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Treasurer outlines timekeeping software options; commissioners defer decision pending budget review
Summary
County Treasurer presented cost ranges for an automated timekeeping system and described implementation and recurring costs; commissioners discussed benefits and training needs but deferred a funding decision to budget planning.
The Aransas County Treasurer briefed the court on May 20 about options and costs for a timekeeping and employee-scheduling software system intended to improve timesheet accuracy and streamline payroll processing.
The treasurer presented estimated implementation costs between $24,000 and $50,000 and recurring maintenance fees estimated between $11,000 and $18,000 per year depending on the package and whether hardware (timeclocks) is required. The county representative said most users would log in from existing computers, but field employees might need swipe devices costing roughly $2,000 each.
Officials noted potential benefits including faster payroll reconciliation, better tracking during emergencies, and fewer manual corrections; concerns included training needs and the remaining back-and-forth for errors if employees forget to clock in. No formal procurement or purchase decision was made at the May 20 meeting; the treasurer said she had been asked to continue implementation planning and present budgetary figures for fiscal consideration.
Why it matters: Timekeeping software could reduce manual payroll reconciliations, improve record completeness and provide better data during emergency response—though the up-front and recurring costs will need to be budgeted and department heads trained.
Discussion vs. action: The item was a discussion; commissioners did not approve a purchase on May 20. The treasurer said she may seek budget approval in the near term and asked commissioners to consider moving funds if the court wishes to implement the system this year.
Ending: The court did not take action to purchase software at the meeting and directed the treasurer to continue vendor research and include cost proposals in future budget discussions.
