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Council authorizes three‑year ADP payroll contract after lengthened staff presentation
Summary
The council approved Resolution 2025‑030 to outsource payroll and human‑capital management to ADP, citing persistent issues with the city’s current payroll/timekeeping configuration and a vacant payroll systems administrator post that staff propose not to refill.
Farmers Branch City Council on Feb. 10 unanimously approved a three‑year contract with ADP, Inc., to provide outsourced payroll and human capital management services, with a total estimated contract value of $564,177.75.
Jeffrey Ross, Director of Human Resources, told the council the move responds to recurring weekly payroll and timekeeping errors in the city’s current Tyler Munis configuration and to gaps in human‑capital‑management tools such as manager self‑service and onboarding. "Sometimes people fall out of the payroll system completely and we get those calls at 05:30 in the morning on a Friday," Ross said, describing the operational risks that motivated the proposal. He described ADP’s implementation package — a dedicated payroll specialist, processing support and extended employee helplines — and a roughly 14‑week implementation period.
Nut graf: Council backed the outsourcing resolution after hearing staff describe repeated technical failures, a vacant payroll systems administrator position proposed to be eliminated, and cost‑offsets available from eliminating other vendor services and internal license fees. Staff said they expect to fund the ADP service from those offsets and existing budget lines rather than requesting new appropriations.
What staff said: Ross detailed anticipated benefits including consolidated benefits administration (moving BinSelect/Celerix functions into ADP), geofenced time tracking to reduce problematic time‑clock punches, integration via APIs to Munis for reporting, and three support tiers with business‑relationship managers and after‑hours administrative coverage. He presented a projected annual cost figure of about $188,000 (staff described this as an approximate PEPM‑based annual run rate) and noted discounts negotiated through cooperative purchasing and vendor concessions.
Council questions and clarifications: Council members asked about operational tradeoffs. Ross said the city would not refill the vacant payroll systems administrator position and intends to reallocate that funding toward the ADP contract; he said ADP’s team would provide the equivalent of up to five support staff. Council members also asked about Munis maintenance costs; the city manager said Munis remains the system of record and that some Munis modules would still be used while integrations with ADP would reduce certain recurring fees.
Implementation and follow‑up: Motion to approve Resolution 2025‑030 passed unanimously. Ross said the implementation kickoff is expected to be about 14 weeks, involving HR, IT and ADP staff; IT participated in demos and will participate in the integrations. Staff will provide progress reports during implementation and return to council if material billing or scope changes arise.
