Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Finance Modernization topic
No spam. Unsubscribe anytime.
Polk County staff outlines plan to move payroll off legacy system, hire finance director and modernize budgeting
Summary
County staff described a multi-step plan to migrate payroll from PayMate (AS/400) to UKG (Kronos) payroll modules, hire a finance director, adopt new budgeting software, and deploy check scanners; board members discussed costs, timelines and training needs.
County officials described a multi-part plan to modernize Polk County’s payroll and financial systems and to strengthen finance staffing.
County staff told the board they received five applications for the vacant finance-director role and planned interviews for two candidates. Staff said they expect the hiring process to continue through spring and that the finance director’s arrival would support a broader rollout of new systems.
On payroll, staff presented a proposal to migrate from the county’s legacy PayMate system (an AS/400-hosted application) to UKG’s Kronos payroll and HR modules. Staff said the Kronos suite would allow tighter integration of timekeeping, recruiting, onboarding, payroll processing and year-end tax services. The board heard an estimated direct software cost in the low tens of thousands of dollars and implementation assistance estimates from a consultant (Abdo) ranging up to an estimated $70,000–$85,000 depending on scope. Staff said some Abdo fees have been charged to ARPA funds but that future costs would likely come from fund balance if necessary.
Staff also described other modernization steps under consideration: adopting Questica budgeting software to reduce manual Excel data entry and consolidate budget inputs; installing check scanners to streamline deposit and reconciliation workflows during tax season; and consolidating line‑account structures to make budget documents more decision‑ready. Staff suggested an October target for moving payroll to Kronos if implementation proceeds on schedule.
Commissioners and staff discussed implementation risks, staffing and training needs, and the importance of maintaining accurate payroll and audit trails. Commissioners asked about ongoing operating costs and whether the county should continue to rely on outside consultants. Staff said the intent is to use external help for the transition and to build internal capacity so the county can operate systems independently.
The board did not take a vote on purchasing new software during the meeting; staff said they would return with more granular cost estimates and schedule options to finance committee meetings later in the spring.
