Timekeeping System

The vendor is required to provide timekeeping system to improve accuracy, efficiency, compliance, and reporting in employee time and attendance tracking while providing an intuitive user experience for faculty, staff, and student employees.
- System requirements
•    Operate as a cloud-based software as a service (SaaS). 
•    College has reduced its on-premises data center resources and strongly prefers SaaS solutions. 
•    On-premises or hybrid models will only be considered if the proposer provides compelling justification.
•    Provide secure, role-based access for administrators, supervisors, and employees.
•    Support multiple employee types: full-time, part-time, adjunct faculty, student workers, and temporary staff.
•    Support employees with multiple concurrent jobs, positions, or roles. 
•    Time entries must be correctly associated with the appropriate position, department, pay type, and banner labor distribution. 
•    Supervisors must be able to review and approve time by job, and employees must be able to select the correct job when recording time.
•    Support employees covered under multiple collective bargaining agreements as well as non-union employees. 
•    The system must apply distinct rules for time entry, overtime, leave accruals, and reporting based on union contract requirements and non-union policies, with configuration options for updates as agreements change.
•    Optional - offer mobile access on iOS and android platforms for time entry and approvals.
•    Provide web-based and kiosk-based time capture options. 
•    Kiosks must function as thin clients or browser-based terminals rather than local server installations.
•    Any web-based interfaces provided by the proposer must comply with level aa accessibility standards or higher.
•    Automate accrual calculations for leave and overtime.
•    Ensure compliance with federal, state, and union requirements for labor, overtime, and leave.
- Banner integration requirements
1. General needs
•    The timekeeping software must integrate with banner. 
•    Direct database connections are discouraged.
•    The integration must support at minimum:
o    Daily data imports from banner HR and payroll modules.
o    Bi-weekly timekeeping data exports to banner
2. Data flow: banner → timekeeping software
•    Employee demographics: name, employee id, email, id card number, and additional data points identified during implementation.
•    Job assignments and information such as position, department, job end dates, pay type, job labor distribution, union or non-union status, and accrual profile information. 
•    The system must support employees with multiple active assignments, potentially under different bargaining units or non-union categories, and maintain accurate linkage between time entries and banner job records.
3. Data flow: timekeeping software → banner
•    Time entry transactions: regular time, overtime, leave time, vacation, and other categories.
•    Time entry records must map correctly to the corresponding banner earn codes.
•    Rejected or invalid records must generate user alerts with clear error messages and allow re-synchronization of data.
4. Other integration requirements
•    Integration must be configurable and remain compatible with banner upgrades.
•    Proposers must provide documentation for all integration components and APIs.
•    The solution must provide both production and test environments that connect to banner’s corresponding instances.
•    All data transfers must use secure API calls.
- Functional requirements
1. Employee self-service portal for:
•    Clocking in and out.
•    Submitting leave requests.
•    Need an automated email sent at a set time to notify supervisors of unapproved timesheets. 
•    Viewing balances.
2. Supervisor dashboard for:
•    Reviewing and approving time, exceptions, and leave requests.
•    Automated alerts for missing punches, overtime, and compliance violations.
•    Configurable approval workflows.
•    Robust reporting and analytics, including standard and ad-hoc reporting.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 11, 2025