Timekeeping System

The Vendor is required to provide a timekeeping program including applicable software and hardware.
- The District has approximately 1200 full time employees, of which roughly 750 will be using the Timekeeping System.
- Brand names, trade names, model numbers, and/or catalog numbers may be used to describe the standard of quality, performance, and other characteristics needed to meet member requirements.
- Use of the name of a manufacturer, brand, make or catalog number is not intended to limit or restrict competition, nor does it restrict offeror from the submission of equivalent brands.
- System Functionality
•    Employee clock in and out functionality only from campus.
•    Employee time sheet entry functionality from anywhere.
•    Employee time off request from anywhere.
•    Employee approval of hours worked from anywhere.
•    Must interface seamlessly with Infinite Visions.
•    Spanish and Vietnamese language profile options.
•    Restrict manager view to only hours they are authorized to approve. Alternatively, restrict what managers are allowed to approve.
•    Managers who also use the system to report time worked or to clock in and out cannot have access to edit or approve their own hours.
•    Software and software systems shall provide an in and out punch rounding and grace period, lunch break, daily, weekly, and special day overtime, as well as worked and non-worked holiday pay, automatic benefit payment and deductions, and variable departmental rate assignments.
•    Software and software systems shall provide for total compensation planning.
•    Software and software systems shall include options that allow users to program and assign security passwords to limit access of sensitive and secure information.
•    Software and software systems shall provide employee access 24 hours per day, seven days per week.
•    Software and software systems shall automatically keep track of and add time worked. Alert an Employee when they are reaching their designated hours and now entering OT.
•    Software and software systems shall allow absence planning for vacation time, sick leave, personal leave, and other leaves up to one year in advance.
•    Software and software systems shall automatically check available vacation, sick leave, and personal time, and warn if proposed benefit time is not available.
•    Software and software systems shall allow for restriction of clocking in or out, outside of scheduled time.
•    Software and software systems shall communicate with time close terminals or time badge readers. Software shall allow for time punches from a desktop computer or computer kiosk. Software that works with mobile computing or communication devices is requested.
•    Software and Software systems allows for a manager or employee to review and submit hours on a weekly basis. To help with tracking of overtime usage and time management.
•    Software and Software system provides alerts or reminders to the employee and manager that are automatically sent when an employee has either worked over allotted time or under.
- Administrative Capabilities
•    Ability for payroll to email managers through timekeeping system or automate an approval reminder email.
•    Ability for payroll to run an on-time report to show which managers have not completed approvals by the deadline.
•    Payroll manually processes several diverse schedules and complex scenarios. Contracted vendor should have an experienced, skilled implementation professional to provide suggestions and share best practices.
•    Software and software systems shall have a variety of standard reports as well as the capability of providing user defined reports. Any information contained in the software database should be able to be included in the user defined report.
•    Reports shall be available in both pdf and excel file formats.
•    Software and software systems shall be able to detail exceptions (i.e. missing punch, absent/unscheduled work, actual versus scheduled hours, gross pay, daily hours, etc.)
•    Software and software systems shall provide for a complete audit trail.
•    Software and software systems shall automatically archive employee time card information.
•    Software and software systems shall track exceptions, including arrived early, arrived tardy, left work late, long lunch taken, long break taken, short break taken, unscheduled hours, absent hours, minimum hours not met, maximum hours exceeded, etc.
•    Software and software systems shall create an annual attendance record.
•    Software and software systems shall support a variety of pay periods.
•    Software and software systems shall allow authorized personnel to revise inputted data, and have the ability to track and record the original entry, and the revised data.
•    Software and software systems shall allow for import/export operations, including history of posting and time card use.
•    Software and software systems shall provide for complete leave benefits administration, including, but not limited to, eligibility and cost analysis.
•    Software and software systems shall provide the ability to track employee training.
•    Software and software systems shall assist with budget management for staff costs.
•    Software and software systems shall provide for queries of employee records.
•    Software and software systems shall calculate multiple overtime rules, shift premiums, and differentials.
•    Software and software systems shall allow for creation of schedules for each employee and/or an entire department.

- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Non-Mandatory) Date: December 5, 2025
- Questions/Inquires Deadline: December 12, 2025