Approving Time Records

Roman

Our organization has 270 co-workers. This month we are implementing a new time and attendance procedure by which everyone will log into a computer instead of using punch cards or time sheets. Each pay period supervisors must review all time records and approve the information before it is released to payroll. Since everything is electronic, is there still a need to have requests for Paid Time Off documented by using a paper request form? Currently time off is documented by the use of the punch cards and time sheets in addition to being tracked in the computer payroll system. With the new system, we would have no paper document that PTO was requested unless we use a request form.

System

Some of it depends on what your PTO policy states as far as requesting time off. If you just allow employees to use PTO without prior approval from mgmt, then forget the paper trail. But if you wish to control the use of PTO for scheduling and operational reasons, have them formally requst the time in some manner. If you want to stay electronic, have them request time off by e-mail, with the supervisor approving or disapproving by responding to the e-mail request.
If some ee's don't have access to e-mail, have them continue to submit requests for time off forms for approval by mgmt. It's really just a matter of preference as to how much advance notice you need or require. You're pretty much free to do whatever you think works best for your organization.