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DEPARTMENTAL MATTERS <br />INDIAN RIVER COUNTY <br />MEMORANDUM <br />To: Jason Brown <br />County Administrator <br />From: Suzanne Boyll'° <br />Human Resources Director <br />Date: May 23, 2019 <br />Subject: Approval of Time and Attendance Software — Kronos Workforce Ready and <br />Workforce Accruals <br />Background <br />Currently, hours worked by employees of Indian River County are reported and tracked on paper <br />time sheets which are prepared by department/division time keepers who manually calculate <br />hours worked, compute overtime, report sick and vacation leave taken, and enter hours worked <br />details into payroll system to generate the hours to be paid. Some areas use time clocks and time <br />cards to reflect clock in and clock out times and time keepers manually add up hours worked. <br />The completed time records are forwarded to supervisors, managers, and department heads, <br />approved and submitted to payroll. A substantial amount of paperwork and labor is involved in <br />generating biweekly payroll and preparing paychecks for employees. <br />Due to the manual process, payroll staff audits time sheets to identify entry errors or <br />miscalculations and identify necessary corrections. This is also a manual audit process that is <br />labor intensive. Errors in the time keeping process are not uncommon due to the manual <br />processes. When payroll errors are identified, any corrections are made on subsequent <br />paychecks. Some example of errors include: <br />• Overpayment or underpayment of hours worked <br />• Paid leave not being charged or being charged incorrectly <br />• Hours worked being incorrectly recorded on a different employee's record resulting in <br />both underpayment of wages to an employee and overpayment of wages to another <br />employee <br />In order to improve the accuracy of the payroll process, funding was approved for a time and <br />attendance system in the FY2018/2019 budget. <br />Time and Attendance Software Criteria <br />Critical to the selection of a time and attendance system is the need for the system to integrate <br />with our MUNIS Financial System and handle complex work and pay rules for both union and <br />non-union employees working varying employee schedules. The system would need to be <br />173 <br />