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Council reviews Cassell timekeeping proposal for payroll integration, cross-training and accountability
Summary
A presenter outlined a Cassell timekeeping system that would let employees punch in by phone or computer, show location data, and integrate with payroll; staff estimated roughly 208 annual hours in the cost-benefit model and said cross-training an assistant could reduce contracted finance costs.
Council members discussed a proposal to adopt a Cassell-connected timekeeping system that would integrate with the city's payroll and ERP, offer mobile punch-in, and provide timesheet and pay-history features.
A presenter described the system as web-based, allowing each employee to log in to view pay stubs and W-2s, punch in and out on a phone or computer, and use a weekly timesheet for adjustments. The presenter said location data for punch-ins is visible in the system, which managers could use to verify where employees recorded their time.
On the question of accountability for phone-based punch-ins, staff said oversight would remain with supervisors in the field and the system provides location stamps to reduce risk of inaccurate entries. The presenter noted that some other public agencies use similar systems and staff will contact nearby jurisdictions to learn about their experiences.
Council members asked whether the software would eliminate the need to hire another employee. Staff said the most immediate savings would come from cross-training the assistant finance director to back up the finance director, reducing the need for expensive contracted support during absences (staff cited a contracted rate of $300 per hour). The presenter said the cost-benefit model used an estimate of about 208 hours per year in savings.
Members asked staff to evaluate other vendors and to check how well alternative solutions would integrate with existing payroll export/import processes. Council members also discussed whether to seek a purchase option versus an ongoing subscription and asked staff to return with more information.
No decision to adopt the system was made at the meeting; staff will return with additional vendor comparisons and implementation specifics.
