Council approves Paylocity for city payroll; officials expect faster implementation
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Summary
After reviewing three proposals (ADP, Ameri InfoVets/AI Vets, Paylocity), the Prior Creek City Council voted to contract with Paylocity for outsourced payroll processing and employee onboarding; staff expect implementation within weeks and estimate about $19,000 of cost in the current fiscal year for setup and initial months.
The Prior Creek City Council voted on March 18 to contract with Paylocity to manage the city's payroll process after the finance director reviewed three competitive proposals.
City staff presented proposals from ADP, Ameri InfoVets (AI Vets) and Paylocity. The city accountant summarized the bids and implementation timelines and said the responses included startup fees, per-employee monthly fees and different projected annual costs. The bids presented to council included (figures reported in the presentation): ADP (PEPM $40.61; startup $18,000; reported annual cost $56,008.73; total including startup $74,008.73), AI Vets (PPM $25; base cost $2,500; startup $5,000; reported annual cost $75,000; total including startup $80,000), and Paylocity (PEPM $29.33; one-time base cost reported in the presentation; startup and monthly figures reported by staff; implementation 4'6 weeks). Councilors discussed vendor reputation, implementation time, and compatibility with the city's payroll and human-resources software.
Council members emphasized speed of implementation given recent personnel turnover in the clerk's office. The council also heard that Paylocity has an established integration with the city's benefit-enrollment partner (employee navigator via Brown & Brown), which reduced implementation complexity in staff's view. Finance staff stated that the chosen approach should integrate with the city's accounting software (Cassell) and that vendors committed to creating the necessary import files or integrations.
After discussion the council voted to accept Paylocity's proposal and directed staff to begin contract work and implementation as soon as practicable; staff said they would move quickly to reduce manual payroll burden and that the initial outlay in this fiscal year is expected to be roughly $19,000 for startup and the first months of service.
Staff also said employees would retain local points of contact (the city clerk's office) for pay issues while the vendor provides a portal and direct support. The council asked staff to confirm contract term dates and any renewal arrangements and to proceed promptly with onboarding.
Ending: Implementation work will proceed immediately; staff will return with contract details and a schedule for full cutover to vendor payroll.