December 30, 2022

How can VisionERA help Verify Time Sheets and Reconcile Vacation Balance?

Learn how VisionERA can help the HR department with time sheets and reconciliation of vacation balance.

From recruiting to salary disbursement, the HR department has a series of work. However, today we will be talking about the latter part. 

Salary disbursements can be tricky considering the number of workforces in the organizations are rising. It accounts for hundreds and thousands of employees whose salaries are processed for the hard work they put in. Correct processing of salaries is also important because of tax purposes by the end of the fiscal year. Yet, there are times because of manual processing and tons of work, HR teams can falter and can be put under scrutiny. However, the reality is that they are simply overworked. 

To help you resolve the problem, we will be discussing the various vacation types, the traditional processing (in a generalized sense), and how VisionERA can help in the heavy-lifting of vacation balance reconciliation automation.

Different Types of Paid Vacation

There are several types of vacations that are provided to an employee in an organization. These are:

#1 Vacation Days

These are given to employees to travel and spend time with their families. These are paid off as they help employees rejuvenate their physically and mentally draining work schedules. However, the number of vacation days provided to an employee in an organization can vary.

#2 Sick Leave

Sick leaves are provided to employees during the time of an injury or illness. These are basically to promote taking leaves during sickness and to stay at home & recover. These are common in organizations however not every country or state in the country has made it a mandate for organizations to follow.

#3 Personal Time

These are offered to employees for completing their personal chores. For instance doctor’s appointments, vehicle checkups, relocation to different apartments, etc. This type of vacation doesn’t require any special reason.

#4 Bereavement

These are provided to employees in times of a family loss. If there is a relative that has passed away then these are provided to employees for coping and preparing for the funeral. The number of leaves provided in this case depend on the relationship of the employee with the deceased person.

#5 Parental Leave

These are maternity leaves provided to employees. In some organizations to a certain degree, these leaves are paid for. However depending upon the federal laws, these can be unpaid depending upon the scale of the company.

Above were some of the common examples of paid vacations that are provided to employees. Adding to it, there are plenty of other types of leaves such as privilege leave, casual leave, jury duty, voting time, compensatory leave, etc. It is important to understand that different companies in different countries can use different glossaries or words for describing a similar type of leave.

How are Vacation Balances reconciled by Human Resource?

Ideally, the process of calculating vacation balance is traditionally fulfilled in a company by following the steps below:

  • Reviewal of the number of hours an employee has worked in the week.
  • Calculate the number of hours liable for overtime payment.
  • Calculate the gross pay of the employee based on the data calculated above.
  • Figure out the number of holidays taken and whether the leaves were paid for or unpaid.
  • Deduct the paid and unpaid leave from the gross payment based on hourly or daily wager.
  • Calculate the net income of the employee.
  • Process the payment to the employee using the preferred payment method.

Limitations of Manual Reconciliation of Vacation Balances

Majority of times, reconciliation of vacation balance happens for two primary reasons i.e.

  • Calculating the net monthly salary of an employee
  • Leave encashment for remaining leaves of the employee by the year end ( it is optional in many organization)

To scoot through the process, the HR executives & clerks have to go through huge piles of documents. Although, if the organization is small-scale, the complexity is much lesser considering the strength of employees ranges between 10-30. Even in cases of up to 50 employees, things seem a lot more manageable. However in mid-size companies and especially large organizations, the strength of employees can range from a few hundreds to even thousands and sometimes even in the range of hundreds of thousands.

In such circumstances, the manual procedure to handle the same task is simply not enough. It can give rise to multiple issues such as overpayment, underpayment, and sometimes missed payment. It is an industry wide problem that employees who have missed payment more than once are more likely to switch. This shouldn’t happen simply because of negligence or ignorance.

To deal with this problem, organizations can take advantage of automation platforms. Platforms that can enable document automation, and provide consolidated & verified data in a matter of minutes. This would help in reducing the workload by ten folds and also the chance of an organization to lose an exceptionally good employee.

VisionERA - Automating Timesheet Verification and Vacation Balance Reconciliation

VisionERA is an intelligent document processing platform. It enables processing of unstructured documents from huge piles of documents. In this case, the HR team can simply create batches of documents from the attendance management system and process them through VisionERA for aggregating data and calculating vacation balance. Our platform allows the user to create their own workflow and decide the data points that need to be extracted beforehand. 

Below are the steps followed on VisionERA to automation vacation balance reconciliation:

  • Batch upload of attendance sheets onto VisionERA
  • Extraction of data points from the attendance sheets.
  • Extrapolation of data into spreadsheets or any downstream application.

Once all the data is aggregated into a spreadsheet, it becomes a lot easier for HR clerks to calculate the leave balance. In fact, VisionERA itself allows mathematical calculations that can be implemented with the right right setup of workflow. Once the system is laid in place, the only manual task would be updating timesheet documents to VisionERA.

Note: Currently, VisionERA can be implemented in your organization at $ invoicing.

Want to learn more about VisionERA and its compelling features, simply set up a demo with our automation expert by clicking here. You can also use the trial version and see for yourself.

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