Managed Payroll Services

The Vendor is required provide to a need to transition to a managed payroll services model which involves outsourcing the payroll process to a specialized third-party provider.
- Provide a payroll solution that is efficient, accurate, and compliant, tailored to meet the specific needs of our organization.
- The solution must ensure that every payroll cycle runs smoothly, providing confidence and peace of mind to our employees.
- Employee data management
• Collecting and maintaining employee demographic and position assignment information
• Setting up new employees in the payroll system
• Managing updates to employee records
- Payroll processing
• Calculating wages, salaries, bonuses, deductions, allowances, etc.
• Processing payroll on a regular schedule (bi-weekly)
• Off-cycle pay runs/quick pays
• Handling direct deposits and issuing paycheques
• Setup and maintenance of employee accruals – vacation, sick, etc.
- Tax compliance
• Calculating and withholding appropriate taxes
• Filing payroll taxes with relevant authorities
• Preparing and distributing tax forms and t4’s
- Benefits administration
• Managing deductions for benefits such as health insurance and retirement plans
• Coordinating with benefits providers
- Reporting and record-keeping
• Generating payroll reports for management
• Maintaining accurate payroll records for compliance and audits
• Custom report builder
- Regulatory compliance
• Ensuring compliance with labor laws and regulation
• Keeping up to date with changes in payroll-related legislation
- Employee support
• Providing support for employee payroll inquiries
• Addressing issues related to payroll discrepancies
- Garnishments and deductions
• Managing court-ordered wage garnishments
• Handling other deductions as required
• Automatically capturing arrears
- Integration with other systems
• Unit4 ERP (finance) (oracle/SQL database)
• State blue cross (enrollments, terminations, benefit plan changes, etc.)
• Prevue (applicant tracking system “ATS”)
• Prismatic (safety incident management systems and disability management)
• Time capture (we have certain divisions that have are using “in time” and we may need to maintain that)
• Azure active directory
• C.A.R.M - computer aided resource management
• When to work
- File import capabilities
• Template-based imports for mass changes (via csv, excel, etc.)
• Data validations during import process – flagging missing info/errors
- Time capture functionality
• Including both hourly time entry and exception only time entry
• Standard schedules and rotating schedules with various time elements
• Prepopulated schedules for things like flexible working hours and/or earned days off, etc.
• Accruals for paid time off such as vacation, sick time, etc.
• Attendance management (i.e. submitting vacation requests, etc.)
- Architecture
• Position-driven hierarchy functionality (ability to assign attributes to each position, including pay grades, benefits, and other relevant details)
• Access to system functions based on role (i.e. approvals, module access, etc.)
• Allowing for automated payroll calculations based on position attributes
- Compensation structure
• Salary grades and levels (compatible with both union and non-union requirements)
- Self-service functionality
• Employee self-service (provide employees with access to their payroll information, including pay stubs, t4s, etc.)
• Manager self-service (dashboards, workflows, employee data access, reporting, time management, etc.)
- Workflows and approvals
• Multi-level reviews
• Automated workflows
• Push communications to employees/leaders (i.e. annual messages, stat holiday notices, etc.)
• Employee/leader acknowledgements (i.e. codes of conduct, etc.)
- Mobile access
• App and web capability with functionality such as time and attendance self-service with approvals and notifications (payroll updates, approvals, deadlines)
- Security
• Single sign on (SSO) (azure active directory) and multi factor authentication (MFA)
• Role-based access
- Multi-entity payroll support
• Fully support payroll processing for the municipality, MCCS, subsidiary organizations and any current businesses receiving payroll services through a services agreement (from the city) within a single platform.
• Ensure segregation of data, rules, and workflows for each entity, with the ability to consolidate or separate processing and reporting as required.
• Support each entity’s specific compliance, benefits, tax, and union obligations.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 5, 2025