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Supervisors, DSS discuss costs and logistics of moving payroll amid staffing changes
Summary
County staff and Department of Social Services representatives debated whether DSS should retain separate payroll or return payroll to county administration; staff cited software, VRS access and initial costs (~$15,000) while board members emphasized timing and communication.
A substantive portion of the Dec. 17 Lee County Board meeting focused on whether the Department of Social Services should continue running its own payroll or revert payroll processing to county administration.
County staff (S3) reminded the board that an earlier decision had authorized DSS to do their own payroll and that doing so can create pitfalls, including additional software costs and administrative complexity. Staff said centralizing payroll allows continued use of the Virginia Retirement System (VRS) interface and helps ensure timely transfers and direct deposits.
DSS leadership (S12) told the board the agency currently lacks a dedicated payroll clerk and that initial costs to transfer payroll functions would be significant — S12 estimated an outlay close to $15,000 to move to a more user‑friendly payroll system. S12 said the DSS board will consider options and was willing to discuss a stipend or a line‑item contribution from the county to offset costs.
Board members pressed for clarity about timelines and the potential budgetary impact. S3 warned that if the board did not decide that night, the DSS would continue to run payroll and reversing the move later could be difficult because of system access and data flow requirements. A motion before the board would keep payroll centralized pending further discussions; the board voted in favor of moving forward with county administration remaining responsible for payroll processing while staff continue negotiations with DSS.
The meeting record shows the county and DSS will continue to coordinate on staffing, potential stipends and a plan to ensure continuity of pay cycles. The board requested specific proposals and cost breakdowns in advance of upcoming meetings so it can make a definitive decision on a permanent arrangement.
