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Committee reviews payroll procedure updates including UKG rollout and gift-card taxation
Summary
Staff presented Resolution 2025-43 to rename payroll software to UKG, formalize supervisory time-approval duties, allow employees to keep small jury-duty checks, classify gift cards as taxable income and move crossing-guard timekeeping into UKG; the committee discussed the changes but did not vote due to no quorum.
City of Franklin staff outlined proposed changes to the city's payroll procedures — including replacing references to Kronos and GreenEmployee with UKG, new supervisory time-approval duties, a small-jury-check retention change, taxation of gift cards, and moving crossing-guard timekeeping into UKG — and the Budget and Finance Committee discussed but did not vote on Resolution 2025-43 because there was no quorum.
"The first big change is we changed from Kronos to UKG and in GreenEmployee to UKG, so we're updating the name of the software throughout the payroll procedures," staff member Margaret said. She told the committee the city will establish supervisory duties and deadlines to ensure supervisors approve timekeeping on schedule.
On jury duty pay, staff proposed removing the requirement that employees turn in small jury checks; "we are now taking that piece out, letting them keep their 5 or $10 by still being paid for the day," Margaret said, noting staff time to process small checks was disproportionate. The payroll presentation also addressed gift cards: staff said these are taxable under IRS rules and will be taxed on employees' pay stubs when issued through the city's rewards program (referred to in the presentation as Nectar/Nexter points).
The proposal also would move crossing guards from paper timesheets to clocking in and out in UKG so their time would not need manual entry. Staff emphasized the change is procedural and intended to reduce timekeeping errors and staff processing time.
Because the committee lacked a quorum, Resolution 2025-43 was discussed but not voted on; staff will return the resolution for formal action at a later meeting.
The changes presented are administrative: software-name updates to UKG, clarified supervisor timekeeping responsibilities and deadlines, procedural changes for jury-duty small checks (employees may keep small checks), taxation and reporting of gift cards, and implementation of UKG for crossing-guard timekeeping.
