8 Must-Do Time Tracking Tasks to Close Out the School Year

As the school year winds down, Payroll and Business Office teams at K-12 districts face a long list of year-end tasks. But when it comes to employee time tracking systems and payroll, a few high-priority actions can make the difference between a smooth fiscal close and a last-minute scramble.

Whether you’re using time tracking software, time clocks, or still juggling paper timesheets, now’s the time to button things up, finalize one-time discretionary spending before budgets expire, and prepare for the new year.

Here are the 8 most important time tracking tasks every school district should complete before closing out the school year.

1. Finalize Time Records and Clean Up Missed Punches

Review all employee time entries for the final pay periods. Ensure:

• Missed punches are corrected
• All timesheets are submitted and approved
• Overtime and exception reports are reviewed and signed off

2. Prepare for Summer Jobs and Adjust Pay Codes

If your district employs staff for summer programs, extended school year (ESY), or transportation services, now is the time to:

• Set up special summer job codes or pay rates
• Assign correct work calendars to seasonal employees
• Clarify time tracking rules for non-standard hours

Creating a dedicated group or calendar for summer roles can simplify tracking and payroll processing.

3. Update Your Master Calendar for the New School Year

Load your upcoming school year calendar into your time and attendance system now. Make sure it includes:

• Holidays
• Staff workdays and professional development days
• Non-duty days

This ensures your system is ready when contracts and time tracking restart in the fall.

4. Review and Deactivate Users No Longer with the District

Audit your user list to:

• Remove staff who have retired, resigned, or won’t return
• Reassign roles or departments for transferred employees
• Merge or delete duplicate records

Keeping your time and attendance system clean improves security, reporting accuracy, and overall system health.

5. Communicate Pay Schedule and Timekeeping Deadlines

Finalize and publish your payroll calendar for the new year. Share:

• Time submission deadlines
• Supervisor approval windows
• Payroll processing dates

Clear communication now prevents errors and confusion when staff return in the fall.

6. Archive Year-End Reports and Time Data

Download and store key reports before the new year starts:

• Hours worked by employee and department
• Overtime summaries
• Correction logs
• Leave balances

These reports often support audits, funding reviews, and internal planning. Backing them up now gives you peace of mind later.

7. Assess Time Clock Kiosk Placement and Plan for Hardware Updates

Review where your time clocks are installed and how they’re used. Ask:

• Are any of your buildings congested at clock-in times because employees have to log in instead of scanning their proximity badges? Speed eliminates congestion.
• Have entrances shifted due to renovation or security updates? Location impacts usage.
• Do you see “missed punches” from groups that enter from a different parking lot than where your current clocks are located? Convenience breeds accuracy.

Summer is the best time to reposition, replace, or expand time clock coverage.

8. Schedule a Year-End Review with Your Time Tracking Vendor (and Review Available Funds)

Set up a check-in with your time tracking or SmartClock provider. During this review, you should:

• Review your system setup and calendar configuration
• Ask questions about features you may not be using
• Discuss new time clock hardware needs, software upgrades, or integration updates

A quick review can prevent issues and help you take full advantage of your existing tools.

Also, take time to evaluate any remaining “use-it-or-lose-it” budget that may expire at the end of the fiscal year. If you have unused discretionary funds, this could be the perfect opportunity for strategic one-time spending in upgraded time clocks, adding additional devices for high-traffic locations, or fund system enhancements before the window closes.

Start Next Year Strong

Whether you’re closing out your first year with a digital time system or still relying on paper, these time clock and attendance best practices help ensure compliance, accuracy, and a smooth transition into the new school year.

Looking for help setting up your end-of-year checklist or planning a SmartClock rollout? We’re here to help.

👉 Contact us to schedule a quick planning session or request more info about improving time tracking at your district for next school year.

It’s about time.