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Motion to restore clerk's payroll-access fails after debate over data exposure and report sufficiency
Summary
A motion to restore read-only PayEntry report access to the county clerk failed after the clerk said the reports provided were inadequate for journal entries and commissioners expressed concern about exposing employee personal data.
A proposal to restore read-only access to PayEntry payroll reports for the county clerk failed after commissioners debated data access, personally identifiable information and whether PayEntry can produce a tailored 'secure view.'
The motion sought to return the clerk to the prior level of read-only access so she could process accounting entries. The county clerk (identified in discussion as Susan) said the reports supplied by the executive assistant were not adequate to reconcile payroll and post entries to the general ledger. "I am ultimately responsible for getting your information, your financial information into the general ledger," the clerk said, adding that the reports she received required hours of manual work because they were not broken down by cost center.
Why it matters: The clerk told the commission she must receive payroll data in a usable format so she can fulfill her statutory responsibility for county financial records. Commissioners countered that the previous access may have exposed employee Personally Identifiable Information (PII) and urged a secure, limited 'view' or tailored export from PayEntry.
During debate, commissioners described PayEntry's need to build client-specific report views and discussed interim workarounds such as the executive assistant pulling reports. One commissioner proposed bringing Dr. (Steve) Cohen, identified as a system contact, to a future meeting to review secure reports with the clerk and commissioners. The motion to restore the clerk's access was called and failed on the floor; the transcript records that the motion "failed" but does not include a roll-call tally.
Next steps: Commissioners asked staff to obtain secure-view reports from PayEntry and to arrange a meeting with the vendor or system administrator to narrow the reports to only the fields the clerk needs for reconciliation. The commission did not immediately restore direct access during the meeting.
