Agenda - 08-17-2010 - 7d - Laserfiche WebLink

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1 ~'f~GC~MC.t~' ~ 9 ORANGE CC3UNTY HILLSBOROUGH NORTH CAROLINA l`7lanaye~'s Of~ce August 12, 2010 Fellow Orange County Employees ~,rfa6ls~ed~7sz I am taking this opportunity to communicate with all of you on a very important issue and to update you on corrective improvements to the County's payroll system. Economic conditions dictate the County must pursue efficiencies wherever possible to ensure valuable resources are not wasted. County staffing reductions force us to look for methods to improve productivity and eliminate wasteful practices, especially related to areas where staff can avoid repetitive work processes that do nothing to improve services. Several aspects of the County's currentpayroll process are tedious, repetitive and outdated. We arc operating a paper driven process that requires multiple persons to manually complete, review and sort timesheets for 800 employees every two weeks. Manual errors each payday require correc#ive actions after the payroll has been issued. It is a wasteful use of individual effort by numerous employees involved in the process from beginning to end. This is the primary reason the County will automate the process. Automation of the payroll process will Gaunt each employee's time in a manner that assures correct time worked is recorded; overtime (if applicable) is coirectIy applied and the accuracy of the payroll will be automatically verified. An issue must be addressed prior to implementing this simple payroll accounting change. The current payroll system created a process that actually counts and pays employees in advance of actual time worked. - Currently, for a payday scheduled on Friday; the Monday before is the day that "anticipated" hours to be worked far each employee are submitted by departments to our payroll processing staff. Staff in Finance and Human Resources complete several functions related to getting the payroll ready for deposit to each employee's designated bank account at 12:01 AM on Fi~day morning of paydays. The actual verification of deposits to be made by the bank to employees is complete and at the County's bank on Wednesday before the Friday payday. The CounTy's work week is cut7ently Monday through Sunday (EMS, Solid Waste and the Sheriffls Off ce and other Department work Sahzrdays and Sundays). Payroll on Fridays for each employee's payday is deposited prior to actual days worked; Fridays for all employees and Saturdays and Sundays far those departments regularly working weekends. This situation creates the need after each payday to make corrections for all employees not working scheduled hours; taking vacation or sick leave instead of working; recalculating the impact of overtime worked on those days; and, any other issue that miglrt affect actual hours worked. These tasks take Finance and Human Resource staff away from other important functions and create payroll issues for employees every payday. AREA CODE (919) 245-2300 • 688-7331 F'AX (919) 644-3004 Ext. 2300