Payroll and HR services

The vendor is required to provide payroll processing, human resources (HR) management, benefits administration, and leave administration services for its employees.
1. Payroll processing services (direct-hire employees only):
•    Bi-weekly payroll tasks 
•    Maintain and update employee deductions, benefits, direct deposit information, tax withholding entries, and TSA changes (403b/457) 
•    Import approved timesheets to the payroll system for processing 
•    Process bi-weekly payroll 
•    All payroll-related reports to the district for review and accounting purposes (i.e., payroll registers, accounts payable information, ach data, etc.) 
•    Validate absences against third-party substitute entries for accuracy (as provided by the district)
•    Submit ach files to the district’s financial institution for payroll distribution 
•    Mail payroll checks and direct deposit vouchers to the district or employees 
•    Process and withhold employee garnishments in compliance with legal requirements 
•    Process annual payroll payables 
•    Provide customer service and support to district employees, addressing payroll-related inquiries in coordination with the designated district contact 
•    Provide support to district supervisors relating to true time and paid time off adjustments and approvals
•    Monitoring of paid time off accruals, including allocations, adjustments, and proration of time off, including closure days, fiscal year rollover, and other time off requirements based on collective bargaining agreements or district policy 
•    Completion of requests for verification of employment 
•    Workers’ compensation wage workups (as requested) 
•    Completion of final contract proration and payout, including time off payouts as applicable for terminating employees 
•    Provide data and requested information to auditors
2. Payroll tax services:
•    Pay federal, state, and local payroll withholding taxes
•    File monthly state and local tax withholding returns
•    File quarterly federal tax withholding (941) returns
•    File quarterly state unemployment wage reports (UIA)
•    File and distribute annual tax filings and employee forms for federal, state, and local taxes (w-2s, w-3s, sw3s, c-3204, etc.)
3. Retirement reporting services:
•    Prepare bi-weekly ORS wage and service reports, including any corresponding payroll adjustments or deduction and benefit setup
•    Monitor and pay bi-weekly ORS payments, including additional invoices for UAAL or forfeiture adjustments
•    Completion of any ORS audits issued and any corresponding adjustments (some district assistance may be required)
•    Completion of any final salary affidavits for retiring employees
4. HRIS Processing services (direct hire employees only):
•    Administer employee onboarding:
o    Collection and processing of all new hire paperwork – i-9/ss card and driver's license and tax forms and ORS enrollment, reporting/direct deposit and benefit enrollment 
o    Provide applicable district information as provided by the district (i.e., board policies and union agreements) as part of the onboarding process
o    Original documentation to be scanned into the employee profile and returned to the district for the personnel file
o    Employee profile and employee management module (skyward) database with new hire information
o    Obtain fingerprints from employees, issue initial background checks 189 o provide employment contract (teachers only)
•    Administer employee offboarding (initiated by district)
•    Administer employee status changes (initiated by district)
•    Issuance of certified personnel employment contracts on an annual basis (teachers only)
•    Maintain district organization chart in skyward (add new employees, reassign based on status change, remove once terminated) 
•    Submission of monthly and bi-annual rep reporting requirements and other state reporting as required 
•    Creation and distribution of ad hoc reports from the HRIS system upon request 
•    Maintain district HRIS system to ensure accurate compensation, calendars, and assignment information, inclusive of any legislative requirements (i.e., minimum wage) 
•    Review and implementation of any collective bargaining agreement changes pertaining to the HRIS system
•    Processing of annual employee management rollover, including salary matrices, calendars, assignments, etc., in collaboration with district staff 
•    Complete annual county-wide salary survey 
•    Process name and address changes
5. Benefits administration
•    Facilitate annual open enrollment
o    Calculate employee deductions
o    Update all documents (rate sheet, CIL waiver forms, benefit enrollment packets, etc.)
o    Communication to staff
o    Set up and manage the online enrollment system
•    Provides all annual compliance notices and communications
o    Creditable coverage notification - all staff annual notification
o    Centers for medicare and Medicaid services (CMS) disclosure to employees and report to the federal government
o    Salary and sick day report to insurance provider - annual report
•    Monitor and notify the employee of overage dependents, provide cobra information, and update the enrollment status change for the employee
•    Process enrollments for new hires or employee status changes
•    Provide information to finance and payroll staff related to cash-in-lieu payments
•    Reconciliation of provider monthly billings – reconciliation of enrollment and changes to payroll deductions and benefits transactions
•    Serve as liaison with staff experiencing customer service issues, and answer questions related to benefit coverage
•    Cobra administration - including notification and monitoring at the time of termination
•    Information survey requests for insurance providers
•    Process bi-weekly and semi-annual HSA employer contributions if applicable
•    Assist with the solicitation of bids and the implementation of plans.