Managing labor for over 11,000 employees was no small feat for Pasco County School District. Every week brought a mountain of handwritten timesheets, hours of manual data entry, and risks they couldn’t always see coming.
That changed with TimeClock Plus.
Today, the district has full control over time tracking, FLSA compliance, and payroll accuracy — all without the guesswork of paper.
Paper processes made timekeeping chaotic and compliance risky
Before moving to TimeClock Plus, nearly every Pasco County employee tracked time on paper, burying administrators in what seemed like an endless mountain of paper. Only bus drivers were clocking in digitally. Everyone else — from teachers and food service workers to school office staff — filled out timesheets by hand. Those sheets had to be interpreted and entered manually by school-based timekeepers.
And the complexity didn’t stop there. The district manages dozens of employee classifications, including salaried instructional staff, non-instructional employees, daily interns, and hourly substitutes. Each group had different pay rules and job codes, plus hours were calculated manually.
“With paper timesheets, you have no idea where anything is in the process,” said Judie Zollo, Senior Manager of Application Support. “I could only see what had already been submitted to the ERP — there was no visibility into the actual timesheets.”
Mistakes were common. Illegible handwriting, misinterpreted job codes, and missing entries led to incorrect pay and hours lost chasing fixes. For FLSA-covered employees, the risk was even greater. One wrong calculation could mean compliance trouble or costly overtime.
Full visibility, built-in accuracy, and fewer surprises
When the district implemented TimeClock Plus, everything changed. Every employee’s time is tracked digitally, eliminating confusion, manual errors, and unnecessary payroll work.
Smarter time tracking for every classification
Whether it’s clocking in via a web clock or entering time through a digital timesheet, every staff member’s hours are recorded within the system. Even salaried instructional staff now submit timesheets electronically, creating visibility that didn’t exist before.
Missing timesheets no longer go unnoticed. Admins can instantly see who hasn’t submitted and send reminders without manually building lists or making hallway requests.
Preventing costly payroll errors
Pasco County once unknowingly paid teachers months after they had left the district, simply because there was no formal trigger from missing paper timesheets.
“TimeClock Plus alerts us when a timesheet has no hours,” Zollo explained. “That alone has helped us avoid costly overpayments.”
Illegible handwriting, miscalculations, and missing records are now problems of the past. Teachers’ timesheets go through a formal approval workflow, and the payroll process is far more accurate and efficient.
Built-in compliance with FLSA and labor codes
TimeClock Plus helps Pasco County stay ahead of compliance risks. The system automatically calculates hours and flags when someone is approaching or exceeding overtime limits.
“There’s no question anymore about whether someone worked their allotted time,” Zollo said. “Knowing that we are undoubtedly in compliance with FLSA is huge. We have unprecedented accuracy when it comes to employee time.”
Plus, with built-in logic around job codes and labor classifications, the system ensures hours are tracked and coded correctly right from the start.
Audit-ready grant tracking
With so many instructional roles funded by grants, the district needs to show clear, verifiable records of time worked. TimeClock Plus creates a digital audit trail for every employee. If audited, the district can easily pull records of grant-funded employees’ timesheets as opposed to digging through the mountain of paper timesheets.
“There are no mistakes even when there’s a shortened week due to a holiday,” noted Zollo. “The math is just always right.”
Time saved, money recovered, and greater control district-wide
Since implementing TimeClock Plus, Pasco County has saved hours of administrative time while gaining unprecedented visibility .
“If a school needs help, we just export their data and walk through it together,” said Zollo. “I used to drive 50 miles to help with timesheet issues. Now, I just click into the employee’s record.”
The district’s staff can now identify missing entries, spot overtime risks, and monitor labor costs — all in real time.
Meeting FEMA Requirements in Hours, Not Months
Several Pasco County schools become community shelters, and in the past, it took months to process payroll for shelter staff because FEMA requires detailed job-level documentation — something handwritten timesheets didn’t support.
TimeClock Plus changed that.
Shelter employees simply clock in and out with pre-programmed emergency job codes. That data feeds directly into the district’s reporting and payroll process, helping them meet FEMA’s strict documentation standards.
“What used to take months to process now takes days,” Zollo said. “The process is much more simplified now that we’re using TimeClock Plus.”
Roles at the shelters range across titles and duties. Administrators oversee and run the operation, food and nutrition staff provide meals for sheltering residents, custodial staff maintain cleanliness and sanitation, and teachers who can sign up for voluntary paid shifts to help run the shelters. Regardless of role, the digital system keeps everything organized and audit-ready all while allowing district leaders to stay focused on what matters most: serving the community.
Better service, better outcomes
For Zollo and the district team, TimeClock Plus is more than just a timekeeping system — it’s a foundation for more innovative labor management, tighter compliance, and stronger support for schools.
“TCP has allowed us to provide better customer service to schools,” Zollo said. “We can help them faster, fix issues more easily, and ultimately support student outcomes without the administrative headache.”
With visibility, accuracy, and automation built in, Pasco County School District is no longer playing catch-up on payroll. They’re confidently moving forward — one digital timesheet at a time.
