Ballston Spa Saratoga County employees are poised to enter the electronic age with the installation of a new paperless timecard system that’s expected to save the county more than $500,000 per year.
Saratoga Springs Commissioner Matthew Veitch explained the Kronos System will replace a timecard system that has been in place since the 1950s. According to Veitch, county supervisors started the Technology Committee in 2011, and one of its first tasks was to tackle the cumbersome and manual system of processing the county payroll.
“We are wasting a lot of resources and energy on processing the county payroll,” said Veitch. “We had dedicated employees whose only task was to process the payroll using a system that was inefficient and out of date.”
Currently, the county’s $69 million payroll takes 377 man-hours to process. That adds up to an annual cost of $235,000. Other costs related to the timecard system include the manual adjustment of clocks ever month and for daylight savings time. Since everything was done manually, there was also a lack of standardized rules from department to department.
“There were different interpretations in different departments,” said Veitch. “If you’re not tracking what is fair, no one really knows. It was very difficult to know when employees have time off and what they are entitled to.”
The Technology Committee sought proposals from several local payroll companies who specialize in automated time and attendance. Three companies submitted evaluations and all three projected substantial savings.
Although the county will have to initially invest $100,000 to install the system, projected savings per year range from a low of $500,000 to a high of $2.7 million dollars.
“That’s a huge savings,” said Veitch.
The committee settled on M.M. Hayes to provide the installation and service of the Kronos System. Veitch said that was for two reasons. First, the company invented the Kronos System and every bit of data will be hosted in the Capital District.