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Case Study: Toledo Public Schools Transportation Dept.

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Case Study: Toledo Public Schools Transportation Dept. The Toledo Public Schools’ (TPS) transportation services department has over 260 employees. Until 2018, the department relied on an entirely manual payroll process fraught with duplicative work, payment errors and labor-intensive data entry.

Prior to implementing TCP’s TimeClock Plus, Toledo Public Schools’ payroll coordinator, Angie Pack, was executing payroll entirely by hand. She regularly worked 15-plus-hour days including weekends to ensure TPS’ Transportation Services employees were paid accurately and on time. Any payroll “data” was in the form of physical timecards, which Angie would have to manually transfer to a separate document to track the total hours worked for each employee over a 10-day period. Angie would then upload this data into SunGard, their human resources management software, using an MS-DOS program at the end of each pay period. Oftentimes, Angie would have to chase down specific workers to collect missing signatures or pull previous time punch cards to fix discrepancies between what she approved for payment and what employees believed they’d earned.

This antiquated system made the overall payroll process error-prone, cumbersome and unsustainable and led the Transportation Coordinator, Cindy Fox, to conclude she needed to find a better solution that didn’t depend on the Herculean effort of one payroll coordinator to issue correct paychecks in a timely manner. As she puts it, “I walked in one day and saw stacks of paper on Angie’s desk. I learned they were our employees’ timecards and then quickly realized Angie was having to do payroll by hand because we didn’t have a better solution!”

Download this case study to learn how implementing automated timekeeping reduced payroll efforts by 85% and led to a 99% improvement in payroll accuracy.

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