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County consultant reports payroll conversion progress, flags PTO and retirement remittance issues
Summary
A consultant update said payroll processing has stabilized following system conversions but flagged missing PTO rollover data, delayed retirement (KPERS/457) remittances and manual workarounds for holiday pay; staff will coordinate to reconcile journals and prepare trial balances for auditors.
Miranda, a county payroll consultant, told commissioners that payroll processing has now completed two consecutive smooth cycles following a recent conversion and that the office is working to catch up missing payroll journal entries and retirement remittances.
"As far as I know, there have not been any issues, but it's going smoothly," Miranda said, describing recent work to submit payroll earlier and configure Paycor settings for holidays. She said she has secured Paycor support access and has drafted payroll journal entries for 2025; the next step is county review and then loading journals into the county’s CIC system so auditors can begin work.
Miranda said a more challenging task is reconstructing PTO balances after the conversion. She asked the board for the county’s PTO rules (accrual rates, carryover and payout policies) to validate that converted balances are correct. If original files cannot be located, she recommended using department-level records to reconstruct carryovers.
On retirement and deferred-compensation accounts, Miranda acknowledged employees had not always seen KPERS/457 contributions reflected in provider accounts. She said those withholdings are being caught up and that there may be a lag before plan providers display the remittances. She and county staff will follow up with the state and the 457 provider.
Miranda also recommended considering a consolidated open-enrollment process and, if the county elects, a benefits-manager vendor to centralize optional benefits presentations and create a single portal to collect elections. She noted some deductions were initially entered manually and could be reconfigured to use template rates for plan types.
Next steps: Miranda will work with county finance staff (Tony) to finalize the 2025 journal entries, pursue automated or semi-automated CIC uploads, gather PTO policy documentation, and follow up with retirement providers to confirm remittance posting.
