Introduction

To streamline the process of time tracking for non-standard work assignments, many districts have begun implementing Time Sheets - Special Projects within their Unified Payroll and Personnel System (USPS). This feature aids in the differentiation between ordinary daily or full-time positions and those that are project-based or temporary, granting an enhanced level of oversight and control over the management of project-related labor hours.


A. Problem Statement

Managing and tracking time efficiently for special project positions poses a significant administrative hurdle. Districts face the problem of ensuring that employees working on special projects do not exceed the hours that have been authorized for those tasks. Without a proper system in place, there is potential for staff to inadvertently or intentionally claim compensation for time beyond what is sanctioned, leading to budget overruns and payroll discrepancies. These issues necessitate a robust solution that provides a clear framework for time tracking, applies validations to prevent overages, and maintains accountability among all personnel involved.


B. Solution

Step 1:

Create a new request via the Special Projects form in My Forms. (This currently does not have a set name yet.)


Step 2:

After the Special Project time is approved, you may enter the information into your Time Sheet.

There is validation that occurs on Submit that will prevent exceeding the available time allowance for the selected special project.


Step 3:

Select the correct position and Special Project Name from the respective dropdowns. Click Submit or Save Draft when lines are entered.


Admin Only Privileges:

Admins may view the status and balances of all special projects. To do so, 

  1. Navigate to Admin > Site Settings > Time Sheets
  2. Click on Special Projects Review
  3. This table will display all useful and relevant information regarding each special project, both past and ongoing. You may simply view this information or export the data to a file.
    Only approved special project requests/time sheet submissions will display in the grid.
  4. You may also edit a row by clicking the green pencil icon. Currently, only the Department, Location, and SP Name (Special Project Name) fields can be changed. Once updates are made, click Save.


C. Best Practices

  • Filling out the time sheet and saving as a draft each day will help you keep your time organized and ensure you do not miss a day.


D. Troubleshooting

  • If you do not have enough of a balance available for your worked time, you must submit a new Special Project form to request more time. To simplify this process, you could copy the previous form for that special project. Once approved, submitting your time should no longer be prevented.


E. Related Articles

Time Sheets: Submitting Time Sheets for Approval


Conclusion

Adopting the Time Sheets - Special Projects feature is a strategic move for districts seeking to enhance their payroll accuracy and overall efficiency in managing special project positions. By having a tailored system to handle the unique aspects of these roles, districts can prevent overpayment, maintain budgetary control, and uphold the integrity of their payroll processes. It is imperative that this solution is implemented thoughtfully, following best practices and ensuring that all stakeholders are well-informed and comfortable with the system. With robust validation features and precise controls, the Time Sheets - Special Projects functionality stands as a testament to the organization's commitment to responsible time management and fiscal stewardship.