HELP OUR DISTRICT GO GREEN!

1. HELP OUR DISTRICT GO GREEN!

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3. District Objective One way our District can go green is to reduce the amount of paper used by utilizing available resources like electronic devices to collect, store, and maintain data.

4. What does going “green” mean? • Going green is all about saving energy, money, and the planet.

5. A FEW FACTS ABOUT OUR DISTRICT’S PAPER USE According to www.conservatree.com one tree produces approximately 16.67 reams of paper – which equals 8,335 sheets of paper. CRCSD uses approximately 4,640 sheets of paper per pay period. This equates to 9,280 sheets every 4 weeks! This means our Payroll Department alone could save ONE TREEper month!

6. Paper Payroll Process Most district employees are unaware of the payroll process beyond the completion of their own timesheets. Each pay period hourly employees complete a TIME CARD that remains in their building, TIME CARD an HOURLY EMPLOYEE TIME REPORT that goes to Payroll, HOURLY EMPLOYEE TIME REPORT and a 3-part ABSENCE REPORT (if applicable). ABSENCE REPORT A separate time report is required for each additional position held. Building/Dept Secretary Hourly Employee

7. PRESENT STATE . . .of the paper payroll process

8. Paper Payroll Process All TIME CARDS, TIME REPORTS, and ABSENCE REPORTS are checked and verified by the building/department secretary. Verified reports go to the Building/Department Administrator for approval. The Administrator signs approval on every form and returns them to the Building/Department Secretary to send to payroll. Building/Dept Secretary

9. Paper Payroll Process Approved TIME REPORTS and ABSENCE REPORTS are sent to the Payroll Department through District distribution services. Payroll Building/Dept Secretary District Delivery District Warehouse

10. Paper Payroll Process The Payroll Department manually enters the payroll and absence report data into spreadsheets. The spreadsheets are sent to GWAEA through district delivery. Payroll VIA Warehouse District Delivery

11. Paper Payroll Process GWAEA manually enters all payroll data from the spreadsheets. GWAEA prints all CRCSD pay checks/check stubs and time sheets forthe next pay period. District distribution services delivers the bundles to Payroll. GWAEA Clerk VIA Warehouse District Delivery

12. Paper Payroll Process The Payroll Department sorts and distributes all checks, check stubs and new timesheets to District buildings and departments. All past pay period timesheets and absence reports are sorted alphabetically and filed in Payroll. VIA Warehouse Payroll District Delivery

13. Solutions CRCSD is partnering with GWAEA to upgrade our data systems for Human Resources, Payroll, and Benefits. HR Payroll Benefits These upgrades teamed with the implementation of electronic timekeeping will allow us to operate more efficiently, effectively, and seamlessly between departments.

14. Solutions After several months of team discussion, research, and evaluation of various time keeping solutions and companies, the Board of Education has approved the implementation of TimeClock Plus district-wide for all hourly employees.

15. Fingerprint Authentication

16. CURRENT STATE . . .of the electronic payroll initiative

17. Electronic Payroll Process The electronic payroll process utilizing TimeClock Plus will simplify the collection of time keeping data. The administrator gives final approval for pay period processing. The employee clocks in and out by entering their four digit employee number and verifying their identity by placing their finger on the sensor. Payroll verifies all records are complete and approved then closes the pay period for processing. Administrator / Manager / Supervisor Building / Dept Secretary Payroll Hourly Employee The Bldg/Dept secretary verifies daily/weekly punches and approves for pay period processing.

18. Electronic Payroll Process – Current The current payroll system is not capable of receiving data directly from TimeClock Plus. Until the new GWAEA payroll system is enabled the payroll process will look like this: Payroll Payroll prints out the complete hourly payroll report for the pay period from TimeClock Plus and sends the report to GWAEA VIA Warehouse District Delivery

19. Electronic Payroll Process – Current GWAEA manually enters payroll data from the payroll report and prints pay checks/check stubs. District distribution services delivers the bundles to Payroll. GWAEA Clerk VIA Warehouse District Delivery

20. Electronic Payroll Process – Current The Payroll Department sorts and distributes checks and check stubs to District buildings and departments. VIA Warehouse Payroll District Delivery

21. FUTURE STATE . . .of the electronic payroll and GWAEA upgrade initiative

22. Electronic Payroll Process - Future The administrator gives final approval for pay period processing. The employee clocks in and out by entering their four digit employee number and verifying their identity by placing their finger on the sensor. Payroll verifies all records are complete and approved then closes the pay period for processing. Administrator / Manager / Supervisor Building / Dept Secretary Payroll Hourly Employee The Bldg/Dept secretary verifies daily/weekly punches and approves for pay period processing. The process of collecting and approving time keeping data will remain the same.

23. Electronic Payroll Process – Future Once the new GWAEA payroll system is enabled this process will be paperless. GWAEA Clerk Payroll Payroll verifies complete payroll data and closes the pay period. Manual entry of data is no longer required. GWAEA receives all data electronically to process. Manual entry is no longer required All employees will participate in direct deposit or pay card and will have the ability to view and print pay stubs from anywhere using the GWAEA self-help feature.

24. Thank you for taking the time to learn more about this process and the importance of this initiative! The E-Time Team