Saratoga County government will be moving to a computerized time calculation and payroll system for its employees.
County supervisors are planning to award a $325,000 contract on Tuesday to buy the county’s first computerized time system.
The switch from the current paper-based attendance and payroll system should result in a $500,000 savings over the life of the contract, said Supervisor Matt Veitch, R-Saratoga Springs, chairman of the county Technology Committee.
He acknowledged the county is trailing behind many private employers and other municipalities in adopting a software-based time and payroll system.
“It’s revolutionary, going from paper to electronic records,” Veitch said.
Supervisors will vote Tuesday in Ballston Spa on awarding a five-year contract to MM Hayes Co. of Albany to automate the time and payroll calculations for about 1,100 county employees. MM Hayes is in partnership with Kronos, a worldwide provider of workforce management software. Once the contract is approved, it is expected to go into use within 60 to 90 days, with one of the large departments like public works probably adopting it first.
The contract calls for MM Hayes to be paid $257,720 when the county will be lease-purchasing some of the needed equipment. The fourth and fifth years call for payments of $67,200 for system maintenance.
The county currently uses a manual punch-card system for monitoring employee attendance. Veitch said the savings will come from more efficient time use by the 58 county employees who are now involved in time and payroll calculation at some point during each pay period.
To replace the old system, Veitch said the county will be installing biometric scanners, which can either read an employee’s fingerprint or allow counties to swipe the identification cards they wear. Employees who work at computers will also be able to sign on using their computers, Veitch said, and people who work on the road — like snowplow drivers on weekend overtime — may be able to sign in by smartphone.
The information is collected and then used for the bi-weekly calculation of paychecks. Veitch said any discrepancies should be picked up more quickly than they are now, when they generally aren’t noticed until the end of the payroll period.
“If you’re late, we’ll know you’re late that day, instead of at the end of the payroll,” Veitch said.
He acknowledged many other counties and municipalities long ago computerized their payroll systems. “The county is definitely catching up,” he said.