Extra duty work is inevitable in K-12. But that doesn’t mean your staff should have to work extra hard to manage their extra time.
New to TimeClock Plus, Extra Duty Manager helps K-12 schools efficiently assign, approve, and track extra duty work.
Extra duty management is the process schools use to handle assignments that fall outside of a teacher or staff member’s regular hours or contract. Whether teachers are covering after-school programs, supervising events, or filling staff absences, Extra Duty Manager makes every extra duty assignment simpler while keeping compliance, daily workflows, and budgets top of mind.
How does extra duty management impact you in the real world? (Friday night lights scenario)
Picture this:
It’s Friday afternoon. There’s a homecoming football game against your school’s biggest competitor in five hours. The students are buzzing with excitement for game day when it hits you — nobody’s scheduled to cover the concession stand.
The request was missed when the last staff meeting went long.
You walk briskly (no running in the halls) to your desk and frantically mass-email every teacher. On your way to the staff lounge to see if you can catch someone in person, you leave a sticky note on the assistant principal’s desk and fire off a quick text to the PTA group “just in case.”
Not only is this the last thing you want to be doing on your Friday afternoon, but it eats up time, throws a little chaos into this month’s budget tracking, and opens the door to labor compliance issues.
The problem with extra duty management
Extra duty is anything but an extra task — schools can’t operate without it. Yet, most schools handle extra duty work manually and inefficiently.
Schools request volunteers, or staff submit paper forms/send emails/texts asking to work extra events. Admins try to track who’s approved or qualified, who worked, or who couldn’t. HR and payroll teams then try to make sense of it all, matching the time tracking spreadsheets to job codes and hoping nothing important (i.e., nothing that will cost money) fell through the cracks.
Sound familiar? If so, you know the risks:
- Overpaying for unapproved hours and losing control over your budget
- Wasting hours on paperwork and verifying qualifications
- Accidentally violating district policies
Whether it’s finding staff for ad hoc events like the big game and the upcoming fall dance, or assigning coverage for the after-school program, K-12 school administrators know the extra duty dilemma all too well.
Introducing Extra Duty Manager from TimeClock Plus
Extra Duty Manager makes managing extra duty hours simpler and faster, with more accuracy and less scrambling. Built specifically for K–12 schools, it helps you assign, approve, and track extra work without chasing down paperwork or risking avoidable payroll errors.
Let’s go back to our Friday Night Lights scenario, but this time, you have Extra Duty Manager:
☑ You post extra-duty concession opportunity in a user-friendly dashboard
☑ Qualified staff get instantly notified
☑ They can accept or reject the assignment in one workflow
☑ You approve the assignment with one click
☑ Everything is tracked — hours, job codes, and budget impact
No day-of fire drills. No sticky notes or manual tracking. No budget guesswork the next day. (Oh, and you beat the rival school 35-14 while selling out all the nachos.)
How does Extra Duty Manager work?
Publishing and assigning extra duty is an automated, transparent process from start to finish in TimeClock Plus.
Create and post an assignment
Whether it’s a one-time event or recurring need, administrators post extra duty opportunities and specify job details, dates, and requirements.
Notify and assign staff
Eligible staff are notified automatically. You can select who you’d like to offer the assignment to or let them express interest. Only qualified staff are considered, so no manual vetting is required.
Approve and track assignments
Once approved, assignments are locked in and tracked. Administrators can monitor hours worked, assignment status, and overall labor costs.
Push to payroll
After the work is complete, everything flows directly to payroll with correct job codes and approvals already in place, reducing errors and delays.
Is Extra Duty Manager right for my school or district?
Extra Duty Manager is built for K–12 schools and districts looking to reduce manual work, increase transparency, and better manage labor budgets. Whether you’re a small school managing a handful of extra duty roles or a large district coordinating hundreds each week, Extra Duty Manager scales with your needs.
How will Extra Duty Manager benefit my staff?
Let’s face it — there’s nothing fun about manual extra duty processes. They waste time, increase the chances for mistakes, and take much more stress and energy than needed.
By automating the way extra work is assigned and tracked, Extra Duty Manager creates a better experience for everyone involved:
| User | Benefits |
| Administrators | – Fewer phone calls, emails, and follow-ups – Real-time oversight of budget and staff assignments – Peace of mind knowing policies are followed |
| HR & Payroll Teams | – Cleaner, faster payroll processing – Fewer overpayments or corrections – Complete audit trails for every assignment |
| Staff | – Clear visibility into extra duty opportunities – Confidence that hours will be tracked and paid correctly – A fair and consistent approval process |
Ready to make extra duty work easier?
Extra Duty Manager is now available in our leading time and attendance solution, TimeClock Plus. If you’re ready for less paperwork, more time back, and an easier way to support your school community, learn more about how you can make it happen by contacting the TCP Software team today.
TCP Software’s employee scheduling and time and attendance solutions have the flexibility and scalability to suit your business and employees now and as you grow.
From TimeClock Plus that automates even the most complex payroll calculations and leave management requests, to Humanity Schedule for dynamic employee scheduling that saves you time and money, we have everything you need to meet the needs of your organization, no matter how unique. Plus, with Aladtec, we offer 24/7 public safety scheduling solutions for your hometown heroes.
Ready to learn how TCP Software takes the pain out of employee scheduling and time tracking? Speak with an expert today.
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