Payroll and Time Keeping Services

The Vendor is required to provide for payroll services for business services programs that provides support to the youth programs and to workforce development initiatives.
- These services include timekeeping payroll processing (for up to 1000 individuals), tax filing, and year-end reporting for participants in the program.
- Replace the current 3rd party payroll service provider that will continue to deliver high-quality, accurate, and all statutory compliance requirements for payroll processing to meet the needs of this program.
- The new vendor will be expected to offer seamless transition/conversion services, ensure data integrity, and provide strong customer support to County staff administering the program.
- Services include:
1. Payroll processing
• Process scheduled bi-weekly payrolls for participants in the program, including applicable wage calculations (e.g., regular, overtime, incentives, and tax deductions).
• Provide accurate and timely direct deposit and paper check issuance.
• Ensure full compliance with relevant wage laws and employment regulations.
• Allow for self-service portals for participants in the program.
• Offer replacement/manual checks out of cycle payroll check processing capabilities for late/lost/expired checks.  2. Tax filing services
• Accurately calculate, withhold, and remit all applicable local, state, and federal taxes on behalf of the county.
• Prepare and file all payroll tax returns, including quarterly and annual filings.
• Respond to tax agency inquiries and provide audit support as needed.
3. Year-end reporting
• Prepare annual w-2 forms and reporting for all employees served under the program. W2’s will be distributed by county staff.
• File year-end w-2 and w-3 reports to appropriate tax agencies.
• Offer secure electronic w-2 access and storage options.
• Provide standard payroll reports and customized reports when needed.
4. System features & accessibility
• Provide a secure and intuitive system for payroll management with administrative controls for program staff.
• Enable optional participants’ access to paystubs and tax documents.
• Support integration or data exchange (manual or automated) with existing timekeeping systems.
• must provide multiple licenses--access to the system for multiple users, with varying access permission levels.
5. Customer service and support
• Assign a dedicated service representative or account manager through payroll conversion. Once the conversion is complete, on-going payroll support will need to be available for county staff.
• Offer responsive customer service and on-going payroll support for county staff when needed
• Provide onboarding, transition assistance, and initial training for a smooth migration from ADP.
6. Compliance and security
• Ensure full compliance with all relevant payroll and tax regulations.
• Maintain secure data storage, encryption, and user access controls.
• Provide evidence of current compliance certifications (e.g., SOC 2, etc.) Upon request.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 13, 2025