Scotland County Schools, a high-poverty district in rural North Carolina, recognized that teacher absences could negatively impact the academic achievement of its 5,750 students attending classes at its 10 schools. Accurately tracking absences and spotting trends was difficult with each school’s bookkeeper manually keying in staff absences and substitute teacher time. Tracking and correctly calculating the extra duty time of dual employees —classroom assistants who drive buses or serve as bus monitors—was arduous as different bookkeepers submitted this information. Salaried nonexempt employees could earn comp time for extra duties, but this time was tracked on paper, if at all, making comp time balances questionable.
What Scotland County Schools needed was a solution that could:
- Automatically track teacher attendance and other staff time to provide a real-time view of attendance and overtime data and trends
- Ensure regular time and extra duty time are correctly tracked and calculated
- Accurately track comp time balances to mitigate compliance issues and provide ongoing insight into comp time liability
“Salaried nonexempt employees who do extra duties earn comp time, which can be used in lieu of earned leave. Days earned have an attached value for earlier retirement…. It’s a good thing we’re able to keep a record [with Kronos] of the comp time individuals are earning.”
Scotland County Schools selected a Kronos® automated workforce management solution for use by most employees, from teachers and substitute teachers to bus drivers, certified and noncertified staff, and classified and non-classified contract employees. The solution also interfaces with the district’s Aesop substitute teacher management 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
Workforce Absence Manager
- Report employee accrual balances in real time to reduce the potential for mistakes and abuse
- Centralize time-off policies for consistent, accurate enforcement that reduces compliance risk
- Leverage automated tools to increase productivity by expediting or eliminating the time-consuming tasks associated with managing time off
- Gain real-time visibility into leave liability to more effectively manage finances
Teachers clock in daily for accountability and public safety reasons in the event of an emergency and clock out only if they take a half day of leave. Substitute teachers clock in and out for a half day or full day of work. Teachers who tutor after school clock in and out using a tutor job code and are paid hourly for this time. Dual employees clock in and out and select the appropriate job code for each activity, ensuring accurate time tracking. While bus drivers are eligible for overtime, salaried nonexempt employees who perform extra duties earn comp time, which can be used in lieu of earned vacation time or sick leave. Comp time can be used to retire early, making accurate accounting of this time critical to compliance.