Upstate Payroll Services Department's Shift to Electronic Records
The savings generated by the Upstate payroll services department's shift to electronic records are hard to measure. But create a mental stack of paper based on these numbers from director Sandra Delaney, and you'll get the idea.
- Replacing paper timesheets with the Self-Serve monthly electronic system saves 73,488 sheets per year.
- Fully implementing the Kronos time and attendance system (completion scheduled by the end of 2010) will save 162,552 documents per year.
- Electronic management of records of non-Upstate employees (voluntary faculty, public safety officers, food service workers, student nurses, etc.) saves "tens of thousands of pieces of paper a year."
Delaney said the gradual shift from paper generates other savings that are hard to measure. Those include employees' time spent checking accuracy and correcting mistakes on paper timesheets; toner and printer use, mailroom employees' time sorting and delivering paper copies, etc.
With Self-Serve, employees who have a question about accrued sick time, vacation time or paycheck information can check it at their computer, rather than digging through paper records or calling Payroll Services.
"The customer-service side of that is huge," Delaney said. "How do you quantify that? I don’t know."
Delaney hopes the future brings more time- and paper-saving changes, including the acceptance of PDFs and other electronic forms that now require a paper backup copy.
"We're getting there," Delaney said. "We're making strides."
For more information on payroll services at Upstate, go to http://www.upstate.edu/payroll/.