Payroll Services

The vendor is required to provide payroll services provider that delivers comprehensive, compliant, and customer-focused payroll administration.
1. Core services and expertise
• Detailed list of “core” payroll service offerings, including associated pricing.
• Identification of key personnel assigned to our account, with brief bios and roles:
o Overall account responsibility
o Strategic planning and execution
o Regulatory compliance and reporting
o Communications
o Day-to-day service and vendor coordination
o Call center support
• Describe your support model (assigned team vs. call center).
• Number of clients typically supported per service team/individual.
• Unique service offerings or innovations.
• Experience working with public housing authorities, government entities, and nonprofit organizations.
• Define system architecture(s) and integrations such as azure/identity (formerly Entra)
• Service level agreements for system uptime and support requests
• Scalability approach and capacity planning strategies
• What test and sandbox systems or solutions are available
• Describe single sign-on SSO capabilities and support for other SAML/ OAuth protocols. 
• Accessibility compliance interfaces
2. Payroll management
• Description of full-service payroll processing, including:
o Pay data entry, w-4 and dd changes, check distribution
o Automatic benefits deductions
o Tax compliance
o Court-ordered deductions (garnishments, tax levies)
o Banking setup and information management
o Unemployment compensation 
o Secure file sharing and document exchange
o General ledger file production and maintenance
o Workers’ compensation tracking
3. Benefits administration
• Integration of benefits management with payroll
• Offboarding and plan termination support
• Real-time enrollment tracking and personalized coverage visibility
• Benefits administration, billing, reporting, and open enrollment support
• Carrier connections for enrollment data
• Cobra administration capabilities
• Arrearages tracking and management
• Leave of absence (LOA) management
• health savings account (HSA) integration
4. Time and attendance (T&A)
• Customization of T&A policies
• Time off tracking with automated balance updates
• Holiday calendar and approval workflows
• Manual leave adjustments, FMLA, and LOA tracking
• Employee and manager self-service portals
• Mobile-friendly time tracking apps
• Lockdown capability for payroll T&A submissions
• Email notifications and alerts
5. Performance and talent management
• Customizable performance review templates (annual, 360°)
• Progress tracking and historical review records
• Budget integration in performance evaluation
• Certification and continuing education tracking
• User experience and interface support
6. Compliance and data security
• Adherence to federal, state, and ada regulations 
• State-specific compliance expertise
• Data retention and termination transfer policies
• Support for paperless processes
• Internal ticketing and update processes
• Government and nonprofit client experience
• PAF (personnel action form) process management
• Security standards and data handling protocols
• Detail the identity and access management (IAM) model
• List intrusion detection/prevention capabilities (IDS/IPS) and monitory practices. 
• Describe incident response plans and SLA for breach notifications.
• Sample audit and compliance logs, both internal and external. 
7. ATS and recruiting and onboarding
• Applicant tracking system (ATS) capabilities, including:
o Resume parsing and job description analysis
o Scheduling automation, screening, status updates
o Referrals and recruiter/manager coordination
- Conversion to employee status post-hire
• Recruiting platform features:
o Custom branded job site and syndication to boards
o Email templates and automated communications
o E-verify and background check integratio
o E-signatures and offer letter generation
o One-click onboarding
▪ Creating a requisition
▪ Candidate review
▪ Candidate disposition (removing them from the active list)
▪ Candidate communication, including text capabilities
▪ Candidate pipelines
▪ Automated elimination process (does not meet min req, etc)
▪ Customized prescreen questions
▪ Simplified dashboard
▪ Good historical records and archives
▪ Integration with external job boards
▪ Reporting and analytics
▪ Regular product updates
8. System management and operations
• Position management across multiple locations
• Multi-location and multi-manager assignment capability
• Flexible earnings code configuration
• Accrual and payout processing aligned with state laws
• Self-service access (employee and manager)
• Customization options (user-defined fields)
• Data import and export formats and reporting capabilities
• Org chart exports and custom employee communications
• Department-level allocation and payroll tracking
• Reporting on demographics, tenure, compensation, and compliance
• Detail any available integration supports such as SDKs, APIs, SSO, MFA, and AD and LDAP integration for user access and data synchronization. 
• Define any limitations such as supported browsers and operating systems. 
9. Employee self-service (ESS)
• ESS navigation and ease-of-use
• Initial and ongoing training support
• Available help features and resources
• Mobile access and geolocation
• Pre-submission check approvals
• Define user access management for ESS.
10. Reporting capabilities
• Available reporting metrics (standard and custom)
• Ease of custom report generation
• Export formats and visualizations
• External or custom reporting options are available such as power bi. 
11. Implementation and transition
• Clear delineation of vendor vs. client responsibilities
• One-time fees and associated costs
• Implementation timeline and project milestones
• Number of vendor contacts during the process
• Change management protocols during implementation
• Availability (hours of operation, onsite vs. virtual)
• Provide details on sandbox or staging environments during implementation.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 16, 2025