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Town board approves payroll/time-clock contract after debate over costs and operations
Summary
After discussion about implementation and expected savings, the board authorized contracting with Recalibrate HCM for payroll services and seven time clocks; staff said the annual cost is about $17,414 but will reduce payroll processing time and errors.
The Town of Lloyd moved to replace its payroll processing arrangement and add digital time clocks, approving a contract proposal staff said will centralize payroll and reduce manual entry.
The resolution authorizes the supervisor to enter a contract with Recalibrate HCM to provide payroll services at proposed line-item rates: $15 per employee per month for payroll processing, $9 per W‑2, $470 per time clock and a one‑time setup fee of $500. The town budgeted seven time clocks for locations that include town facilities and parks to ensure summer staff can record hours.
Staff said the coming arrangement would cost about $17,414 annually under current assumptions but would eliminate extra charges for additional payroll runs, automate shift differentials (useful for police and others with variable schedules), and reduce the several days currently spent processing payroll. Board members questioned whether salaried employees would be required to punch in and how lunch deductions would be handled; staff responded the system will support multiple daily punches and configurable lunch rules and that the board could set policy on salaried staff usage.
Supporters argued the system will reduce errors, mis-punches and manual correction costs; one staff member said a prior workplace saw more than $20,000 in annual savings after digitizing timekeeping. Opponents or cautious board members asked about total costs versus projected savings and about vendor requirements tied to benefits/brokers; staff said Recalibrate would not force the town to change its insurance broker.
Next steps: The board approved the authorization to sign the contract; staff will proceed with setup and roll-out, place the seven budgeted time-clocks, and return with any policy recommendations on salaried-employee use and punch rules.
