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Does Your Timecard Work for You?

05/15/24

Design Your Timecard to Help You Make More Money

The main purpose of construction field crew timecards is to keep track of employee hours so you can pay them properly for the hours they work. Right? Not entirely true. If you also want to know and track accurate job costs, your timecard can become an important business tool to make you more money. To make this happen, you need to design your timecard to reflect how you do business and match what you want to keep track of.

Designed properly, your timecard can become an invaluable tool to track labor production, field quantities installed, company and rental equipment usage, and materials consumed on the job. And then, after gathering the information available from daily and weekly timecards, you can create a production tracking system to give your field foremen and superintendents updated job cost data so they will know how well they’re doing every week on their projects. To design an integrated timecard to work for you, get your estimator, project manager, and foreman together to determine which work task cost codes you want to keep track of.

When you bid a job, the estimator calculates exact quantities of work for each part of your scope of work. For example, to bid a new concrete slab warehouse floor, the estimator ‘takes-off’ the amount of labor, materials, and equipment to form the slab edge, place concrete material, finish the slab, and then strip the forms and cleanup. Each of these operations requires a bid estimate of crew production hours required to perform each task. Your timecard cost code categories must therefore match how you estimate and bid in order to keep track and know actual hours required to do different parts of the job.

By observing the example time card, you will notice how the work is broken down exactly as the estimator bid the job. By having the codes match the timecard, the estimator can then calculate the number of hours required to perform each task after project completion and see if their production rates are accurate and match how they price future projects.

TIMECARD - Concrete Slab

Employee Name: Joe Super

Project: Ace Warehouse

 

 

Hours

Crew Weekly Quantity

Cost Code

Work Description

M

T

W

T

F

Total

 

3401

Form Concrete Slab

8

8

8

 

 

 

600 LF

3402

Place Concrete

 

 

 

8

 

 

370 CY

3403

Finish Slab

 

 

 

 

 

 

20,000 SF

3404

Strip Forms & Clean

 

 

 

 

8

 

20,000 SF

Total Hours

 

8

8

8

8

8

40

 

Company Equipment

 

 

 

 

 

 

 

 

3451

Pickup Truck # 101

8

8

8

8

8

40

 

3452

Generator

8

8

8

8

 

32

 

Rental Equipment

 

 

 

 

 

 

 

 

3601

Concrete Pump

 

 

 

 

8

8

 

Materials

 

 

 

 

 

 

 

 

3801

Form Lumber

 

 

 

 

 

 

650 LF

3851

Concrete

 

 

 

 

 

 

370 CY

3861

Curing Compound

 

 

 

 

 

 

50 Gallons

When team leaders know what they are trying to accomplish, it makes it a lot easier to hit their targets. In order to give your foreman something to shoot for, they must know the quantities they are trying to hit and get a weekly update of how well they are doing. Before the job starts, the estimator should get together with the project manager and foreman to review the bid and quantities allocated to perform the entire job. The foreman then will have a budget to aim at. To keep track of how well the crew is doing versus the job estimate and budget, make sure your foreman records the quantities installed every week as noted on the timecard. This way, the foreman and project manager can review the progress weekly to see if they are staying on budget.

Estimators also calculate the number of equipment hours required to build projects. The timecard can also be used to efficiently track company equipment and rental equipment usage. Set up your timecard to include a listing of all of your equipment. Have the foreman record which equipment is used on the daily timecard. Your accounting manager can then job charge your equipment weekly to the correct jobs based on where it was used. At the end of the job, you can then review the estimate of equipment usage versus the actual hours spent on the projects. Your foreman and project manager can also monitor the budget versus actual for equipment if given updated numbers every week. You can also design your timecard to track the materials used weekly on the jobsite. Have the foreman record what materials were installed or delivered to the job as shown.

Weekly FIELD PROGRESS TRACKING REPORT

Project: Ace Warehouse

 

Date: Week Ending March 1

 

Cost Code

Work Description

Budget Quantity

Actual Progress

Budget Labor

Labor Actual

3401

Form Concrete Slab

1,200 LF

600 LF   50%

120 Hrs.

70 Hrs.    58%

3402

Place Concrete

740 CY

370 CY   50%

96 Hrs.

48 Hrs.    50%

3403

Finish Slab

40,000 SF

20,000 SF   50%

80 Hrs.

40 Hrs.    50%

3404

Strip Forms & Clean

40,000 SF

10,000 SF   25%

64 Hrs.

16 Hrs.    50%

At the end of each weekly pay period, add up the number of hours spent in each cost code work item and compare it to the job budget. Review these numbers with your field foreman every Monday morning to make sure they know where they are and what they have to do to keep their job on budget. Your estimator is the best person to prepare this weekly recap as they clearly understand the cost codes and job budgets. Plus, they will be the first to discover if their estimate is correct or if there are job cost overruns. Note, on the example, the ‘Form Concrete Slab’ hours are over-budget as of the date of this report. By knowing this early on, the field team can make immediate adjustments to bring the job in on-budget.

Knowing where you are is easy if you setup your timecard properly. Have your foreman turn in every field employee’s timecard daily to maintain accuracy. Keep your costs updated every week and make sure your foreman knows if their job is on-budget or not. This will help you make more money.

Business - Commercial Real Estate Industry

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This article contains general information only. Sunflower Bank is not, by means of this article, rendering accounting, financial, investment, legal, tax, or other professional advice or services. This article is not a substitute for such professional advice or services, before making any decisions related to these matters, you should consult a qualified professional advisor.