Tracking time taken Please Help

Renie

How do you all keep track of employee's FMLA usage? I am having trouble determining when certain employee's leave is exhausted because they only report to me which days they are intending to take off, not what days are actually used for leave.

Any ideas would be helpful. Software? Spreadsheets?

LindaS

How are you notified when ANY employee misses work? Who takes care of tracking attendance for employees? In our company, whenever an employee misses work, an Absence form is completed with the reason for the absence written (i.e., personal business, personal illness, FMLA, etc.). I receive a report on a weekly basis of all employees who have missed work for reasons other than vacation or holiday. I use a spreadsheet to track the employees' missed time and it is there that I track the FMLA leave. Employees then receive a quarterly report documenting all their missed time and any problems, questions, etc. are brought to me then.

I hope this helps. I know there are Attendance Tracking software packages you can purchase but depending on the size of your company, something as simple as a spreadsheet may work.

Renie

Linda,

A spreadsheet is what I would really like to use. The resonsiblity of FMLA was handed over to me about 6 months ago, so I am still trying to sort everything out. We have about 400 employees at various satelite locations. Right now our accounting department (payroll) is in charge of attendance. They receive the sheets that employee's turn in when they miss work. Perhaps if I could get ahold of those sheets...

How do you set up your spreadsheet?

employee name in column 1 and dates absent next to them?

I am trying to get something together to take to my boss.

Thanks for your help!

LindaS

Yes that is basically the way I have it set up - the employee's name in one column, the date the work was missed next to that, the reason for the missed work (I track ALL the attendance for the employees)the amount of time missed next to that, and whether it was certified. Then in the rows beneath that are the actual dates and times listed. At the bottom is the total. It is easy to insert new employees as necessary and I am able to set a specific print area when an employee is to receive a warning or their quarterly report.

What I would do is request that the payroll department provide you with the sheets on a weekly basis (or a report that summarizes the attendance information) so you can go through them to document time missed for FMLA on the spreadsheet. I used to do the same thing for a company of about 350 and it usually took me only about one hour per week to complete this task so it is not a long drawn out thing.

I hope this helps.

Renie

thank you. I will ask and see what happens.

Renie

Linda,
My boss and I are going to sit down with the payroll Clerk and Manager and discuss our options. I will definately suggest what you have told me!
Thank you! I really appreciate it.

I am looking forward to having a system that works for everyone .

LindaS

Good luck - let me know how it works for you.