Customer Story

San Juan School District Increases Accountability and Tracks Employee Time Spent on Grant-Funded Activities

  • Tracks employee time automatically to link it to the right grant-funded programs

  • Increases accountability, with employee time accurately tracked and access to real-time attendance data

  • Provides key reporting information, such as overtime, to help with labor cost control and budgeting

San Juan Schools Automate Employee Time Tracking

San Juan School District is a public school district located in Blanding, Utah. It has 3,083 students in grades pre-K and K-12, with five preschools, six elementary schools, four middle schools, and five high schools. The district's minority enrollment is 70%.

Challenges

San Juan School District used paper timecards to track the attendance of exempt staff and the time of hourly employees. The unvarying hours and time of nonexempt employees created questions about the accuracy of employee time recorded on timecards. Of the district's $42 million annual budget, about $12 million is funded by grants, including grants specific to Native American students and numerous federal education program grants.

The district decided it needed a modern workforce management solution that could provide real-time data that would enable administrators and managers to more effectively manage employees and provide an accurate accounting of employee time, including time devoted to grant-funded programs.

By accurately tracking the time of hourly employees, San Juan School District also hoped to allocate employees' extra-duty time to the correct assignment and funding source — and benefit from reporting that could help them make more informed decisions about budgets and cost control.

Solutions

The San Juan School District has all of its 900 regular employees — teachers, administrators, classified employees, and hourly staff — and substitute teachers using the UKG® workforce management solution UKG Ready® to increase accountability, improve productivity, control labor costs, and mitigate compliance issues. The solution also interfaces with the school district's HR, accounting, and payroll solution.

Using UKG Workforce Timekeeper, the district has been able to track and manage employee time and attendance to reduce payroll and leave inflation and manual errors. In addition, UKG has helped San Juan School District better control labor costs by providing new insights into overtime and minimizing compliance risk by enforcing and tracking complex compliance requirements.

Th district also has been able to use the Workforce Accruals® solution to control labor costs by accurately calculating and tracking time-off accruals — and simplify time-off requests and approvals with visibility into each employee's current accrual balance.

“There are different federal programs and funding sources that we utilize UKG for extensively to track different employees, payments, stipends, equipment, and supplies. It's used daily to help us reconcile and account for those dollars individually.”

Kyle Hosler

Business Administrator

Results

Implementation of the solution delivered data that confirmed the district's concern about attendance and tardiness issues. Administrators and managers are now able to quickly spot and rectify these issues. Employee time spent working in state and federal grant-funded programs is automatically tracked and assigned to the correct program budget.

The school district also uses its UKG solution to easily track extra-duty time, such as teachers working in after-school programs and hourly librarians providing instruction after school. Reporting gives managers timely access to key report information, such as overtime, to help with labor cost control and budgeting; teacher in-classroom time and out-of-classroom time for training and in-service activities; and monthly flex time hours of salaried career-classified employees. The district's solution managers also have found the UKG Community and support services extremely helpful and valuable.

Overall, the UKG Ready solution has helped the San Juan School District increase the accountability of employees, by accurately tracking their time worked and providing real-time access to their attendance data. What's more, UKG also has helped the district track labor time automatically, making it much easier to link employee time with the right grant-funded programs.

Your better tomorrow starts today

Learn how our HR, payroll, and workforce management solutions help you achieve a better work experience for all your people.