Payroll Provider Services

The Vendor is required to provide to partner with an experienced and capable international payroll provider to enhance its payroll and employee administration area.
- Payroll:
• Tax rate – in view of exemption from the national tax/social security systems, agency introduced an internal taxation scheme, based on progressive scale applied on employees’ salaries and other wage types agency considers subject to the internal tax deduction.
• Health insurance premiums – agency uses flat rates for employee and employer contributions per adult/child, the provider must have a way to calculate those (including retroactive adjustments) depending on the family constitution.
• Adjustments for FTE change: in case the employee changes their FTE rate, the payroll provider must be able to adjust the salary and related deductions/contributions, including retroactively. 
• Long-term sick leave – agency has an income protection plan for the cases of the long-term sickness, inclusive partial disability situations, where salary is paid on a pro-rata basis based on the level of work/sickness ratio. 
• The payroll provider must be able to track the duration of the sick leave, and its rate based on the input from agency, and calculate the salary accordingly.
• Annual leave payout upon termination. 
• Agency expects the payroll provider to be able to calculate correctly the payout due to an employee based on the accrued vacation balance and the salary amount.
• Unpaid leave. 
• Be able to apply the rules for the unpaid leave based on the instructions from HR and keep track of people on unpaid leave for reporting purposes.
• Overall – keep track of start and end dates of the employment changes (unpaid leave, long-term sickness, acting allowance, temporary FTE change, etc.)
• Other benefits and allowances. agency expects the payroll provider to be able to apply calculation rules for other standard monetary benefits and allowances, enabling them to calculate payroll correctly, based on the instructions from the hr. (for example, if someone is leaving agency, we inform the payroll provider that the person is eligible for repatriation grant payout, and the payroll provider applies the amount based on the rules).
• Pay slip generation – produce monthly pay slips for individual employees with the details of their monthly pay and deductions as per the defined and agreed template, distribute them to employees (either via agency HRIS or provider’s own platform, as agreed).
- Effective retroactive payments management
• The system must be capable of handling retroactive adjustments with minimal manual input.
• Retro-payments must be distinctly itemized in the payroll and clearly presented on both pay slips and reporting journals.
• Retroactive entries should be traceable and auditable, with visible breakdowns by month.
- Correct application of payroll codes and wage types
• Built-in system validations must prevent the incorrect selection of wage types or payroll codes.
• The solution should support logic-driven classification to maintain payroll integrity and compliance.
• Easy way to manage wage types, in case a new one needs to be added.
- Pay slip clarity and presentation
• Pay slip can be customized to ensure clarity and agency branding.
• Display all payment components, including exceptions and corrections clearly (including retroactive calculations, one off and exceptional payments).
• Avoid formatting issues and personal data errors (e.g., name misspellings).
• Ability to add custom messages on a pay slip both for all population and individually or to a defined group.
• Ability to provide (upon request or otherwise (e.g. access to download functionality)) pay slips for specific employee(s) for specific time.
- Questions/Inquires Deadline: June 24, 2025