Managing time and pay across a university as diverse and dynamic as Stephen F. Austin State University (SFASU) is no small task. With dozens of departments, multiple employee types, and different ways of recording time, payroll relied heavily on paper and manual effort.
To bring more consistency and control to the process, SFASU implemented TimeClock Plus, TCP Software’s time and attendance solution. The university needed to reduce manual work, improve accuracy, and connect time tracking directly to its Ellucian Banner ERP system.
Here’s how SFASU moved away from paper-based payroll, built a more consistent approach to time tracking, and created a foundation that continues to support the campus more than a decade later.
A patchwork of paper, manual entry, and rework
Before TCP, time tracking at SFASU varied widely by department. Some employees clocked in and out using physical time clocks. Others filled out paper timesheets. In some cases, departments tracked hours for all employees manually.
Even departments that already used a TCP solution to collect hours were required to transcribe that data onto university-mandated paper timesheets for payroll processing. No matter how time was captured initially, everything eventually had to be rewritten by hand.
The process created ongoing strain:
- Payroll ran semi-monthly, requiring administrators to collect, verify, and enter time for every employee twice a month
- Departments received separate reports to track vacation, sick, and FLSA compensatory time
- Leave usage and hours worked were often reported inconsistently, leading to corrections and supplemental payrolls
- A lack of direct integration with Ellucian Banner made it difficult to reduce manual work
“We needed to find a solution that would allow us to interface with our ERP system, eliminating the need to print paper timesheets,” said Judy Duffin, Payroll Manager at SFASU.
Bringing the campus onto a single, flexible system
SFASU needed a timekeeping solution that could support the full campus while still respecting how individual departments worked. Accuracy, consistency, and ERP integration were critical, as was the ability to handle FLSA compensatory time in a way that aligned with university policy.
After evaluating several options, leadership selected TCP’s TimeClock Plus solution. It offered the flexibility SFASU needed, integrated with Ellucian Banner, and supported the reporting requirements of a large, decentralized organization.
Implementation moved quickly. The new system went live across campus in just two months.
Supporting different departments without forcing one workflow
Not every department tracked time the same way, and SFASU didn’t want to force a single approach. Some employees preferred traditional clock-in and clock-out methods. Others needed the ability to enter time manually.
TimeClock Plus supported both.
Departments that wanted more autonomy could use timesheet-based entry, while others relied on clock-based workflows.
Clear visibility and audit-ready reporting
With automated time tracking in place, payroll administrators gained clearer insight into hours worked, leave usage, and compensatory time balances. Time entries could be reviewed and corrected before payroll was processed, reducing payroll errors and rework.
The solution also supported accurate FLSA reporting.
“When our consultant informed us how Banner handles compensatory time by paying the first hour and banking the half hour, we knew we needed a solution that worked our way — by banking FLSA compensatory time at time and a half,” Duffin said.
A consistent audit trail was now available for every employee, regardless of how their time was recorded.
Managing change and refining daily workflows
As expected, not every department embraced the change right away. Some staff members were hesitant to move away from familiar processes. TCP supported the transition with hands-on training, custom programming, and a dedicated project owner who worked closely with the university.
As the system rolled out, export and import workflows were adjusted based on feedback from payroll staff to better support daily use. Those refinements helped reduce friction and made ongoing payroll processing more manageable.
Today, TimeClock Plus is used at an enterprise level across SFASU, supporting every department while allowing teams to work in ways that make sense for them.
A lasting transformation in payroll efficiency
The shift to TimeClock Plus delivered immediate improvements and continues to pay off:
- Paper timesheets were eliminated, along with bulky file storage in the payroll office
- Manual data entry and payroll errors dropped
- Administrators saved hours of work every pay period
- Payroll and leave reporting aligned more closely with state and FLSA requirements
- Payroll staff could review reports proactively instead of reacting to errors after the fact
Just as important, SFASU preserved department-level flexibility without sacrificing visibility or consistency across the university.
More than a decade later, TCP’s support remains a differentiator.
“…we still receive calls to find out how we are doing and if we need anything,” Duffin said.
A system that evolves with the university
What began as a fix for payroll inefficiencies has become a core part of how SFASU manages time and pay.
With a flexible, scalable timekeeping solution in place and continued support from TCP, the university is well positioned to adapt as its workforce evolves — without returning to the paper-heavy processes of the past.
Whether employees clock in, enter time manually, or manage leave across departments, SFASU now operates with greater confidence, consistency, and control.
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.
