Challenges

The Tempe Elementary School District in Tempe, Arizona, employs a staff of 1,700 at its 23 schools. In addition to salaried administrators and teachers, the district has hourly employees that include instructional assistants, custodial staff, nutrition staff, crossing guards, and transportation drivers. To track the time of hourly employees and determine which of them are eligible for benefits, the district had them fill out paper timecards. Sometimes, however, timecards got lost in interoffice mail before reaching the payroll office, employees didn't accurately record their time, and payroll data entry errors could occur when employee time was input, creating accuracy and accountability issues.

What Tempe Elementary School District needed was a solution that could:

  • Accurately track the time of hourly employees to help ensure they receive perfect paychecks — and on time
  • Make sure that comp time is correctly tracked for use in lieu of overtime
  • Track the time of hourly employees to determine which are eligible for benefits, in compliance with state and federal laws
  • Provide visibility into real-time labor data across the school district to better manage labor costs
"Once employees punch in and punch out, they know they are done, there is no paper to fill out, and they trust that everything after that happens correctly. They have confidence that their paychecks are accurate. … If they do have questions, they know everything is in Kronos, with an audit trail to look back on at any time."

Michelle Long
Applications Support Analyst, Finance

Solutions

Tempe Elementary School District implemented an automated Kronos workforce management solution to better manage labor costs, increase productivity, and improve compliance. The solution interfaces with Munis, an enterprise resource planning system.

Workforce Timekeeper

  • 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

Kronos InTouch

  • 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

Results

Because of a recent Arizona law that requires organizations to give hourly workers one hour of personal time for every 30 hours they work, all hourly employees, including temporary staff and substitute teachers, clock in and out at Kronos time clocks. This has enabled the school district to easily comply with state and federal laws and provide a clear audit trail. Managers approve timecards electronically, and employees can view their punches and accrual balances at the time clock, increasing their engagement. With accurate tracking and real-time visibility into employee time, the district has been able to offer comp time in lieu of overtime, reducing overtime costs. Through Kronos-related and other efficiencies, the district also didn't need to replace a part-time payroll employee when she retired. With readily available data and detailed reporting, the district can make data-driven workforce management decisions.

REDUCED
OVERTIME

with more visibility into staff time;
comp time used in lieu of overtime

EASIER
COMPLIANCE

with state and federal laws through
tracking of hourly employees' time