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County Treasurer Seeks Kronos Timekeeping System; Commissioners ask for firm numbers
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Summary
The Aransas County treasurer proposed buying Kronos timekeeping software — roughly $49,580 up front plus maintenance and optional HR modules — and asked IT and HR to return with firm pricing and integration costs before the commissioners decide whether to include it in the 2026 budget.
The Aransas County treasurer told Commissioners Court the county is considering a Kronos timekeeping system that would centralize staff timekeeping and reduce recurring payroll errors, but officials asked staff to return with detailed, firm numbers before approving the purchase.
The treasurer said the vendor quote the court reviewed lists a $49,580 one-time implementation cost and a $17,280 annual maintenance fee. She added that an optional Kronos HR module “Desiree really did like” would cost about $15,000 more and that an employee entry device would be “about $2,000 per machine.” The treasurer also said the vendor indicated there may be room to negotiate the one-time price downward.
Why it matters: county officials said a modern timekeeping system would let employees submit leave and managers approve requests online, improve auditability and cut staff time spent fixing timesheets. Commissioners pressed staff during the workshop to clarify whether the purchase would require a public bid and how much additional cost the Tyler integration would add.
Details of the discussion: the treasurer said integration with the county’s financial software (Tyler) is possible but will involve a fee from Tyler. County IT Director Colin and Human Resources Director Desiree were asked to provide final quotes showing: (1) the negotiated purchase price; (2) the first-year and recurring maintenance costs; (3) cost of any required entry machines; and (4) the Tyler-integration fee and timeline. Commissioners also noted a county procurement threshold that can trigger formal bidding if a purchase exceeds $50,000 and asked staff to confirm whether the final purchase price would cross that threshold.
Next steps and direction: no formal vote was taken. The court directed staff to negotiate for a lower Kronos price if possible, confirm whether the total outlay would require a competitive procurement, and return with a definitive recommendation and detailed cost breakdown for the court to consider for the 2026 budget.
Ending note: Treasurer and IT staff said they will try to time any purchase so it aligns with Colin’s IT planning (possible placement in the countywide IT budget) and asked commissioners whether the county should proceed this year or defer to next year if funding is not available.
