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Select Board hears Checkmate payroll presentation; firm estimates $11 per employee
Summary
Checkmate representatives described municipal payroll services to the Warner Select Board, highlighting NHRS audit support, W-2 and IRS services, and a quoted cost of about $11 per employee (roughly $5,000–$6,000 annually). The board asked for a written quote and discussed implementation details.
The Warner Select Board on July 21 heard a presentation from Checkmate representatives about outsourcing the town's payroll functions. Clyde Carson introduced Casey Rollins and Josh Robinson of Checkmate, who said the family-owned company — founded in 1994 — supports roughly 600 clients, about 80% of them in New Hampshire, and assists municipalities during New Hampshire Retirement System audits.
Josh Robinson said Checkmate "provides comprehensive payroll services and technology," including W-2 generation, IRS communications, payroll-deduction processing and leave-balance tracking. Robinson told the board the company can export payroll data into the town’s accounting system and that, while payroll is generally required to be submitted 72 hours before payday, Checkmate could accommodate a 48-hour submission window if the contract is adjusted.
Board members pressed on operational details: live-check printing would require a print-back system and signatures; the Select Board would need to actively log on and approve totals before payroll runs; and time-entry/clock-in functions are available for an additional fee and were not included in the RFP. Casey Rollins noted a mobile app and the option for electronic pay stubs, while acknowledging the town could request printed statements for employees at an extra cost.
Robinson gave the board a general cost guideline: "the cost is $11 per employee ($5,000–$6,000 annual expense)." The Select Board requested a formal quote from Checkmate for the next meeting and indicated they will review whether electronic statements or a print service best fits town staff preferences.
Next steps: Checkmate will provide a written proposal and cost estimate for the board to consider during a future procurement decision.
