Rockingham County’s 600 employees are spread across a range of departments, including finance, HR, the county attorney’s office, registry of deeds, sheriff’s office, jail, county nursing home, and an assisted living facility. The county’s seven unions have different bargaining agreements with a variety of pay and work rules. Updating the county’s prior timekeeping system to match changing pay and accrual policies was difficult and expensive. Most departments were using an automated timekeeping solution, but it couldn’t handle the bailiffs’, nurses’ and unions’ complex pay rules without costly changes. All sheriff’s office employees filled out timecards before the office manager calculated their pay using a matrix with pay codes and then sent the information to payroll for processing, a complex, time-consuming process.
What Rockingham County needed was a solution that could:
- Configure a wide range of pay and work rules in the system to meet all groups’ requirements
- Automatically calculate the complex and varying pay rules of all departments and unions
- Ensure all employees are paid accurately to mitigate potential compliance risk
- Electronically submit payroll-based journal (PBJ) information about the county nursing home’s employees to the Centers for Medicare & Medicaid Services (CMS)
“In the nursing department we have over 90 pay codes, including 15 percent bonuses and call-in pay codes, which are based on shifts, weekends, holidays, and overtime, and each zone of that gets a different pay code. Having a work rule that put the right pay code in for those hours [in Kronos] has made it a lot easier for us.”
Financial System Analyst
Using a Kronos® solution to automate all workforce management processes, Rockingham County is able to track all employee time, better control labor costs, minimize compliance risk, and improve productivity. The solution also interfaces with the county’s Munis payroll system.
- Track and manage employee time and attendance to reduce payroll and leave inflation and manual errors
- Gain insight into approaching overtime to better control labor costs
- Minimize compliance risk by enforcing and tracking complex compliance requirements
- Control labor costs by accurately calculating and tracking time-off accruals
- Automatically enforce organization-specific accrual policies to support compliance and impartial treatment of employees
- Quicken and simplify time-off requests and approvals with visibility into each employee’s current accrual balance
- Verify employee identity and eliminate “buddy punching” with biometric identification of employees
- Minimize compliance risk by preventing employees from working outside their scheduled hours
- Provide employee self-service access to scheduled hours and time-off balances at the terminal and free up managers for higher-level activities
All county employees punch in and out in the Kronos solution, including salaried employees whose time is tracked for accrual purposes. The solution has been configured to handle the bailiffs’ and nurses’ complex pay rules, including a 15 percent nursing bonus for working short or extra weekend shifts. Sheriff deputies and some engineering and maintenance employees receive guaranteed minimum-hour pay when they work partial shifts. Varying holiday accrual, time-off, and pay policies for hourly and salaried employees are also configured in the solution. For employees who work at the county nursing home, their time is tracked in the solution, and PBJ information for direct care hours is reported electronically each quarter to CMS, ensuring compliance.