Handling off-duty assignments internally at a university police department may seem manageable at first, but as the complexity of events grows, so do the administrative burdens.
Of course, the real challenge lies in the back-end logistics, such as coordinating invoices, tracking collections from multiple sources (campus departments, student organizations, vendors), and ensuring officers are paid accurately and on time. Without a structured system in place, financial tracking and reporting can quickly become a headache for university police departments.
But there’s a smarter way to handle these complexities—one that removes administrative headaches and ensures smooth operations from start to finish: third-party off-duty program administration.
Third-Party Program Administration
Third-party program administration is more than just a staffing solution; it is a strategic approach that alleviates the administrative burdens associated with off-duty programs. By taking on the time-consuming tasks of scheduling, invoicing, and payroll management, a third-party provider allows university police departments to focus on what matters most—campus safety.
Here’s how:
- Comprehensive Staffing Support – A third-party administrator sources officers from your trusted network and ensures all positions are filled, whether they are university officers or officers from neighboring agencies.
- Efficient Scheduling & Job Coordination – From large-scale concerts to major sporting events, a third-party provider handles the entire process of filling positions and ensuring compliance with university policies.
- Seamless Invoicing & Collections – No more chasing down payments from multiple campus departments or vendors. Third-party administrators implement customized invoicing solutions, making sure funds are collected efficiently and officers are compensated without delays.
- Payroll Management for Outside Officers – Universities often struggle with paying outside officers through internal payroll systems designed for university staff. Third-party administrators eliminate these issues by providing a direct and reliable payment system for non-university officers, making them more willing to accept assignments.
- Data-Driven Insights – Comprehensive reporting tools give your finance department the information it needs for accurate budgeting and forecasting.
Real-World Impact: A University’s Success Story
A major university police department in the South faced difficulties securing outside officers for large campus events due to payroll complications. Their system was not designed to pay non-university officers, leading to unpredictable payment timelines and reluctance from outside agencies to accept assignments. Additionally, the university’s strict budgeting policies made it difficult to estimate costs and process payments across multiple departments.
After partnering with a third-party administrator, the university saw immediate improvements, including a streamlined job estimation system that allowed departments to generate purchase orders aligned with financial policies. Additionally, a customized billing structure ensured that only relevant departments were charged, reducing financial confusion. Meanwhile, university officers continued to receive paychecks through their payroll system, while outside officers benefited from timely direct payments from the third-party provider.
The result?
No more administrative headaches, no more payment delays, and a more reliable pool of officers ready to support campus security efforts.
The Advantages of Third-Party Administration
Managing an off-duty program effectively requires more than just filling shifts—it demands an organized, scalable system that ensures officer satisfaction, administrative efficiency, and financial clarity. By outsourcing your off-duty program to a third-party administrator, your university police department can:
- Reduce the burden on internal staff
- Ensure prompt and accurate payments to all officers
- Improve scheduling efficiency for large and small events alike
- Gain valuable insights through customized financial reporting
In today’s fast-paced campus environment, proactive event security planning is essential. By utilizing a third-party administrator, universities can eliminate unnecessary roadblocks and create a streamlined, reliable system so when the next big event comes around, the only thing campus officers need to focus on is keeping the campus safe—not paperwork.
If your university police department faces similar challenges, consider the benefits of a fully managed, 365-day scheduling, payroll, and collections solution to transform your off-duty program.
