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Billy T. Cattan Recovery Outreach Center Streamlines its Payroll Process with OnTheClock

The employees at Billy T. Cattan Recovery Outreach Center have always manually recorded their time using paper time sheets, penciling their hours in ahead of payroll each week. However, at times, employees would forget to share their hours, sending them into a scramble as they attempted to recreate their schedules from memory. And, without fail, there was always an employee or two who would fail to comply, pushing the entire payroll process beyond the deadline.

An email touting OnTheClock’s ability to integrate with multiple third-party payroll providers caught the eye of company leaders. After sitting through a demo and trying it out for themselves, administrators were convinced that OnTheClock’s cloud-based employee time tracking system would be a perfect fit.

Problem:

Time Tracking Accuracy

Location:

Victoria, Texas

Time for a Change

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Tell us about you

The Billy T. Cattan Recovery Outreach Center is dedicated to helping individuals overcome substance use and co-occurring disorders, aiming to strengthen their physical, spiritual, and mental health. Prioritizing immediate support — whether that consisted of guidance, resources, or just someone to talk with — the team at Billy T. Cattan Recovery Outreach Center serves as a beacon of hope for its patients. 

The challenges you faced

  • Inadequate system

    The company’s paper time sheets had become ineffective, inaccurate, difficult to file/organize, and hard to track down.

  • Missed deadlines

    Delayed time sheets led to further delays in other administrative duties, including vendor payments, 401(k) distributions, and more.

  • Shouldn't this be simpler?

    The company yearned for a way to easily and quickly print physical timecards using employees’ digital punch data.

“OnTheClock has helped us tremendously. We’re now able to print out the timecards we need directly through the software. We no longer have to track down physical timecards. What used to take several hours now takes 30 minutes or less.”

Ester Morton | Office Manager, Billy T. Cattan Recovery Outreach Center

How OnTheClock helped

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Billy T. Cattan Recovery Outreach Center’s employees have always utilized paper time sheets, reporting and tracking their hours by hand. However, the company recently transitioned its payroll process, moving from its provider’s desktop version to an online model, which required managers to scan and upload paper timecards. The company’s HR team was frank: It’s cat-and-mouse time tracking procedures were inaccurate and inadequate.

“We would always have to wait for employees to turn in their time sheets,” said Ester Morton, office manager, Billy T. Cattan Recovery Outreach Center. “At times, some employees would drag their feet and wouldn't turn them in at all, which would delay payroll.”

The company is currently building a new rehab center in Victoria, Texas, which has consumed a great deal of its leaders’ time. This new facility will likely lead to more employees, expediting the need for a simpler, more reliable payroll system.

“Our CEO and clinical director have been spending a lot of time meeting with architects, contractors, planners, the city, etc., on behalf of the new rehab center,” said Morton. “Moving to the online interface meant I no longer had to manually enter payroll hours into our payroll system. With OnTheClock, we’re able to print them, look them over, sign them, and turn them in quickly and easily. Within 30 minutes to an hour, we have our time sheets and payroll ready to go.”

OnTheClock has effectively tempered the headache that once plagued the company’s payroll process.

“With OnTheClock, employees are empowered to enter and approve their own hours, because they’re so accessible via the software,” said Morton. “There's no more delays, we’re no longer chasing people around, and everything is accurate.”

“We enjoyed being able to try OnTheClock out before moving forward. This allowed us to test it out with three employees and have our CEO check it out as well. Once everyone saw how easy it was, we signed up. The transition has been easy.”

– Ester Morton, Office Manager, Billy T. Cattan Recovery Outreach Center

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