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County auditor proposes digital timeclock, committee asks for more cost evidence
Summary
Vigo County auditor's office proposed replacing paper payroll and claims processes with an integrated LAO system that would add a countywide timeclock/license estimated at $50,000 and a $5,000 claims module; committee members asked for a cost‑savings analysis and delayed approval pending further review.
The Vigo County auditor's office outlined a multi‑part plan to digitize payroll, claims and employee timekeeping and presented a vendor quote that would add a countywide timeclock and payroll/licensing services to the county’s existing LAO financial system.
Auditor Judy told the Budget Committee the proposal would replace paper timecards and printed claims with an electronic workflow that department heads could use to enter employees' hours and submit claims directly to the auditor for review. "Once that's in the computer, Autumn just checks it. She wouldn't have to touch it," Judy said, referring to the county payroll clerk.
The auditor's staff presented two cost elements: a $5,000 implementation portion to enable digital claims and a larger licensing/annual cost (presented by staff as roughly $50,000) to enable countywide timeclock functionality across departments. Staff said LAO already holds most county financials and tax processing, which would simplify integration.
Committee members raised several concerns before moving to delay action. Members asked for a written cost‑benefit estimate showing likely savings in paper, postage and administrative time, and whether smaller, department‑level timeclock products could achieve similar benefits at lower cost. One council member said elected officials and some departments might decline to use a countywide timeclock, leaving the auditor’s office with duplicate manual entry work. "If some department heads... have said 'no,' then we've just spent $50,000 on something that maybe a handful of departments are using," a committee member said.
Auditor Judy and staff replied that the proposed system could be implemented selectively and that some high‑volume offices already use electronic timekeeping; they also said the LAO vendor has experience with other county governments and could provide continuity during outages. Staff offered to prepare a comparative analysis of projected paper/postage/time savings and suggested a phased approach starting with the $5,000 claims module.
The committee did not approve the licensing expense during the session and directed staff to provide more detailed savings projections and options for smaller‑scale pilots before any countywide commitment.
