HELP OUR DISTRICT GO GREEN

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• HELP OUR DISTRICT GO GREEN!

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• District Objective
• One way our District can go green is to reduce
  the amount of paper used by utilizing available
  resources like electronic devices to collect,
  store, and maintain data.

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What does going green mean?
Going green is all about saving energy, money,
and the planet.
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A FEW FACTS ABOUT OUR DISTRICTS PAPER USE
According to www.conservatree.com one tree
produces approximately 16.67 reams of paper
which equals 8,335 sheets of paper.
CRCSD uses approximately 4,640 sheets of paper
per pay period. This equates to 9,280 sheets
every 4 weeks!
This means our Payroll Department alone could
save ONE TREE per month!
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Paper Payroll Process
Most district employees are unaware of the
payroll process beyond the completion of their
own timesheets.
Each pay period hourly employees complete a TIME
CARD that remains in their building,
TIME CARD
an HOURLY EMPLOYEE TIME REPORT that goes to
Payroll,
and a 3-part
HOURLY EMPLOYEE TIME REPORT
ABSENCE REPORT (if applicable).
ABSENCE REPORT
A separate time report is required for each
additional position held.
Building/Dept Secretary
Hourly Employee
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PRESENT STATE . . .of the paper payroll process
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Paper Payroll Process
All TIME CARDS, TIME REPORTS, and ABSENCE REPORTS
are checked and verified by the
building/department secretary. Verified reports
go to the Building/Department Administrator for
approval.
The Administrator signs approval on every form
and returns them to the Building/Department
Secretary to send to payroll.
Building/Dept Secretary
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Paper Payroll Process
Approved TIME REPORTS and ABSENCE REPORTS are
sent to the Payroll Department through District
distribution services.
Payroll
Building/Dept Secretary
District Delivery
District Warehouse
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Paper Payroll Process
The Payroll Department manually enters the
payroll and absence report data into
spreadsheets.
The spreadsheets are sent to GWAEA through
district delivery.
Payroll
VIA Warehouse
District Delivery
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Paper Payroll Process
GWAEA manually enters all payroll data from the
spreadsheets.
GWAEA prints all CRCSD pay checks/check stubs and
time sheets for the next pay period.
District distribution services delivers the
bundles to Payroll.
GWAEA Clerk
VIA Warehouse
District Delivery
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Paper Payroll Process
The Payroll Department sorts and distributes all
checks, check stubs and new timesheets to
District buildings and departments.
All past pay period timesheets and absence
reports are sorted alphabetically and filed in
Payroll.
VIA Warehouse
Payroll
District Delivery
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Solutions
CRCSD is partnering with GWAEA to upgrade our
data systems for Human Resources, Payroll, and
Benefits.
HR
Payroll
Benefits
These upgrades teamed with the implementation of
electronic timekeeping will allow us to operate
more efficiently, effectively, and seamlessly
between departments.
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Solutions
After several months of team discussion,
research, and evaluation of various time keeping
solutions and companies, the Board of Education
has approved the implementation of TimeClock Plus
district-wide for all hourly employees.
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Fingerprint Authentication
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CURRENT STATE . . .of the electronic payroll
initiative
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Electronic Payroll Process
The electronic payroll process utilizing
TimeClock Plus will simplify the collection of
time keeping data.
The administrator gives final approval for pay
period processing.
The employee clocks in and out by entering their
four digit employee number and verifying their
identity by placing their finger on the sensor.
Payroll verifies all records are complete and
approved then closes the pay period for
processing.
Administrator / Manager / Supervisor
Building / Dept Secretary
Payroll
Hourly Employee
The Bldg/Dept secretary verifies daily/weekly
punches and approves for pay period processing.
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Electronic Payroll Process Current
The current payroll system is not capable of
receiving data directly from TimeClock Plus.
Until the new GWAEA payroll system is enabled the
payroll process will look like this
Payroll
Payroll prints out the complete hourly payroll
report for the pay period from TimeClock Plus and
sends the report to GWAEA
VIA Warehouse
District Delivery
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Electronic Payroll Process Current
GWAEA manually enters payroll data from the
payroll report and prints pay checks/check stubs.
District distribution services delivers the
bundles to Payroll.
GWAEA Clerk
VIA Warehouse
District Delivery
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Electronic Payroll Process Current
The Payroll Department sorts and distributes
checks and check stubs to District buildings and
departments.
VIA Warehouse
Payroll
District Delivery
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FUTURE STATE . . .of the electronic payroll
and GWAEA upgrade initiative
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Electronic Payroll Process - Future
The administrator gives final approval for pay
period processing.
The employee clocks in and out by entering their
four digit employee number and verifying their
identity by placing their finger on the sensor.
Payroll verifies all records are complete and
approved then closes the pay period for
processing.
Administrator / Manager / Supervisor
Building / Dept Secretary
Payroll
Hourly Employee
The Bldg/Dept secretary verifies daily/weekly
punches and approves for pay period processing.
The process of collecting and approving time
keeping data will remain the same.
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Electronic Payroll Process Future
Once the new GWAEA payroll system is enabled this
process will be paperless.
GWAEA Clerk
Payroll
Payroll verifies complete payroll data and closes
the pay period. Manual entry of data is no
longer required.
GWAEA receives all data electronically to
process. Manual entry is no longer required
All employees will participate in direct deposit
or pay card and will have the ability to view and
print pay stubs from anywhere using the GWAEA
self-help feature.
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• Thank you for taking the time to learn more about
  this process and the importance of this
  initiative!

The E-Time Team