By Ramya Dilip

HR Software / HR System is a primary tool for the HR managers to manage the employees payroll & benefits efficiently. A good HR system increases the productivity & accuracy of the calculation and employees can manage their own details efficiently by self servicing portal. In typical a HR system should comprise of the features as below.

Biometric System:

Employees may misuse the time capturing system or can give excuses of forgot to bring the employee card or loss of card in traditional punch card machine / proximity card system. In biometric system employee finger is their employee card, biometric system captures the employees start & end work timing accurately.

Time Attendance Software:

Time attendance software captures the data from biometric system and calculates the lateness, early leaving & overtime based on the shift pattern & rule setup.

Payroll Software:

Employees may get salary by monthly fixed amount or daily rate or hourly rate. Payroll software calculates the employees salary based on their payroll setting & attendance details captured from time attendance software. Payroll software generates the pay slip which can be given to the employees by sealed pay slip paper or can be sent via e-mail.

HR System Functions

HR system helps administrators on tracking employee information, training records, performance appraisals, assets assigned to employees, staff accident & insurance records, etc

Human Resource Training Module

The training module manages information relevant to employees training history, training course availability and training cost. It can also keep track of your organizations financial investment in training. HR also defines the skills associated with completion of course and able to save attachment of transcripts or scanned documents. HR training report shows course information such as course code, date taken the course, cost and start and end date for the training course, institution organized the courses, course name, cost for the course, durations, result attained and remarks.

Human Resource Appraisal Module

The appraisal module manages information pertaining to employees performance appraisals. It allows HR to define setup by each job grade with point systems. This report shows name of person doing the appraisal, appraisal date, next appraisal date, user defined appraisal criteria and remarks.

Human Resource Insurance Module

The insurance module allows HR to define the various hospitalization and medical scheme and enable employees to select the right coverage and to keep the necessary dependent information up to date. Insurance reports shows insurance code, description, plan, start & end date, duration, insurance amount, amount premium paid, details and remarks.

Human Resource Accident Module

Accident records module is used to store employee accident details such as vehicle, accident, fire outbreak, etc. The purpose of the following features is to allow user to enter employee accidents details for investigation and reference purpose. This report shows accident detail, date, time, cost involved, insurance claim amount, reason & remarks.

Human Resource Asset Module

The company asset module is used to store inventory items issued to employee such as Security Pass, Uniform, handbook, Pen, notebook etc. The purpose of the following features is to allow User to enter records of company issued items to employee as well as to allow user to de-kit at the end of their employment if required. Assest report shows information such as description of asset, serial number, issued date & returned date, quantity, cost & remarks.

About the Author:

HR Software | HR System | HR Software Singapore Payroll Software Singapore Singapore Payroll Software

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Employee Embezzlement: Detect and Deter

by

i-Sight Software

Kickbacks, payroll fraud, false reimbursement claims and the use of company credit cards and accounts for personal expenses are all issues of employee embezzlement. Employers are faced with these issues on an all-too-frequent basis. As employees try to become more creative with their embezzlement schemes, employers can fight back and put up internal “road blocks” to help deter employees from getting their hands on money that isn’t theirs.

One of the harshest realities regarding employee embezzlement is that it’s usually conducted by employees who have gained significant levels of trust from their superiors. Embezzlers usually begin by taking small sums of money, and if they realize they have yet to be caught, can continue taking money for many years, equating to significant losses to your company. Signs of Embezzlement There are many different signs that signal the presence of embezzlement. Sometimes it’s can even be company policies and the roles and responsibilities outlined in employee job descriptions that make it easier for embezzlement to take place. According to the article ‘Embezzlement: Everything You Need to Know ‘ by Stephen Linker, organizational conditions that create an open door for embezzlement to occur include the inadequate segregation of duties, lack of employee training and understanding regarding company policies and the consequences for violating them, high turnover rates, failure to consistently enforce standards and policies or punish violators and operating in an environment that frequently acts in ‘crisis’ mode. Aside from the organizational conditions that increase the opportunity for embezzlement, you can also observe changes in employee habits and discrepancies in financial reporting and accounting statements to identify embezzlement. In the FindLaw.com article “Embezzlement Warning Signs”, they state that other key signs that point to the occurrence of embezzlement within the workplace include: – Untimely and unorganized financial statements and reports. – Unbalanced accounts, altered check amounts and the occurrence of duplicate payments. – Creation and payments made into false accounts that have matching addresses to that of an employee. – Unexplained losses of company funds. – Missing documents related to account, payments, etc. – Unexplained or unauthorized charges to company accounts. – An employee refuses to take vacation, works long hours. – Alterations in an employee’s lifestyle- high medical bills, divorce, gambling problems, living beyond means for salary level, etc. – Bank deposits delayed or made on an inconsistent schedule. Embezzlement Prevention There are a number of measures that employers can take to reduce the number of opportunities within the workplace that allow embezzlement to occur- the chance that you can prevent embezzlement altogether is a bit of a stretch. 1. The separation of duties and task rotation are some of the best measures an employer can use to reduce the opportunity for employee embezzlement. When rotating tasks, if an employee is guilty of embezzlement, chances are, they will protest and try to remain in control of any process that involves access to or the handling of money, so that another employee cannot uncover their scheme. 2. When creating job descriptions, outlining employee responsibilities, company codes of conduct and ethics, as well as any other workplace policies, conduct a risk assessment to identify vulnerabilities that may expose the company to embezzlement. Also identify pressures or tasks that could motivate an employee to turn to embezzlement, money handling procedures that do not require enough checks throughout the process, compliance with legal guidelines and any other weaknesses that increase the risk of embezzlement. 3. Another way to help detect and prevent embezzlement is through the use of internal reporting systems. Internal reporting systems allow employees to report any issues of observed misconduct or awareness of financial fraud that is occurring within the organization. Sarbanes-Oxley requires financial firms to have an anonymous reporting system in place, making employees more comfortable when reporting misconduct, since their name isn’t attached to the allegations. Internal hotlines and reporting systems are the number one tool for identifying misconduct within the workplace, as it is usually an employee’s peers who are aware of any forms of misconduct before they make their way up to top level executives to deal with. Solutions such as i-Sight Investigation Software make it easy for new cases to be documented and reported through a variety of intake channels. i-Sight is a customizable solution, designed to meet the unique needs of each individual company and has built in rules to maintain compliance with legal regulations throughout the investigation process. i-Sight uses alerts and centralized case information, making it easier to manage the investigation process from the time a new misconduct tip is received, through to the reporting stages and conclusion of the investigation. The article “Embezzlement Prevention and Detection” by Vincent Ruocco, LLC, CPA, advises management to conduct the following three steps when establishing policies to make embezzlement difficult for employees to conduct: – Adopt a policy of mandatory vacations and mandatory duty rotations. It is not uncommon for the embezzler to interfere with the customary workflow to effect the embezzlement. However, if your policies require the embezzler to give up control of his/her work, he/she will recognize that the fraudulent scheme might be more easily detected, and thus be detoured from committing the illegal act. – Don’t hire thieves. This means that if you intend to place an individual in a position of trust, you should conduct a background check. The typical background check involves employment and education verifications, reference checks, criminal conviction checks, drug screenings and a credit check. You may need the candidate’s consent prior to conducting some components of your background check, so you should seek the advice of a qualified attorney. – Conduct periodic surprise internal audits. These are most effective after identifying high risk areas and designing procedures to achieve the desired objectives. It is not uncommon for management to engage a qualified CPA to help them plan the audits and perform the procedures. It is important to note that simply knowing that the organization has a policy of conducting surprise internal audits can act as a deterrent to the would-be embezzler.

http://www.artcpas.com/Embezzlement%20Prevention%20and%20Detection.htm

http://smallbusiness.findlaw.com/business-operations/accounting/accounting-embezzlement-signs.html http://www.envoynews.com/rwcpas/e_article000990340.cfm

Article Source:

Employee Embezzlement: Detect and Deter

“Can gratitude be part of a process beyond its moral trappings?”

Gratitude is not just a matter of good gesture but provides a far deeper impact on one’s life and attitude. It provides the charm for any help done to anyone. Gratitude makes one of the pinnacles of humanity, which is seen in action and stands better than mere words. As Henri Frederic Amiel says-

“Thankfulness is the beginning of gratitude. Gratitude is the completion of thankfulness. Thankfulness may consist merely of words. Gratitude is shown in acts.”

Have you ever wondered what is that one more important thing that keeps employees motivated to be the best self at work day in and day out? Appreciation. While words of appreciation and encouragement might be validating, they’re fleeting beyond a point.

Attracting talent is crucial, but what is more important is recognising talent in the workplace. Not just that: In the crossroads of people and change, carrot and stick, smarter rewards, and speedy perks, it is critical for HRs to create a reward strategy that articulates the expectation of both employer and employees.

Recognition in the Workplace:

Human interaction involves gratitude which helps to cherish the relationships among each other. It is more pronounced in any workplace which involves people willing to cooperate to combine skills and merit to produce necessary solutions. Skyhigh Marketing in their book” The Side effects of “Thank You” brings out the merits of Gratitude such as:

• Ensure high productivity – Gratitude generates happiness which makes dopamine released to the brain, making it more productive
• Reduced Stress Levels – Practicing Gratitude on a regular basis would help to reduce stress hormones. Being grateful ensures emotional and physical resilience
• Foster Healthy Lifestyle: – Two major indicators of healthy living are the sleep patterns and immune system. Gratitude acts as a catalyst to attain happiness and joy
• Social Recognition: Social sense of gratitude helps in building a healthy work culture between employers and employees
• Increased focus at work: Recognition does not just foster health and happiness but it is a prime factor to increase focus at work.

Economical Aspects:

In the” The Side effects of the “Thank You” book, the authors describe the varying costs and effects of losing and rehiring an employee. This is prevalent in low paying jobs with high turnover rates as these jobs do bear pressure and thereby lose productivity and are the major cause of attrition. This goes higher in costs connected to high paying jobs also.

The best way forward is rather simple. Coming up with sturdy rewards and recognition strategy! At the end of the day, that’s the best way to let your employees know that they’re doing well.

Companies must invest more in building strong reward and recognition programs and must use modern technology such as a unified HRMS software in order to track the mood and morale of the employees and determine how to increase productivity by keeping employees motivated at work. An end to end HR Solution like Darwinbox, Cake HR, Bamboo HR, Namely etc can help in tracking productivity, giving and receiving effective feedback and appreciating and recognising employees by enabling peer-to-peer recognition. This will help in building a culture of recognition and gratitude at work.

Impact of Recognition In Times of COVID:

Many would like to show gratitude in the best of their times but rarely at the lowest point. And it becomes even more difficult to express gratitude when everyone across the world is under a crisis like COVID. A pandemic forces people not to interact, not to converse face to face, which would make people feel agitated when they are all alone at home with zero social life. The tendency will prevail as the work from home culture evolves to be permanent. Therefore, now when more than half of the corporate population across the world are working remotely it becomes even more important for HRs to focus on recognition to keep employees motivated which in turn will enhance productivity at work.

“As we express our gratitude, we must never forget that the highest appreciation is not to utter words, but to live by them.” – John F. Kennedy

While formal recognition programs like annual employee awards are valuable, recognition shouldn’t be restricted to once in a year affair. It should be continuous and holistic. HR should encourage managers to recognize their reportees and peers in impromptu ways. With employees working from home, managers could start their virtual meetings by calling out good work done by the employees from the past week. In addition to regular meetings, managers should also encourage their team to set up virtual celebrations where anyone can voice their appreciation for each other. These virtual get-togethers can help foster connectivity at a time when people need it most.

Ways of Gratitude:

Gratitude is not a measurable quantity that can be judged but seen as a matter of human quality which is inseparable from motivation and productivity. This is the key to a healthy and productive workspace, enabling gratitude to be a primordial virtue.

A way of recognition is by peer to peer appreciation where colleagues could show the impact of gratitude more profoundly, enabling the workplace to be holistic and stress-free. This would be more crucial when the workplace is online oriented, where the colleagues are unable to meet face to face in this crisis.

Another is to create a ratio where both praise and criticism is used to judge a service or event on an employee. This may at least force the employee to work more to better interact with their peers and clients. The measure of gratitude should not restrict to only this ratio, but also involve the following methods(Summer Allen, “ The Science of Gratitude”)

• The Gratitude Adjective Checklist(GAC)- This involves the employees to report a 1- 5 scale on the basis of these adjectives of gratitude, thankful and appreciative for any time period.
• The Gratitude Questionnaire(GQ-6) – It is designed to measure the level of gratitude of a person as a “ trait gratitude” using a 6 value set.
• The Gratitude Resentment and Appreciation Test(GRAT)- Another way to measure trait gratitude, with a rating system on a series of statements

These ways are only possible if the workspace encourages trust-building, promotes transparency, be open and tolerant of others’ views and opinions. It’s only possible if the workforce engages itself towards the feeling of esprit de corps. To express such an approach of gratitude, it is recommended to adopt these three simple practices at work.

• Formulate a reward strategy
• Maintain a recognition journal
• Come up with innovative ways of recognition like-

1. time-off to be used at a future date,
2. free breakfast or lunch for those still coming into work,
3. gift cards to local restaurants

By Lawrence Reaves

The health risks associated with asbestos exposure are better understood today than they were several years ago. The major health factor associated with asbestos exposure is mesothelioma cancer. Asbestos is a substance which is chemically composed of impure forms of magnesium-silicate fibers. Asbestos was once widely used because of its durability and heat-resistant qualities. The authorities placed it on a ban after scientists linked exposure to the substance to mesothelioma and other lung conditions. These conditions were widely noticed among certain categories of workers in occupational areas such as the military, builders and contractors.

Workplaces Prone to Asbestos Exposure

The Environmental Protection Agency maintains that the insulation in many buildings in the US contains asbestos. Workplaces which carry the greatest risk of asbestos exposure are:

1. Railroads

2. Shipyards

3. Factories

4. Gas mask manufacturers

5. Construction sites

6. Mines

7. Insulation manufacturers

Even within this short list of high-risk work places, there are workers who are more at risk than others. For example, workers on a construction site are at a greater risk for asbestos exposure than those who work in a company which manufactures gas masks.

The 5 Most Common Jobs with Asbestos Exposure Are:

1. Railroad workers

2. Ship builders

3. Factory workers

4. Construction workers

5. Miners

These occupations are high-risk for exposure to asbestos because workers interface directly with materials that contain the fine asbestos fibers. When inhaled, these fibers cause asbestosis, pleural mesothelioma or other forms of lung cancer to develop. Family members of these workers are at risk for secondary exposure to asbestos. This happens because the workers gather asbestos dust and fibers on their clothes which they then take home.

The Environmental Protection Agency (EPA) banned new uses of asbestos in the USA, but in 1991 their efforts to have most uses of asbestos banned by 1997 fell through as the US Federal Court blocked this action. One blogger, Asbest21, stated in a post on Blog Carnival that manufacturers were aware from as far back as seventy years ago that asbestos was hazardous, but they kept that knowledge hidden. Workers exposed to asbestos were not given sufficient warning of the associated dangers in the mid-1960s.

Seeking Redress for Asbestos Exposure

Many workers exposed to asbestos and who later develop mesothelioma or other lung conditions go for years without realizing that something is wrong. This form of cancer takes up to twenty or forty years to manifest itself. This means that people exposed to asbestos can live normal lives for several years before realizing that their health is deteriorating. The nonspecific nature of the symptoms of mesothelioma can further delay the detection and subsequent treatment for the condition.

Conclusion

Despite the efforts of the Environmental Protection Agency to advocate for the health of workers exposed to asbestos the threat remains high for some workers. These workers face the risk of developing the associated conditions of asbestos exposure. It is best that workers exposed to asbestos receive regular screenings to have early detection of any developing condition. Feeling healthy and having no apparent symptoms are not valid reasons to avoid having regular screenings.

About the Author: Lawrence Reaves writes about

asbestos lung cancer

and

asbestos in navy ships

and other locations. He gets his information from AsbestosNews.com.

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