Clerk Treasurer: city to consolidate payroll with Paychex, keep accounts‑payable on BSNA/Keystone; implementation planned in spring

The Valparaiso Board of Works ratified vendor agreements for payroll and accounts‑payable systems after the Clerk Treasurer described planned consolidations intended to streamline HR and finance operations.

Speaker 2 (Clerk Treasurer) said the city will move payroll and the HRIS to Paychex so employee‑related functions are under one vendor. In the transcript the Clerk Treasurer stated an annual cost presented as $31,006.36 for the payroll/HRIS package (figure transcribed from the meeting remarks). The accounts‑payable system will remain with BSNA (formerly Keystone) because it integrates easily with state auditors; the transcript listed an annual amount and an implementation/training cost (figures in the transcript are handled below as clarifying details because portions of the numeric presentation appeared garbled in the transcript).

Staff told the board the accounts‑payable fees and training costs will be split across city departments (parks, fire, RDC and the Clerk Treasurer's office) to reduce the per‑department share. The Clerk Treasurer said the earliest live date would be Jan. 1 if everything goes smoothly, with an expectation it may slip to February or March; staff noted Paychex can import prior payroll runs so year‑end forms would not require two vendors.

The board ratified the Clerk Treasurer's signed agreements by voice vote.

Notes on figures: The transcript presents payroll and accounts‑payable figures in mixed formatting; the Clerk Treasurer explicitly stated an annual payroll/HRIS figure in the meeting (reported here as $31,006.36 per the transcript). For the accounts‑payable annual cost and implementation/training amounts, the transcript text is garbled in places; those figures are included as clarifying details pending verification of contract documents.