Running an efficient school system takes more than classrooms and curriculum. Behind the scenes, payroll and workforce management play a critical role in keeping everything moving. For Jasper County Board of Education, manual, paper-based payroll processes were consuming valuable time and pulling staff away from the work that mattered most.
Even after internal improvements brought payroll cycles down from 10 days to four, the process was still far from sustainable. Administrators and bookkeepers were spending hours tracking time, resolving discrepancies, and preparing payroll — time that could have been better spent supporting schools, staff, and students.
This is how Jasper County Board of Education automated time and attendance, improved payroll accuracy, and reclaimed 60% of payroll labor hours with TimeClock Plus.
Paper-based payroll drained time and resources
Before 2015, the district’s entire payroll process ran manually on paper. Each payroll cycle required hours of manual time tracking, verification, and summarization — often pulling staff like administrators and bookkeepers away from their primary roles.
In addition to the time burden, the manual payroll system led to:
- Frequent discrepancies in timecards
- Delays in payroll delivery
- Employee frustration with time-consuming corrections
- Limited visibility across a diverse workforce
For a school district working with limited resources, this inefficiency made it harder to focus on their most important goal—serving students and families.
“We needed a system that would streamline our operations without increasing costs,” said Gary Jenkins, Payroll & Personnel Officer.
Finding a cost-effective, integrated solution
When Jenkins began searching for a better approach, two requirements guided the decision:
- First, the new system had to cost roughly the same as the existing manual payroll process, which he calculated at about $12,500 annually.
- Second, it needed to integrate with the district’s payroll software so time, leave, and substitute hours could flow seamlessly into payroll.
In 2018, Jasper County Board of Education implemented TimeClock Plus to automate time and attendance across the district. The shift replaced paper tracking with a centralized, digital system that gave administrators better visibility and control without adding complexity or cost.
Transforming payroll: from four days to two hours
The results were immediate and measurable. Payroll processing time dropped from four days to just two hours, freeing up 60% of payroll labor time for other administrative priorities. What had once been a monthly scramble became a weekly preparation process, increasing visibility and reducing errors before payroll was run.
With more accurate data and consistent workflows, the district also strengthened compliance with labor and benefits regulations, including FLSA, ACA, and FMLA.
Real-time visibility across a diverse workforce
With TimeClock Plus, the district created a standardized process that improved oversight across departments.
Managers can now:
- View punch reports and scheduling data in real time
- Access time and attendance from anywhere via the TCP mobile app
- Monitor leave requests, absences, and off-hour work such as field trips
- Receive automatic alerts when issues arise (e.g., missed punches), enabling fast resolution
These features are especially valuable for administrators managing multiple campuses and transportation teams spread across locations.
Accurate pay, stronger oversight, and better compliance
By moving away from paper and manual corrections, Jasper County Board of Education gained greater accuracy and flexibility in managing its workforce. Employees are paid for actual hours worked at the correct rates, and administrators can more easily monitor adherence to time, attendance, and overtime policies.
The system supports the district’s diverse staffing needs, including classified employees, part-time workers, and substitutes, while providing the controls needed to manage both contracted time and supplemental activities.
A scalable solution for a growing district
Today, payroll at Jasper County Board of Education is no longer a drain on time or resources. What was once a four-day process is now a refined, reliable operation that supports the district’s broader mission.
Whether it’s classified staff, part-time substitutes, or full-time employees, every work hour is now tracked, verified, and compensated with accuracy and transparency.
With TimeClock Plus in place, administrators spend less time managing paperwork and more time supporting schools, staff, and students — confident that every hour worked is tracked, verified, and paid accurately.
TCP Software’s employee scheduling and time and attendance solutions are flexible and scalable to accommodate your business 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.
