Aladtec Meets Workday – Connected Public Safety Scheduling and Payroll

No matter your shift patterns or rotations, the schedule is where every paycheck starts. But for many cities, counties, and public safety agencies, schedules and payroll often live in two systems that don’t talk to each other. As a result, payroll teams waste time entering the same data in multiple places. 

This data re-entry is often manual, time-consuming, and error-prone, and every rekeyed hour raises the risk of an incorrect paycheck. And, when paychecks aren’t right, nobody’s happy.

That’s why TCP Software built a bidirectional integration between Aladtec and Workday that keeps your schedule and payroll data nice, neat, and in sync.

Connecting your schedule and payroll processes saves payroll teams valuable time with less manual rework and a much (much) smaller margin for error. Plus, you can feel confident staff are paid accurately paycheck after paycheck. Each system does the job it’s best at – Aladtec handles your 24/7 rotational public safety schedules while Workday remains the system of record you already know (and love).

The gap between where work is scheduled and where it’s paid

Public safety scheduling isn’t easy. Round-the-clock rotations, minimum staffing requirements, and complex union rules call for a specialized rotational scheduling solution built for the reality of your daily operations. 

With the exception of scheduling software, fire, EMS, law enforcement, and corrections agencies rarely run their own HR solutions. They’re usually part of a larger municipal or county government with centralized HR and payroll systems used across departments. When these scheduling, HR, and payroll systems are disconnected, the problems abound. 

Where payroll accuracy breaks down

Schedulers and supervisors build rotations, fill coverage gaps, and approve time off in their scheduling software. That information is accurate where it lives, but someone still has to retype it somewhere else. When payroll finds a mismatch, supervisors have to stop their daily operations to dig through the data and paperwork. When no one catches those inconsistencies, inaccurate paychecks go out. 

The payroll processing grind

At the end of every pay period, payroll admins pull hours out of the scheduling system and rekey them into payroll. Reconciling schedule data like overtime and shift trades by hand leads to errors and takes time away from more important work, like building next month’s schedule or training new personnel.

Leave balances staff can’t trust

Staff request time off against the accrual balance they see. But when balances live in two systems, the numbers don’t always match. Staff end up second-guessing their vacation and sick time, and admins get inundated with PTO balance inquiries. The disconnect impacts coverage too. If supervisors can’t see accurate balances, approving time off could leave a shift understaffed.

The cost of dual entry and custom builds

If you’re running scheduling in one system and payroll in another, your options are limited. You could keep rekeying hours by hand, build your own custom solution, or pay for a custom or third-party integration to bridge the gap. 

Any one of these options might be viable, but that doesn’t mean they’re efficient. Dual entry eats admin hours every pay period and leaves room for errors that lead to payroll corrections and reruns. Custom builds cost money up front and take ongoing work to maintain. And spending budget on a custom third-party integration takes away from funds needed elsewhere.

Connected systems from schedule to paycheck

Instead of settling for manual workarounds or expensive custom integrations, public safety agencies need a better path forward. You need a single system that handles your 24/7 scheduling needs and connects directly to your payroll platform. 

Aladtec, meet Workday

Together, Aladtec and Workday give you confidence that your teams get paid for the hours they work. Supervisors and payroll staff get valuable time back and the whole process is smoother and more reliable from start to finish. 

How the Aladtec – Workday integration works

The integration creates a direct connection between the two systems. TCP implementation experts set it up and configure it to fit your agency’s scheduling workflows, HR structure, and payroll processes. Aladtec stays your system of engagement for 24/7 schedules and leave management. Workday stays the HR and payroll system of record.

Here’s how a typical pay period flows:

1. Staff records sync nightly – New hires and changes in Workday show up in Aladtec automatically, without data re-entry.
2. Staff work and request time off in Aladtec – Supervisors approve requests in the same place they manage the schedule.
3. Aladtec prepares the pre-payroll data – Payroll code mappings match schedule and accrual data to the exact pay fields Workday needs.
4. Data goes to Workday at pay period close – An admin confirms the payroll report and sends it to Workday with one click.
5. Workday runs payroll – It applies the agency’s pay rules and processes payroll as usual.
6. Balances come back to Aladtec – Updated accrual balances get sent back to Aladtec after payroll runs, and Aladtec tracks time off between pay periods so staff always see current numbers.

Get even more out of Aladtec and Workday

Connecting schedules to payroll solves the data problem and improves payroll accuracy. It also lets you pair Workday’s powerful HR platform with the specialized public safety scheduling capabilities in Aladtec. Shift bidding that follows your union contract rules is a good example.

Larger agencies, especially those with union contracts, often award shifts, assignments, and vacation through seniority-based bidding. Run on spreadsheets or paper, that process is slow, hard to track, and easy to dispute. Aladtec handles bidding in the same system that builds the schedule, with features that include:

• Reusable assignment group profiles for quick setup
• Interval or simultaneous bidding methods to match your rules
• Mobile access so staff can easily view and submit bids 

What Aladtec with Workday means for your teams

As a Certified Workday Innovation Partner, TCP builds integrations that keep HR and payroll data clean and cut manual work for agencies that use both. 

The Aladtec and Workday integration gives your agency one connected process from schedule to paycheck, and every team feels the difference:

• Payroll and HR staff stop rekeying hours and spend less time on corrections and reruns
• Schedulers and supervisors build schedules and approve time off once, and that work carries through to payroll
• Staff request leave against accrual balances they can trust
• IT managers get a direct connection set up by TCP, with no custom build to maintain

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TCP Software’s employee scheduling, time, and attendance solutions are flexible and scalable to accommodate your organization and employees as you grow.    

From TimeClock Plus, which 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 your organization’s needs, 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.