Agenda - 05-17-2011- 8e - Laserfiche WebLink

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2 • Compliance -Questions have arisen regarding the County's timekeeping practices as they relate to the Fair Labor Standards Act (ELBA) and its application to exempt and non-exempt employees, and there are inconsistencies between departments in the application of pay rules and personnel policies and procedures. • Financial Reporting -Complete, current and consistent data for certain personnel costs, such as absenteeism, is not available through MUNIS. • Staff Resources -Financial Services staff manually processes time records for the majority of non-permanent employees each payroll and Human Resources staff manually processes leave records for all permanent employees each month. In early 2010, the County Manager requested Financial Services, Information Technologies (IT) and Human Resources staff develop a proposal for an automated and consistent method for managing employee timekeeping that would integrate with MUNIS. In response to this request, a project charter (Attachment 1) was created to outline the project scope, goals and objectives, and desired deliverables of the Timesheet/Payroll Automation project. In preparation for an automated timekeeping system, the County implemented aone-week payroll deferral in October 2010 and began paying employees for the hours actually worked during the pay period, rather than paying employees based on their anticipated work schedule. The payroll deferral has allowed Financial Services and Human Resources staff to more accurately manage payroll for those employees who have terminated employment, are on leave without pay, or are paid based on a reduced work schedule. Financial Services, IT and Human Resources staff identified and reviewed two systems initially deemed capable of addressing the issues outlined above: MUNIS Self-Service Time and Attendance reporting and Kronos' Timekeeper System. While the MUNIS reporting system makes it possible for employees to electronically input their time in/time out via the employee self-service interface, MUNIS does not provide calculations for appropriate pay types, has a complex approval system for supervisors, greatly increases the payroll processing time over the current paper systems, and does not address compliance or reporting concerns. The Kronos Timekeeper System is nationally used by both public and private sector employers and is frequently recommended by MUNIS for integration. The Kronos system provides the following advantages: • Reporting of actual time worked for all non-exempt employees (permanent and non- permanent) via telephone or computer access. • Efficient mechanisms for entering, approving and processing of time records. • Automatic calculation of time worked and payment of various pay types (i.e. holiday, overtime, etc.) for each biweekly payroll. • Supervisor access to employees' time records for review of hours worked, scheduling and payroll approval. This also can assist management in resolving tardiness and overtime issues, as well as increase employee and supervisory accountability. • Electronic request of leave accruals with supervisor routing for approval and leave processing for various leave types. • Integration with the County's Active Directory, with strong-password security protection.