4/30/2015. Automating the Payroll Process. Why we went from paper to an electronic time and attendance system

Transcription

1 Automating the Payroll Process KRONOS FOR SERVICES & DISTRIBUTION Cathy Gregory CSFO, Chambers County Schools Why we went from paper to an electronic time and attendance system Increasing need to be able to retrieve data about hours worked by employees Fair Labor Standards Act Family Medical Leave Act Affordable Care Act Department of Industrial Relations Manual calculations for extra pay due employees Burdensome/time consuming Clerical errors Locating timesheets Objectives/What we wanted to accomplish with an electronic time and attendance system Automate payroll process for all employees Reduce workload for secretaries/principals 3

2 Selling it to Superintendent and Board Ability to automate the payroll process Time worked Absences/leave taken Tie substitutes to employee for GL coding Able to handle two time zones Ability to include bus drivers 4 Selling it to employees Punches on the clock accurately report time worked each day Allows employees to have access to leave balances in real time (Employee cannot request/use more leave than is available) Non-exempt employees can see calculations of time worked each day and cumulative totals for each workweek Elimination of clerical errors caused by manual input 5 PROCESS FOR IMPLEMENTATION 6

3 Implementation Project Team CSFO, Payroll Clerk, HR Manager, Technology Director, Network Administrator Design of the program Kronos training for project team Installation of time clocks Picture ID badges with magnetic strip for all employees and substitutes Testing of system 7 Implementation Reviewed the Kronos Time and Attendance System at Principal s meeting Model sites Central Office, Elementary School, Middle School and High School Trained principals and secretaries for the model sites Central Office/Project Team attended a faculty meeting at each site to train employees at the model sites Allowed employees, principals and secretaries at the model sites to play with the system prior to start date of implementation (wiped out data before going live ) 8 Implementation Went Live with model sites on February 9, 05 Trained remaining principals and secretaries Set up a training schedule for faculty meetings at remaining sites Went Live with all remaining employees on March 9,

4 OVERVIEW OF SYSTEM 0 Devices Time Clocks ipods App Computer Smart Phone App Employees clock in and out daily Swipe ID badge on time clock CNP employees use Quick Timestamp on computer Enter employee ID number and password Mobile app for bus drivers In rural areas with no wi-fi signal, punches are stored in the device When the employee has wi-fi signal, they log in to the app and the stored punches upload automatically 4

5 Non Exempt Employees Record of Duty Free time 30 minute automatic duty free/lunch deduction Employee is prompted to answer question Did you take your 0-30 minute duty free break today? Answer = Yes, punch is completed Answer = No, employee is given the following options: Break was less than 0 minutes Break was longer than 30 minutes If break was longer, employee keys in/out time 3 Substitutes Clock in as a substitute on a time clock Substitute chooses the employee for whom they are working from list of employees on the clock Clock out/in for duty free/planning period Clock out at end of day CNP subs have these options on Computer Quick Timestamp Bus Driver subs have these options on mobile App 4 Job Transfers Employee can choose job transfer on time clock or mobile device Teachers Credit Recovery After School Detention Homebound Bus Drivers QR codes for bus drivers to scan in offline mode Career Tech Routes Field Trips 5 5

6 Time Off In Kronos, employees enter a leave request for time off Computer Time Clock Mobile App Request can be entered before or after date of absence Request is routed to Principal/Manager for approval Employee can cancel request for leave 6 Auto Resolve - Unpaid Absences - set to automatically resolve to unpaid When employee enters leave for the absence (and leave is approved by the manager/principal), the auto resolve/unpaid is removed from the employee s timesheet Shortfall for non-exempt employees When a non-exempt employee does not work the number of hours required by their contract, the shortfall for the workweek is set to automatically resolve to unpaid Auto resolve/unpaid is removed when employee enters leave for the amount of time short for the week (with manager/principal s approval of leave) 7 PAYROLL PROCESS 8 6

7 Step : Nextgen Data Entry Name and Address to populate Demographic Information Position Data to update current, primary position 3 Job Record Data for any employees without positions 9 Step : Demographic Export Demographic and Job Data is electronically transferred from Nextgen to Kronos in a nightly export Look-up tables are utilized in Kronos to assign specific rules and profiles 3 Leave balances are updated in Kronos 0 Step 3: Data Collection Regular punches are captured Add Punch Delete Punch View Accruals View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 7

8 Step 3: Data Collection Job Transfers Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard Step 3: Data Collection 3 Substitute Punches Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 3 Step 3: Data Collection 4 Missed Punch Requests Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 4 8

9 Step 3: Data Collection 5 Time Off Request Add Punch View Accruals Delete Punch View Schedules Cancel Meal Deduction View Timecard Review Punches Approve Timecard 5 Step 4: Approvals Time Off and Missed Punch Requests are electronically approved by Principals Timecards are electronically approved by employees 3 Timecards are electronically approved by Principals on an individual basis or by mass approval 6 Step 5: Payroll Certification Verify timecards are complete Verify substitute entries 3 Follow-up with schools on outstanding issues 7 9

10 Step 6: Data Export Leave taken and hours worked file is generated Files are imported into Nextgen 8 Step 7: Nextgen validation Review error logs and make corrections Reimport once all corrections are made 3 Modify G/L s and complete input pay on extra substitutes 9 Step 8: Process Payroll Review Input Edits and Prior Period Comparisons Submit ACH, Print Checks, Post and Update Payroll 30 0

11 Payroll Flow Chart with Kronos Setup Nextgen Demographic/People Export from Nextgen to Kronos Data Collection Approvals New Hires Substitutes Job Transfers Terminations Look up Tables for default settings Reset leave balances Regular Punches Substitute Punches Job Transfers Time Off Request Missed Punches Employee Approval Supervisor Approval Payroll Certification Data Export from Kronos to Nextgen Nextgen Validation Process Payroll Verify timecards Check sub entries Issue log Follow up Leave Taken Hours Worked Check Import Error Logs Finish Input Pay on Extra Substitutes Check Edits Compute Payroll Process ACH/Checks 3 Benefits with the Kronos Solution Advanced functionality at the Kronos InTouch terminal 6 ACA Reporting Mobile/Tablet functionality 7 How to handle summer 3 Seamless calculation of straight time and overtime 8 Sick Bank Automation 4 Substitute Automation 9 Expedited implementation K- Expertise - Rob Tibbs Rock Star Rob 5 Whit Colvin s Best Friend 0 State Contract / US Communities 3 Looking Back We have been on Kronos through payroll cycles Still encountering new/unique situations that we are working through Kept paper timesheets parallel for comparison Communication/Training is key Communicated with administrators through the process so they could anticipate what to expect and be able to communicate to their faculty Key for us, that central office staff did the training at school sites --- make sure that everyone got the same information Additional training for principals and secretaries 33

12 Looking Back Most challenging group bus drivers Not only a new way of recording time, but new technology devices for them to learn Overall, they accepted the change and want to do it right Resulted in a LOT of calls wanting to be sure they were doing it right Many one-on-one conversations Continuous reinforcement Some confusion with off-line mode Additional training 34 Looking Back Important for employees to approve timecards weekly Important for principals and secretaries to stay on top of issues to get them resolved timely Chain of Command Employees are to report issues to Principal/Secretary Principals report issues that they are not able to handle to the central office staff 35 Questions? 36