Published: November 19, 2008 10:50 am      

County to develop time allocation policy

Case management workers have to account for every minute under new requirements

CLINTON — The Clinton County Board of Supervisors heard this week from attorney Wiley Pillers, who advised the board on creating a time allocation policy for the county’s Case Management employees.

Case Management Director Patti Robinson recently appeared before the board to notify them that newly adopted federal and state guidelines now require employees in her department to allocate for every minute of the work day, rather than for every 15 minutes as previously required.

Robinson stated that the change took place in her department a few weeks ago, and the additional requirements have resulted in a “nightmare” of extra paperwork and documentation.

Robinson noted that the Case Management department, which provides services to county residents who are chronically mentally ill, developmentally disabled or mentally disabled, is reimbursed through federal and state funding for time spent with clients. She stated that the department must follow the new time allocation policy in order to receive any reimbursement for its services.

“The only way you get reimbursed is by accounting for every minute,” Robinson stated.

She reported to the board that the department currently does not have a time allocation policy in place for dealing with employees who may arrive to work at 8:02 a.m. or leave at 4:27 p.m. She added that under the previous requirements, because time was divided into 15 minute increments, an employees arriving between 8:01 and 8:07 would be clocked in at 8:00, while an employee who comes in to work at 8:08 or later is clocked in at 8:15.

Pillers told the board that under the state’s wage and hour laws, time allocation policy is generally a management decision, and is not mandated by union policy.

“It’s a question of uniformity, so there is a consistency with all employees,” Pillers reported. “As long as it’s reasonable, they will adopt whatever the employer wants to do.”

Pillers added that an industry standard calls for clocking employees in increments of five minutes or six minutes, which is one-tenth of an hour. He noted that employee time matters are usually treated as a disciplinary issue.

Supervisor Jill Davisson expressed disapproval of the new time allocation requirements, raising the concern that valuable time will be taken away from the clients in need of services.

“You’re going to be spending seven and-a-half hours every day doing paperwork and half-an-hour seeing the clients,” Davisson stated.

Supervisor Dennis Starling agreed, advising Robinson to make sure the department’s employees are spending as much time as possible with clients.

“Then at that time, when you can’t get your paperwork done, then you can make a case to (federal and state legislators,)” Starling stated, calling the new requirement “ridiculous.”

Although Davisson stated her disagreement with the new requirements, she advised Robinson to work with Pillers in developing a time allocation policy for employees.

“Have Wiley help you with a policy that reflects federal standards,” Davisson advised. “If you adhere to federal standards, at least if you end up in court (being audited,) you’ve got a legitimate defense.”