(1) Vendor needs to provide payroll software services.
A. Web Based Payroll System
- Web based access from any internet connected device.
- Desktop and Mobile App for employees to login and review their information.
- Employee data storage accessible 24/7.
- Real-time information changes.
- Real-time access to data.
- Import and Export capabilities to other software via Microsoft Excel.
- Ability to integrate via API or a file upload with following software
B. Integrated Timekeeping System
- Ability to access employee timecards from the same login as the payroll system.
- Ability to view benefit accrual balances for each employee from within the timecard editor.
- Ability to calculate and apply leave accruals based on different department guidelines.
- Ability for employees to submit and supervisors to approve/deny time-off requests.
- Real-time updates to timecard.
C. Integrated Human Resources System
- Provide user-defined human resources tracking fields.
- Ability to create ad-hoc reports for FMLA reporting and performance review tracking.
- Ability to effective-date deduction and earning starts and changes.
- Ability to track customized fields.
- Ability to assign one employee to multiple departments or divisions.
- The ability to download company policies, procedures, handbooks, etc. online to allow for employee access to these documents and to electronically track the employee's acknowledgement they have received those documents.
D. Manual and Void Check Capabilities
- Automatically calculate taxes and net pay.
- Ability to print manual check stubs on-site.
- Automatically update payroll files with manual check data.
E. Checks and Direct Deposit Vouchers
- Delivery of online reports within twenty-four (24) hours of payroll submission.
- Provide up to five bank accounts per employee.
- Ability to distribute flat amount or percent amount to each account.
- Ability to pay employees for whom direct deposit is not an option.
F. Reporting Capabilities
- Ability to create customized reports easily.
- Ability to integrate custom human resource data and payroll data into report.
- Ability to report on descriptions rather than field codes.
- Ability to save reports for frequent running.
- Ability to share reports.
G. Required Filings
- Make deposits for all state and federal taxes.
- Prepare and deliver W-2s and related reports.
- Provide option for employees to receive W-2s electronically or via paper form.
- Guarantee timeliness and accuracy.
H. Security
- Three tier login system.
- Redundant system backup.
- Customizable administrator access suppression.
I. Setup, Training, and Ongoing Support
- Provide one point of contact for the entire transition process.
- All training, including advances system training, must be on-site.
- Vendor must provide one point of contract for on-going support.
J. Benefit and Carrier Administration
- Communication with our benefit and carrier providers weekly for changes and updates including, but not limited to new hires, terms, rehires, retirees, address changes, rate changes and dependent changes.
- Online benefit enrollment capabilities
- ACA reporting
K. COBRA Administration
- Meet federal regulations and compliance with COBRA.
- Accept liability for non-compliance.
(2) All the questions must be submitted no later than April 12, 2023
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