Case Study: Increase Internal Controls on Time and Attendance
82nd Street Academics’ mission is to complement public education so that students in New York City, regardless of home language, have access to quality public higher education.
Dr. Ronald Tompkins is the executive director.
Problem: Abuse of Paper Timesheets
82nd Street Academics is located across four sites in Queens and one in the Bronx.
In June 2014, they had 92 staff. But, as of March 2015, the educational company has rapidly grown to 132 employees.
“The previous system of filling out time cards lent itself to abuse,” said Dr. Tompkins.
In addition, he needed a time clock that would keep working if Internet service was interrupted, which was an infrastructure reality given the diversity of work locations and technical situations beyond his control.
“With the last time system we had, a manager would have to flip through an operating manual,” Dr. Tompkins says.
Solution: stratustime Tightens Internal Controls
82nd Street Academics selected stratustime as its cloud-based, automated time and attendance solution. The employees use the netone clock with biometric fingerprint readers to clock in/out at each location. Since all time and attendance is captured in real time and stored in the cloud, stratustime integrates all of the data from across multiple staffs.
For its growing staff, the company wanted to have better internal controls. On the dashboard, Dr. Tompkins and the payroll administrator can see that employees (and their supervisors) have approved all hours.
“We want the staff to say: ‘This is an accurate reflection of my hours,’” he said, referring to the accountability built into the stratustime system.
Also, the information seamlessly integrates with their payroll system, ADP.
Since stratustime records a transparent chain of approvals and modifications, Dr. Tompkins said, “From employee fingerprint to final audit, the information is locked down.”
A bonus for 82nd Street Academics is the ability to customize fields in stratustime.
“We don’t have a HR person yet. So, stratustime fills a lot of gaps as we grow,” he said.
Specifically, they have fields that alert when an employee is due to renew medical records and registration on the Statewide Clearance Registry.
“Since fines are $2,000 each for expired medicals, we really needed control of this HR area,” Dr. Tompkins said.
Now he gets 60-day alerts in advance of an expiring license or registration.
“The managers were compliant by the end of the first quarter –– so we have rested since. I’m very happy with stratustime,” he said.