Typical small business HRMS Systems Attendance tracking capabilities and limitations

Tracking attendance and leave accruals is one of the ways an HRMS system can save an HR department a tremendous amount of time. On more than one occasion, I have seen the large Excel spreadsheet or the paper notebook used to track this information manually. During meetings to review needs, attendance tracking and leave accruals comes up almost 100% of the time.

Typical HRMS systems Attendance tracking capabilities

I want to make sure you understand that what I present here is typical HRIS system or HRMS system attendance tracking capabilities, not absolute capabilities.  The systems I reviewed provide the ability to track multiple attendance calculations using either an accrual method or using a lump sum method based on years of service. As the employee’s seniority increases, they are bumped automatically to a higher accrual or lump sum rate. You have the ability to provide maximum accrual amounts and carryover limits.

To track your attendance information in greater detail, you typically are provided the capability of setting up absence reason codes. For example, for a vacation plan, you may set up only ‘vacation leave request’ as the only reason you are tracking. If, however, your company subtracts unscheduled leave or other types of leave which is not vacation, you may want to track these as well. The more detail you provide up front, the greater ability you have to report on the results.

Showing Vacation balances on checks

If you have an integrated payroll option as part of your HRIS system, you likely will also be provided with the capability of showing the vacation balances on the employees check or direct deposit advice. If you are interfacing to an outside payroll application, this option may or may not be possible. If you want this capability and you are interfacing to an outside payroll application, make sure to address this need with each HRIS vendor you work with during your selection process.

HRMS systems Attendance tracking and Employee Self Service

If you have an Employee Self Service application with your HRIS system, this may provide additional HRIS system attendance capabilities. Employees and managers should be able to review employee attendance balances and history of time off taken. Some systems will allow for employees to request time off and to have their managers approve or reject the time off request based on scheduled time off for other employees.

HRMS Systems Attendance Reporting

Based on my experience, the reporting needs for attendance tracking are fairly standard. With the systems I’ve worked with, I have rarely, if ever, had to create custom reports because typically the reports needed were already created as standard reports. These may include employee time off balances, absence reason by job code, department, location, or division. Some systems may even offer calendar view reports to track the data.

HRMS systems Attendance tracking limitations

Leave is based on hours worked instead of years of service

Unless you have a standalone HR application without payroll or time collection, that system is rarely, if ever, going to track hours worked. Without this field, you run into the obvious problem that you can’t track attendance accruals if the employees’ accrual or lump sum rates are based on time worked. If you track accrual rates or lump sum rates by hours worked, you might be better off to see if your payroll or time collection system provides the capability.

Non standard vacation plans

If you have a plan that falls outside of the typical accrual or lump sum plans addressed earlier, you may run into problems finding any HRIS system to track this information. Just be sure to run your plan details by the HRIS vendors you evaluate before making your HRIS selection. If you are unable to find a system to track your unique plan, you may have to either custom create an application or change the plan itself. As a general rule, the attendance plan tracking of the systems I have reviewed are not very flexible when it comes to tracking the wide variety of unique attendance plans individual companies may maintain. As part of your needs assessment, be sure to address this issue with each vendor.