The City of Flagstaff has a workforce of approximately 800 to 1,000 employees per pay period. One of the key requirements in managing the workforce is to accurately account for employees' time on and off of the job. This information is used for several purposes:
- Payroll – to ensure each employee is paid a fair and accurate pay.
- Time management – supervisors have to make sure staffing levels are consistent with job requirements and ensure over-time hours are kept to a minimum.
- Leave time management – employee leave time used must be accurately deducted.
- Compliance – the City has to adhere to City policy and federal and state laws.
- Cost accounting – labor costs have to be accurately distributed to the appropriate accounting units.
- Grant accounting – labor costs related to grants have to be accurately recorded and reported.
The City started automated time entry system implementation back in 2016. Unfortunately, due to other more pressing software implementations and staff turnover, the City did not have the staff time and hours to implement the time entry software. This new software we are now looking for Council approval for is the next generation of time entry software with Krono's.
The City of Flagstaff currently relies on a very manual and paper intensive process for time reporting. While some departments use Excel spreadsheets, many still record their time on paper timesheets with supporting over-time and leave approval forms. In response to the current inability to close the time-reporting process quickly enough to meet payroll deadlines, some departments are estimating time worked by employees and any estimates have to be reconciled the following pay period creating a duplication of effort. These paper forms are then passed to administrative staff for entry into the City's Naviline system for payroll processing. If forms are incomplete or appear inaccurate the appropriate supervisor is contacted to resolve the issue. Administrative staff then print and/or email the payroll reports to section heads and/or division directors for review and approval. Finally, the payroll reports are given to the payroll staff for final review of adherence to City policy. A major benefit of an automation of time entry is that the added efficiencies will allow staff to be more productive in their other duties. An automated system also makes the process consistent and limits the possibility of error that a manual system has.