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In human services, especially when supporting adults with intellectual and developmental disabilities (I/DD), getting time and attendance right is non-negotiable. Whether it’s ensuring your payroll is accurate, your billing is compliant, or your team is fully accountable, errors in timekeeping can lead to stress, lost revenue, and even audit citations.
Unfortunately, many providers fall into the same traps, especially when juggling paper systems, last-minute scheduling changes, and limited oversight across field-based staff.
We talk with a lot of providers, and we’ve learned how to avoid the most common pitfalls by pairing clear processes with smart tools like Quick Solve Plus (QSP). Here are the top 5 time and attendance mistakes we see and how you can prevent them in your organization.
Mistake #1: Relying on Manual Time Entry
Why it’s a problem:Paper timecards or spreadsheets are prone to missing clock-ins, incorrect hours, and fudged numbers. There’s no automatic error check, and supervisors often don’t catch issues until it’s too late.
How to avoid it:Use a digital timekeeping system hat allows real-time clock-ins and outs linked to the staff schedule.
Mistake #2: Not Integrating EVV and Timekeeping
Why it’s a problem:When Electronic Visit Verification (EVV) lives separately from timecards, you double your work and increase your chance of inconsistencies during audits.
How to avoid it:Choose a software that has EVV built into the scheduling and timekeeping flow. Staff log shifts, locations, and visit verifications in one step, saving time and reducing mistakes.
Mistake #3: Letting Missed Clock-Ins Go Unchecked
Why it’s a problem:If staff forget to clock in or out, and there’s no system for tracking those errors, they’ll become habitual. Worse, you may end up billing for hours that can’t be verified.
How to avoid it:QSP sends real-time alerts to supervisors for missed entries or anomalies. This allows for same-day corrections and coaching, not post-payroll chaos.
Mistake #4: Inconsistent Shift Assignment and Tracking
Why it’s a problem:If staff are allowed to float or clock in outside of scheduled shifts, it’s difficult to verify authorization, billing caps, or even who was supposed to be where.
How to avoid it:With QSP, staff clock in directly from their assigned shift, reducing off-schedule clock-ins. Supervisors can lock shifts or require approval for changes, building structure and trust.
Mistake #5: Not Using Reports to Catch Trends
Why it’s a problem:Time and attendance problems don’t always happen one at a time, they happen in patterns. Without regular reporting, you miss trends like chronic tardiness, under-staffing, or fraud.
How to avoid it:QSP’s reporting tools let you run audits by staff, shift, program, or region, giving you clear visibility into attendance health across your entire organization.
Time to Level Up Your Systems
The good news? All of these issues are 100% preventable with the right processes, tools, and team training. We’ve seen providers reduce timecard errors, prevented missed billing, and streamlined our audits by using QSP’s time and attendance features.
Want to stop chasing timecard corrections?Explore how QSP helps prevent time and attendance mistakes
Related article: Time Theft, Turnover, and Tracking: Solving Attendance Issues Before They Start
