Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Timekeeping Audit topic
No spam. Unsubscribe anytime.
Audit flags timecard problems; committee supports district's move to electronic timekeeping
Summary
A timekeeping audit identified errors tied to spreadsheet-based supervisor review and missing signatures on individual timecards; staff said the district is implementing an electronic swipe-in/timekeeping module integrated with payroll to improve approvals and tracking for roughly 250''300 staff, and committee members requested training and cost details.
Staff summarized the timekeeping audit and told the Audit Committee the review found weaknesses arising from the manual timecard process and an intermediary spreadsheet workflow that left signatures off individual timecards. For the audit sample (transportation staff), reviewers noted missed signatures and data-entry errors that contributed to inaccuracies.
Staff described a districtwide plan to implement an electronic timekeeping module that integrates with the existing financial/payroll system. The proposed workflow includes multi-level approvals (entry, supervisor approval, payroll review) designed to prevent records from advancing until approved and to reduce reliance on manual signatures. Staff said many other districts have adopted similar modules and that the measure is intended to reduce human error.
Scope and costs: Committee members asked if the issues reflected culture or a systems problem; staff characterized it primarily as a systems issue. The committee heard the change would affect about 250''300 staff overall; the audit itself sampled transportation employees only. Members raised training needs and cost questions; discussion referenced example industry figures mentioned during the meeting for upfront and maintenance costs, and staff said implementation is already under way for multiple departments. Staff agreed to provide a clearer cost estimate, implementation timeline and training plan to the committee as the project proceeds.
Next steps: Staff will continue system implementation and bring concrete cost estimates and a rollout schedule to the joint audit/finance meeting in May so the committee can consider funding and oversight details.
