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Commissioners press for payroll fixes after CAPERS, ADP problems; Paycor outlines Jan. 16 timeline
Summary
County officials and a Paycor/BT & Co. presenter told commissioners they expect the Jan. 16 payroll to process manually while systems are stabilized; the county will seek documentation from CAPERS and monitor ADP invoices before determining any vendor liability.
Chair opened the meeting by adding payroll transition updates from BT & Co. and Paycor to the agenda, noting the county has been migrating off ADP after CAPERS reporting problems.
County Clerk Michelle Morris and a Paycor/BT & Co. presenter told the commission the immediate priority is ensuring employees receive accurate pay on Jan. 16 and that W-2s be correct by the IRS deadline of Jan. 31. The vendor said the first pay period will likely be handled with manual uploads or template-based entries while supervisors and time-and-attendance logins are established.
"So the most important thing, I think, we all agree is building the foundation correctly," a commissioner said, urging caution about switching systems before bank and withholding data are reconciled. The vendor outlined a short implementation schedule, additional implementation calls and a plan to run parallel checks to verify results before fully automating time-entry.
Members of the public had earlier asked whether ADP might be liable for penalties related to missing CAPERS submissions. Rhonda Harmon asked whether ADP could be pursued if CAPERS indicates vendor error; commissioners replied that the county needs CAPERS documentation before pursuing recovery and that initial penalty estimates have varied.
Michelle Morris said staff and consultants have already worked to bring KPERS filings up to date and that Paycor has indicated it will provide KPERS templates and services that ADP reportedly did not. Commissioners directed staff to prioritize (1) making sure payroll bank statements, withholdings and remittances match source records, (2) getting accurate employee pay data to workers by Jan. 16, and (3) preparing for possible amended W-2s only if records prove necessary.
The commission also instructed staff to separate ADP invoices and hold payment consideration pending a full review of contract terms and any evidence of vendor error, with a later audit/autopsy planned to determine whether recovery or invoice adjustment is warranted.
The discussion closed with staff committing to send a status update after the Jan. 16 pay date and to return to the commissioners with a report at the next meeting if significant issues remain.
