Bourbon County commissioners approve transition to external payroll vendor

Bourbon County commissioners voted Aug. 11 to begin a transition of county payroll services to Emerson and Company, moving routine payroll processing and some benefits administration off the county’s internal system.

The motion to proceed with Emerson and Company was made by Commissioner Millburn and seconded; commissioners recorded votes in favor and instructed staff to begin the transition and coordination with the county clerk’s office. Commissioner Millburn said the change would relieve staff of time-consuming payroll work and that the vendor would work with the clerk to complete the handover.

Clerk Susan (first name used in meeting) and other staff told commissioners the county’s current payroll/accounting software holds historical personnel and payroll records extending back many years; staff and commissioners discussed the need to preserve those records for statutory and benefit-reporting reasons. Clerk Susan said the county’s current vendor will no longer support the existing system if the county switches, and that an export/conversion of historical payroll data will be necessary. She said a data-conversion estimate of about $1,500 had been discussed to create usable files for the new vendor, and that additional in-office work would likely be required to prepare and verify historical records.

Commissioners and county staff discussed record-retention requirements, noting state guidance for local governments. Commissioners asked staff to determine what historical files must be retained for KPERS, unemployment and other statutory purposes and to produce a plan and cost estimate for exporting or archiving those records as part of the transition. County staff also noted that employee personnel files are permanent records under the Kansas records-retention rules and that any conversion plan must preserve those records.

The board heard that Emerson and Company will provide payroll, W-2s and COBRA administration and can help with benefits-related recordkeeping; the county’s insurance broker said he would provide onboarding assistance for employees who need help signing up for benefits through the new system. Commissioners asked staff to negotiate start dates and a timeline that minimizes disruption and ensures the clerk’s office can respond to benefit- and retirement-related inquiries while the conversion proceeds.

Commissioners emphasized they expect a documented transition timeline, a clear plan for preserving or exporting historical payroll and personnel records, and cost estimates for any conversion or archiving work before the vendor assumes full responsibilities. The board directed staff to return with a detailed implementation plan and cost estimate for the conversion and transition steps.

The motion to begin the transition to Emerson and Company passed in the meeting.