Effective Time Tracking and Payroll Process with Timecard

Boone County, IA

Population: 26,715

Application: Timecard

Dept: County-wide

Customer Since: 2019

IIn February 2020, Boone County implemented Time Basic and Time Plus to streamline time and attendance reporting and eliminate many of the manual processes associated with payroll administration.

Before adopting the system, the County relied on spreadsheets every two weeks for payroll processing. Because employees are legally required to approve their time, signatures had to be collected each pay period, and any corrections required employees to review and sign the timesheet again.

“Before using Time Basic and Plus, we were using spreadsheets every two weeks for payroll. The law requires employees to approve their time, so we would have to get signatures from employees with every pay period. Then, if we would need to make corrections, we would have to get employees signature again. It was really a pain.”

To improve efficiency, Boone County sought a web-based solution that would integrate with its financial software and allow employees to access timesheets from home, mobile devices, or the office. The County also needed a system flexible enough to support different timesheet requirements across three separate union contracts.

“The options to setup different departments and different templates for employees, and the option to have employees’ clock in/out or just account for their time is great.”

Today, Boone County has unique timesheet configurations for each union contract, making it easier for employees to record their time while significantly reducing the number of corrections required after submission to supervisors and payroll staff. Employees can electronically review and approve both timecards and time-off requests, while any changes made by supervisors or payroll personnel are automatically tracked and stored within the application for auditing purposes.

The move to electronic timekeeping also provided significant benefits for leave management and remote work capabilities.

“Before implementing Time Basic and Plus our capability to track FMLA, Military Leave and other leave was very limited. With Time Basic and Plus it has allowed us to track accurately, and with employees being able to access time sheets from anywhere, employees are able to submit time while away from work. With Covid19 and all the extra leave and rules, I am not sure what we would have done without electronic time sheets. I have employee information instantly and employees do also.”

In addition to time and attendance tracking, Boone County’s Secondary Roads Department uses Time Plus for time, activity, and equipment tracking, providing additional visibility into field operations.

“Our Secondary Roads Department is using Time Plus, which allows our employees to go back and look at the work they did and the location they did it at. We started small and are only accounting for employee hours, but we hope to expand in the future to track parts and equipment used in the field. I think any of our Secondary Roads employees would say it is easy and does not take much time. They like the electronic request for time off and being able to access their time sheet anywhere.”

-Human Resource Director, Boone County, IA

With Time Basic and Time Plus, Boone County has modernized payroll and time tracking processes, improved leave management, and provided employees with convenient access to their information from anywhere, while creating a foundation for future expansion into activity, equipment, and materials tracking.