The vendor required to provide payroll processing related functions:
• Payment services (pay check and direct deposit processing)
• All tax filing
• Reports library and custom report writer
• General ledger solution
• Employee manager and self-service (access to mobile apps)
• Enhanced benefits
• Aca compliance dashboard
- Payroll environment
• All town employees are in the same bi-weekly pay cycle, but we do from time to time produce a payroll off cycle.
• Town has full time exempt and non-exempt employees, part-time and seasonal employees
• Non-exempt employees are eligible for overtime if approved by management.
- The following changes and additions to employee pay that need to be supported:
• Regular pay
• Sick leave
• Annual leave
• Bereavement leave
• Jury duty leave
• Leave without pay
• Bonus pays
• Retroactive pay
• Retroactive leave
• Severance pays
• Comp pays
• WC comp payment adjustments
- Requirement
1. Payroll services:
• Solution must generate direct deposit advices, paychecks, related reports, and general ledger and payroll update files.
• Direct deposit pay advices and electronically signed checks are to be delivered to the HR office by noon Wednesday of each pay week for distribution to employees beginning with start of business the next day.
• Include all available options for delivering direct deposit advices and pay checks (including paper format and digital retrieval online), and also the ability to go paperless if the employee so chooses.
• Services will include – but may not be limited to the following processes and activities:
A. Payroll
• Payment services (live checks and direct deposit)
• Tax filing service
• Paid time off tracking and accruals
• General ledger solution
• Wage garnishment processing
• Reports library and custom report writer
• Online reports and pay statements
• Paid time off tracking
• Employee and manager self service
• Access to mobile apps
• Employee discounting program
• New hire reporting
• Group term life auto calculation
B. Benefits
• Multiple benefit plan types
• Flexible rate structures
• Benefit plan creation
• Aca compliance dashboard
• Dependent and beneficiary tracking
- Time collection requirements
• Tiered approval of time sheets administratively set when employee added to the hosted payroll portal.
• Ability for department directors to administratively approve time entries for all staff below them.
• Ability for accounting to administratively approve time entries for all town staff.
• E-mail reminders to employees of pending due dates for time submissions.
• E-mail notifications to supervisors to approve time sheets as soon as completed by employees.
• E-mail reminders to supervisors of pending due date for approving time sheets of their employees.
• Suite must contain a complete leave request and approval process.
• Reporting of labor charges by employee number and by project code can be viewed online.
• Employee hours must total 80 per pay except for employees who are hired or terminated mid- pay period.
• Unpaid leave is used bring an employee up to 80 hours
- Employee self service requirements
• Employees to log into same portal as time entry with same credentials.
• Employees view prior period pay stubs.
• Employees view paid time off balances
• Employees view and change w4 (state and federal).
• Must have HRD approval before becoming effective.
• Employees view and change pay distributions.
• Employees view current benefit selections (medical, dental, life)
• Employees to select benefit elections during open enrollment time period.
- Contract Period/Term: 7 years
