The Warren County Finance and Budget Committee approved establishing a capital project and authorizing a contract to implement a countywide time-management system with Hayes (a UKG reseller) following a competitive RFP process.

County staff said the procurement was the result of a countywide evaluation that included HR, the sheriff's office, Department of Public Works, and other departments. Hayes received the highest score in the RFP process. Staff told supervisors the vendor's initial proposal was the most expensive on cost scoring, but the county negotiated a lower implementation price and a reduced annual support amount before bringing the contract forward.

Officials described the procurement as a multi-department solution designed to tighten payroll controls and reduce historic timekeeping abuse. Staff said the switch is necessary because the county's current vendor (Novatime) is being phased out and many hardware time clocks will be unavailable in coming years. The new system will support live, in-person training from the vendor (not just remote training), and the county plans to include geofencing to limit clock-ins from unauthorized locations.

Supervisors raised concerns about employees who begin work off-site — for example, social services and health department staff who may start their day in the field — and asked how the system could accommodate those employees. County staff said geofencing and department-level configurations will be used; the county will work with department heads and unions to tailor settings where needed.

Supervisor Driscoll moved the appropriation and contract authorization; Supervisor Durachi seconded the motion. Committee members voted to approve the appropriation and contract authorization.

The contract includes an annual maintenance/support cost the county will pay after implementation; staff reported they negotiated that annual figure down from the vendor's initial proposal. County staff said they will establish standard renewal language and options in the contract.