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-,CASE #: <br />Discussion Regarding Timekeeping Systems <br />By: Givonna Reed Kone, Human Resources Manager <br />Background <br />Staff has been asked to explore the advantages and disadvantages of implementing a time <br />clock system for use by regulars city employees. <br />There are several time clock systems on the market including the traditional punch card <br />system, swipe cards, biametric systems and computer systems. Employers typically <br />evaluate time clack systems based on the size of the organization or the number of <br />affected employees, budget, and compatibility with the employer's payroll system. <br />Staff contacted LOGIS, the administrator for the City's financial management system, to <br />discuss time clock compatibility with our payroll software. LOGIS directed staff to three <br />cities that use the same payroll software that Ramsey uses, JD Edwards, and that also <br />currently use time clocks: Shakopee, Eden Prairie and Eagan. Each of the three cities has <br />a community center and requires only part-time/seasonal employees to track hours using <br />time clocks. In each of the cities contacted, exempt and non-exempt employees self- <br />. -report hours using paper or electronic timesheets. The use of electronic timesheets allows <br />data to be downloaded to the payroll system without additional keying. <br />Some potential advantages and disadvantages of requiring regular, non-exempt <br />employees to use time clocks include the following: <br />Potential advantages: <br />• Salary/wage savings <br />• Greater- accuracy in tracking hours worked <br />• Decrease in time spent processing paperwork (keying data) <br />• Low cost options are available <br />Potential disadvantages: <br />• Increase to overtime budget <br />• Decline in morale <br />• Employees must punch in and out to charge various accounts/departments <br />• Upfront costs to ensure compatibility with payroll system <br />' Regular Employee -Any employee working a regularly scheduled work week, averaging at least 14 <br />hours per week who has. satisfactorily completed the appropriate probationary period. This employee is <br />eligible to earn vacation and sick leave and holidays based on the number of hours worked. Vacation and <br />sick leave, and holidays count toward-total budgeted work hours for the year. <br />_gg_ <br />