that desired effect of uplifting your mood and experience. We want to help elevate the happiness in your organization, check out our site PayrollHero.com to see more about our TeamClock and MyTimeClock that allow employees to clock in and out with just a picture and a better start to their day.

Source: Forbes.com

PayrollHero’s Office iPad Setup

To make clocking in easy and breezy for our employees, we have our iPads placed on iPad stands that are plugged and charged day in and day out. This is to ensure that employees working in any shift will have the ease of clocking in any time of the day .

Our iPads are situated strategically right before our work area so that employees pass by them right before they start work and when they are about to leave.

Ipad Stands Ipad Stand Back

Check out the nifty and handy iPad stands the PayrollHero team uses to jazz up our clock in and clock out experiences.

Mophie Powerstand Ipad 2 and Ipad
M/N: PWRSTD-IPAD      Max 10.5wh
Input 5V = 2.1A  Output 5V = 2.1A

Ipad Mophie Power Stand

Apple Ipad Dock Model Number: A1352

Charger: Monoprice Model: Cube-2   AC 100V 50/60 Hz

Apple Ipad Dock

Hoverbar by Twelvesouth

Hoverbar Twelve SouthHoverbar Ipad

DEMO Party: San Francisco

I had the opportunity to attend the DEMO party in San Francisco a few days ago. It was an outstanding event that was over the top (in a good way). They went with an Austin Powers theme and did not hold back with the decorations, staff and extras. Here are a few pictures from the event:

(At the entrance to the event, there was a fog machine posted over the doorway with the DEMO logo shooting against it. To get in, you walked through the fog)

(There were quite a few companies showing up their new products)

(All of the waitresses were in this same costume)