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Osage County hires BT & Co. to untangle payroll and federal reporting as ADP access remains blocked
Summary
Commissioners heard a BT & Co. update that ADP reporting remains inaccessible, leaving payroll reconciliations and CAPERs federal reporting incomplete; the county directed staff to provide system access and to send credit‑card statements to BT & Co. for coding and public‑purpose review.
BT & Co., the county’s consulting team, told Osage County commissioners on Nov. 18 that limited access to ADP has stalled payroll reporting and the reconciliation work needed for CAPERs federal reporting. The firm recommended first defining ADP reports and mapping them to the county general ledger, then using that mapping to move payroll processing to Paycor in 2026.
Commissioners and department heads described several practical consequences: incomplete payroll reports, manual calculations for retirement (KPERS) records and a handful of retirees who cannot yet see final payment amounts. BT & Co. said direct portal access or shared credentials would allow consultants to run required reports and speed reconciliations. "It all hinges on getting some access to reporting," the BT & Co. project lead said during the briefing.
The board also discussed accounts payable and voucher practices, including a proposal to standardize department head voucher face sheets and a county purchasing/credit‑card policy that would establish documentation requirements and thresholds. Commissioners asked department heads to provide statutes and fund rules over the next two weeks and scheduled a work session to standardize coding and reporting.
To help clear the backlog, commissioners voted to direct the clerk’s office to submit all county credit‑card bills from May 2024 through the present to BT & Co. for coding, public‑purpose review and entry into the county’s CIC accounting system. The motion passed by voice vote.
The commission set a standing update cadence with BT & Co. (biweekly, 10:00 a.m.) and asked the firm to provide previews of each meeting’s agenda. The board said it expects the Paycor transition to be implemented in 2026 after ADP issues are resolved and the mapping work is complete.
