Taking a Closer Look at the Legality of Biometric Time Clocks

Many companies have already made the switch from a regular time clock to at least a card based time and attendance system. Some companies have even gone the extra step to utilize biometric time clocks instead. The reason for the switch is to make sure that there are fewer problems with the amount of hours employees are supposed to be working as opposed to what they are being paid. Of course, just because you are looking to have more honesty in the checks coming from payroll services does not mean that it is what is best for your company.

The problem lies in the fact that many employees hold on to the belief that providing biometric data constitutes a violation of their privacy and a violation of the law. In most states, there is no law which says that these types of machines may not be used, but there are restrictions which have been mandated. It is important to educate your employees on why such a system is important to the business. Of course, if you have employees working out of the office, there are other means by which verification can be obtained.

Legal Restrictions

In states like Washington, Illinois and Texas there are restrictions on the manner in which biometric information can be obtained and stored. Even if there are no restrictions in your state as of this moment, it does not mean that there are no restrictions coming in the near future. It is important to consider the manner in which you inform your employees about how the information is being used as well as what will happen to the information after they are no longer working at the company any more. Being proactive will help to keep you from playing catch up if a new law is passed.

Employee Education
Whether you educate employees one at a time or as a group, it is important to make sure that all employees have the ability to understand why the company has made the switch. Make sure that they understand that it is a simple protection over the money that they are paying out to small business payroll services. It may help to let them know how much money the company loses every year due to time theft and how these problems can be alleviated using the new system. Drive the point home by reminding them how recovering the money can mean possible wage increases.

Remote Verification
More employees have been working from home to cut down on the needs of the office. The change has also been made as a way to prevent employees from asking for raises. They feel the ability to work from home is a privilege. All the same, it is understandable that as a company you want to make sure that your employee is at their computer doing work. Using such things as IP Address peripherals to see just who it is who is at the computer. The software used brings a whole new element into the discussion.