Phoenix Union
High School District
Time Tracking
and Your Pay
Tracking time is nothing new.
How we do it is new to PUHSD.
Introduction to the Team
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Jose Arenas
Sherry Celaya
Sheila Chance
Tom Oviatt
Paul Lowes
Dr. Zack Muñoz
Overview of Today
• Delayed Pay Requirements for all employees
– 26-pay options
– Pay calendars
• Requirements of the FLSA
– Time Keeping Requirements for Non-Exempt Employees
– Accurately Track Hourly Staff’s Time
• “Swap” Days in August/December
• New Absence Reporting System (AESOP)
– Replacing Sub-finder
• Comp and Flex Time
What’s Important to Us?
Collaborative Process
Friendly, Fair
Solutions for All Staff
Guiding
Principles &
Values
Protect Phoenix
Union
Protect our Staff
A Shift of “Ownership”
• PUHSD used to “own” your time and your
money (through pay requisitions and
district-run pay options)
• Now you, the employee, will own your time
and your money
Fear Factor
• You are going to delay my pay 4-6 weeks?
• Admin is watching my time more than ever so that I can be
disciplined more often?
• You are eliminating my comp time?
• I have to take a lunch?
• I will no longer get a summer balloon check (no more 26-pay)?
• I can no longer go to a doctor appointment?
• The Professional Agreement is being ignored?
• I will no longer get a contract?
• I will be “docked” if I forget to clock in?
• I will be terminated immediately if I go in to “no-pay” status?
Real $$
FLSA
Delayed
Pay
Penalties
ACA
Audit
Deseg
Lunch
Breaks
Contracts
/Letter of
Intent
Why Me?
• Who Will This Impact: Everyone
• Hourly Classified will clock in and out on new TimeClock system
and use new Absence Reporting System.
• Certified will use the new Absence Reporting System.
• During 16-17, and for Requisition Pay only, the TimeClock system
will rollout for Certified staff
• All Nine Month Employees be impacted by the “Swap” Day
(Aug 1 for Dec 23).
• Administrators will review and approve time reported in the
TimeClock and Absence Reporting Systems.
Delayed Pay
District pays for work before
it is completed
Future
Current
This is the year because PROP 123 can help
Work completed before it is
paid
More accurate & timely pay
No need for live checks if
you use direct deposit
What Do I Need to Know About Transition?
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Each year employees who work less than 12 months will experience a delayed pay;
12 month employees have one time delay in July 2016.
•
Solutions to assist:
 (16-17) 3% one-time payment, contingent upon passage of Proposition 123
 (17-18) Review PBP for earlier payout date
 Free financial planning assistance
 PAID Fall Break for hourly staff working less than 12 months
26-Pay Option
District holds earnings for
staff and releases payment
in summer
Future
Current
This option is NOT going away…It will just look different
Staff holds earnings through
financial institution and
chooses when to receive it
What Do I Need to Know About Transition?
• Impacts classified staff only
• Solutions to assist:
 Information will be provided on financial institutions or you can work
with your own bank
 Financial planning assistance offered to all staff at no cost
 Limited summer employment opportunities
Tuesday start for first day back
Future
Current
Calendar Change
Monday start for first day back
August 1, 2016
Friday off before Winter Break
December 23, 2016
What Do I Need to Know About Transition?
• All 9 Month staff will be paid one additional day on August
paycheck and one less day in January paycheck (amount of pay not
affected, just timing of it)
Reporting Absences and Leave
Administrative assistant
responsible for timely
reporting of absences and
leave hours
Subfinder
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•
Future
Current
YOU Report, not Administrative Assistant
Staff is responsible for
timely reporting of their
absences and leave hours
AESOP
What Do I Need to Know About Transition?
Report absence daily when it occurs
Leave can be requested/scheduled in advance
Three ways to report absences (Telephone, Computer, Mobile Device)
Staff and Supervisors will view and approve time each week
Training on AESOP in late April to start using AESOP in May
Breakout Discussions
Pay for Time
Staff paid through
current day of
paycheck regardless
of days off,
corrections made
after paycheck
Future
Current
You will use two NEW systems for ACCURATE tracking
Classified hourly staff
paid for reported
hours only
What Do I Need to Know About Transition?
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Hours worked tracked through TimeClock Plus®
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Absences / hours of leave tracked through AESOP®
Total of work and leave hours = hours per your work agreement
Swap Day for 9 month employees: (Aug 1/Dec 23); First August paycheck is
one day more pay and first January check is one day less pay
Tracking/Reporting Time
Admin assistants /
supervisors track time not
tied to payroll system
Future
Current
You are responsible for your time
Work Hours reported by
TimeClock
Use TimeClock Edit log for
“missed punches”
View and Approve hours
each week
What Do I Need to Know About Transition?
• Using the Time Clock
-- Clock In at start of work
-- Clock Start Break to go to LUNCH
-- Clock End Break when back from LUNCH -- Clock Out at end of work
• In beginning there will be mistakes; corrections can be made
• Staff and Supervisors will view and approve hours each week
• Training and Rollout on TimeClock now through May
Compensatory / Flex / Overtime
Staff can accumulate
comp time to be used
within school year
Future
Current
Comp time IS going away, additional hours = overtime or flex time
Overtime with
supervisor pre-approval
Flex time with
supervisor pre-approval
used within work week
What Do I Need to Know About Transition?
• Comp time eliminated beginning July 1, 2016
• Solutions to Assist:
 Overtime budgets increased beginning July 1, 2016
 Work with supervisor to use accumulated comp time before 7/1
 The TimeClock system will track overtime appropriately
Questions