Municipal Payroll Services

The Vendor is required to provide municipal payroll services for all uniformed and non-uniformed city employees including the ability to interface with departments scheduling software.
- Municipal Payroll Services:
1. Biweekly Services
•    Pays processed – approximately 800-1000 pays on a biweekly basis-26 pays a year
•    Direct deposit ability
•    Ability to pay via bank card
•    Labor distribution by department with the ability to view and edit the payroll prior to printing checks
•    Full tax services for federal, and state.
•    Electronic and paper access to employee pay stubs
•    Electronic access to reports
•    User friendly report writer
•    Agency payment administration and reporting for employee deductions
•    Remittance services of garnishments, child support, tax levies, etc.
•    Next day delivery of payroll checks
•    Payroll preview available for review for potential errors prior to generation of checks
•    Stuff and seal all payroll checks. 
•    Employees shall be able to access their pay stubs.
•    Ability to interface with the city’s in-house general ledger system for direct posting to budget accounts through a batch import. 
•    The city currently uses county and associates agency financial software.
•    import time from time keeping systems (kronos time clock)
•    employee self-service – ability to manage time & request time
2. Monthly Services
•    Full tax service to various tax jurisdictions
•    Monthly earning summary by department
•    Monthly deduction reporting capability
3. Quarterly Services
•    Preparation of quarterly tax returns ex. Wr-30, 927 etc.
•    Quarterly pension reporting summaries
•    Run a quarterly check cycle - for retired lifeguards
4. Miscellaneous Services
•    Pay voids/check copies
•    Employee direct deposit reversal
•    Previous quarter adjustments
•    Amended w-2c and w-3c
•    System training and support – individual and group
•    Ability to provide feedback via a user group or comparable format
•    Ability to import/export data via csv or flat file
•    Tracking of seasonal and part-time hours in compliance with the affordable care act
•    W-2 and check history information through an internet portal provided free of charge to the employee.
•    Payroll tax reports: biweekly, quarterly and annually
•    Adjustment checks cut as needed after payroll run
5. Year End
•    Electronic access to earnings records (on-demand)
•    Tax reporting year end - 945 and w-2s
•    Electronic access to w-2s for employees
•    W-2 delivery and electronic transmittal to the internal revenue service and state agency’s
•    Affordable care act reporting on IRS form 1095-c and electronic transmittal to the internal revenue service.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 19, 2025