A payroll system software malfunction resulted in errors to Fair Labor Standards Act (FLSA) payroll calculations for approximately 60 employees. Staff recommends hiring Wade Brown, retired Financial Services Manager, as a part-time consultant to audit and recalculate the appropriate pay for the affected employees. In addition, staff would like to utilize Mr. Brown as an advisor for upcoming labor negotiations.

After the software problem was discovered and addressed with the vendor, test runs were performed, and an updated release was implemented. Finance staff reviewed the results and identified that there were still miscalculations. After several attempts to rectify, the vendor was unable to resolve the inaccuracies.

To correct the errors in the timeliest manner, staff recommends hiring Mr. Brown to perform the computations. After serving over 20 years in the Finance Department, Mr. Brown is uniquely and highly qualified to audit the records and perform the appropriate calculations. As the Financial Services Manager, he was considered the City’s expert in FLSA guidelines and compliance. Current City staff do not have the same level of expertise in this specialized area.

In addition, six labor contracts are expiring next year. Staff proposes Mr. Brown assist with labor negotiations by providing clarification on contract language interpretation and administration. He previously served as a member of the City’s negotiations team and has valuable institutional knowledge which will benefit the City during labor discussions.

Due to the high priority of these projects and the necessity to fill this critically needed role, staff recommends hiring Wade Brown as a part-time consultant at the Financial Services Manager level under Government Code Section 21224(a). The City requires highly specialized skills for a limited duration, without the prescribed 180-day break in service to  quickly remedy the payroll errors and prepare for labor negotiations.

The total estimated cost for both projects is $47,600. The estimated cost for auditing and correcting the payroll errors is $33,600 and will be funded by the Finance department’s Payroll/Purchasing account in General Fund (Fund 001, Division and Responsibility Code 25001, Payroll/Purchasing). Assistance with labor negotiations is projected to be $14,000 and will be covered by the Human Resources department Contractual Services (Other Consulting Services) in General Fund (Fund 011 and Responsibility Code 15001, Human Resources).

Farbod Pirouzmand, Director of Human Resources

(707) 428-7397

fpirouzmand@fairfield.ca.gov