Timeclock chaos
karenmc
63 Posts
I am being told by our OSHA/safety trainer that we can be held accountable if in an emergency we can not provide an accurate head count of the employees in the building. I sent out a memo and asked that ALL employees clock out when they are not on the premises and suddenly I have opened Pandoras box. The exempt employees think we are clock watching them and they are throwing a fit. All I'm trying to do is keep an accurate head count and have explained that to them. With over 150 employees in the building the time clock seemed the best answer. All front office exempt employees have the timeclock on their PC. So far I've stood my ground but can feel a tidal wave coming. Is what our trainer saying correct and am I jeopardizing exempt status by making them account for their whereabouts?
Comments
edit:
p.s. you are not jeopardizing exempt status if you track exempt employees' time in the building. You are ok as long as you are not basing pay on the hours worked that you are tracking.
[url]http://www.dol.gov/dol/compliance/comp-osha.htm[/url]
But, I think he's on the wrong track if he suggested the time clock method. First, you more than likely will not be near a computer after the emergency and won't be able to get at the information and secondly, the power is going to be off more than likely and the information would not be at your disposal even if you could get to the computer.
Most systems have in place a clear designation of zone captains or whatever you want to call them who are responsible for head counts at specific locations. Assembly at specific locations during and after the emergency UNTIL RELEASED BY THE CAPTAIN, is essential to the accuracy of headcounts. In order for any of it to work, you have to plan, publish and practice. When everybody becomes the quarterback, nothing works and a headcount nor anything else will be possible.
But, you are not going to have a peaceful disaster during which you can calmly bring up a screen to tell someone who is in the building or punched out. In fact, OSHA would criticize such a disaster plan were you to have that as your plan.
It is in the emergency plans requirement for fire, tornadossssss, hurricanesssss, and the likes. There is gathering place and a head count required. As Don stated you can not count on the time clock in an emergency even if your power remained on. A quick exit does not mean chaos at the time clock, before I get to jump into the ditch or where ever to save my "Hind Quarter"!
PORK
As for tracking who is in the facility and when, all exempts are required to notify the receptionist when they leave the building or if they are not going to be in the office for the day. This list is kept right at the receptionist desk as well. The employees are not required to say WHY they won't be in, although most do and we don't have any problems with compliance.
Suddenly this has become a Dilbert cartoon. Thanks for letting me be in it. x:-)
Technology is great but there are times when you need to rely on manual systems. In our emergency procedures we describe the use of a Buddy List. This list is posted in 8 different areas of our company. The "Captains" know to grab the list and run to their particular meeting area. Each group of buddies, no more than 5, know to look for one another and would also know if one of them is out of the building or absent for the day. THey assemble in their meeting area and the Captain checks them off on his list. Viola! All heads are counted.
The Buddy List is kept up to date on a monthly basis, more frequently if you have turnover or additions to staff.
Oh, the Buddy List can be on the computer.
Oh, am I on your old biddy list, Buttercup?