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 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

Collaborative Process Friendly, Fair Solutions for All Staff Protect Phoenix Union Protect our Staff Guiding Principles & Values What’s Important to Us?

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?

Penalties Audit Deseg FLSAACA Contracts /Letter of Intent Lunch Breaks Delayed Pay Real $$

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 This is the year because PROP 123 can help What Do I Need to Know About Transition? Each year employees who work less than 12 months will experience a delayed pay; 12 month employees have one time delay in July 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 Current District pays for work before it is completed Future Work completed before it is paid More accurate & timely pay No need for live checks if you use direct deposit

26-Pay Option This option is NOT going away…It will just look different 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 Current District holds earnings for staff and releases payment in summer Future Staff holds earnings through financial institution and chooses when to receive it

Calendar Change 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) Current Tuesday start for first day back Future Monday start for first day back August 1, 2016 Friday off before Winter Break December 23, 2016

Reporting Absences and Leave YOU Report, not Administrative Assistant 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 Current Administrative assistant responsible for timely reporting of absences and leave hours Subfinder Future Staff is responsible for timely reporting of their absences and leave hours AESOP

Breakout Discussions

Pay for Time You will use two NEW systems for ACCURATE tracking What Do I Need to Know About Transition? Hours worked tracked through TimeClock Plus ® 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 Current Staff paid through current day of paycheck regardless of days off, corrections made after paycheck Future Classified hourly staff paid for reported hours only

Tracking/Reporting Time You are responsible for your time 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 Current Admin assistants / supervisors track time not tied to payroll system Future Work Hours reported by TimeClock Use TimeClock Edit log for “missed punches” View and Approve hours each week

Compensatory / Flex / Overtime Comp time IS going away, additional hours = overtime or flex time 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 Current Staff can accumulate comp time to be used within school year Future Overtime with supervisor pre-approval Flex time with supervisor pre-approval used within work week

Questions