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County staff says payroll processing has stabilized; W‑2 distribution, PTO balances and ADP migration remain on the to‑do list
Summary
A county staff member reported payroll ran smoothly for a recent pay date (processed a day early for a federal holiday), but staff are continuing work to configure holiday timesheets, correct PTO balances and migrate historical ADP data for reporting.
County staff reported that payroll processing has recently stabilized after several months of problems and outlined remaining work to correct personnel records and reporting.
A staff member said the county was able to process payroll a day early to accommodate a federal banking holiday without incident, noting a single manual run was required for a new employee. "We were able to process a whole day early...the only issue we encountered...was we did have to run one off table for a new employee," the staff member said, adding that the payroll team is now turning attention to other backlog items.
Staff said W‑2 forms were mailed (some returned for bad addresses) and that they will follow up with individuals whose W‑2s were returned. The staff report also described work to configure the county timekeeping system for upcoming holidays and to verify PTO balances after staff reported discrepancies: "I'm working to try information so that we can calculate what payouts may be as well as starting and figuring out are the PTO balances in the system correct?" the staff member said.
On historical payroll data, staff said they have downloaded historical ADP reports and described a three‑step plan: (1) make required journal entries for the current pay core year, (2) import prior ADP year journal entries as a bulk entry, and (3) establish an ongoing automated integration between payroll and the general ledger.
Why it matters: accurate payroll records and timely W‑2 distribution are basic administrative functions that affect county employees and fiscal reporting. Commissioners asked clarifying questions about how historical data would be handled and how PTO payout calculations would be validated.
Next steps: staff will continue testing timesheet configurations in a test environment, reconcile PTO balances and complete the ADP data journal entries needed before moving to an automated upload process.
