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Case Study – Butler County Schools, Kentucky

Butler County Schools in Kentucky is a local school district with over 300 full-time  employees. Like many school systems today, Butler County schools were researching ways to save money, improve processes, and streamline their school system as a whole in order to fully maximize their budget. Like many other schools, paperless payroll solutions seemed to provide an answer to this problem.

“We wanted to eliminate paper pay stubs and W-2 forms, and give our employees access to them through a website,” stated Travis Johnson, Payroll Manager for Butler County schools. Johnson wanted to find a paperless statement solution that would be easy for employees to use, and also be secure so that employees’ pay information would be protected online. “We were looking for a product that was user friendly, cost effective, and very secure,” remarked Johnson.

After a thorough research process, Johnson chose NatPay for online pay stubs and W-2s. This decision was based on a variety of factors that all came together in support of NatPay’s Doculivery online pay stub and online W-2 services. It was paramount that the Doculivery system be easy to use, and simple for Butler County School employees to adopt. “Doculivery is very user friendly. Setup only takes a few minutes, and there is almost no learning curve,” said Johnson.

Having employee pay information online also meant that security was a top priority for Butler County school employees. “Many employees were initially concerned about the security of their pay information, but once they experienced how easy and secure the Doculivery system was to use, those fears went away. I was also concerned with disaster recovery and upload security, but all my concerns were put at ease when I learned about NatPay’s security features,” said Johnson.

NatPay has completed a SSAE 16 SOC 1 audit (formerly SAS 70 Type II) which means that very stringent security procedures are maintained on a daily basis. Doculivery clients are assured that their pay information is kept safe and secure using the latest, Industry-standard security protocols and encryption methods.

Many clients that search for paperless solutions are concerned with the integration process taking too many months to implement. Based on industry results, it takes 16 to 22 weeks to adopt an online pay stub process which is why Doculivery’s 6 to 8 week integration time period looks so attractive. This rapid implementation process allows many clients to realize a faster ROI. “Integration was simple. I got the programmers the reports out of Munis (our payroll software) and NatPay built the system around them.  Once we were set up, NatPay’s support staff walked me through the upload process. It was all very simple,” remarked Johnson.

The Group Administration features of Doculivery provided additional benefits for Butler County. Like other companies who have limited payroll personnel, the system must accommodate various levels of payroll staff using the system, and provide simple administrator functions that do not require a technical or IT representative.

“Since I am the only person with administrator rights (besides a person for backup) it was important that administration did not require a lot of time. Doculivery is simple. I can unlock someone, or update an employee very quickly,” said Johnson. “I was told that if I could get the information to NatPay, then the programmers could make Doculivery do what I needed it to do. So far, they have come through 100% of time.”

After using the Doculivery system for a few months, Butler County Schools anticipates a significant savings over conventional paper methods. “By just using Doculivery for online pay stubs and W-2s, we are able to project about a 50% savings from the old way of printing paper stubs. We are saving on the paper for stubs and W-2s, as well as the ink used to print them, and also on all of the postage costs,” remarked Johnson.

Employee feedback from Butler County school employees has been quite favorable. “Everyone is uneasy about change, but after we rolled out Doculivery online pay stubs, I can say that I haven’t had anyone complain about them. I have even heard from some of my employees that I was worried about saying how simple the system is,” said Johnson.

Now that Butler County school District is enjoying tremendous savings by adopting Doculivery online pay stubs and W-2s, Johnson intends to increase their paperless projects for additional savings, and to further streamline their business processes.

“We are very happy customers, and are excited about using Doculivery for other paperless solutions in the future,” said Johnson.