The vendor is required to provide that global professional organization (PEO) and employer of record services (EOR) to be responsible for managing employment functions and delivering the following services related to staff working domestically outside of state and international staff in various countries:
• Consultation: Provide advice and consultation on employment arrangements outside of the united-states, and domestically outside of state in all remaining country.
• Employee onboarding and offboarding: complete onboarding process including contract management, background checks, exit interviews/separation process, and compliance with local regulations.
• Payroll management: process payroll, including salary disbursements, tax withholdings and payments, and benefits deductions.
• Benefits administration: manage employee benefits programs such as health insurance, retirement plans, leave benefits, and other perks/benefits. ensure compliance of these programs with local regulations.
• HR support and employee relations: offer ongoing HR support including policy creation, updates, and employee assistance. provide support in managing employee relations, grievances, and disciplinary actions.
• Technology, tools, and data security: provide technology platforms and tools to deliver PEO/EOR services, bolstered by contemporary data security protocols.
• Compliance: Ensure adherence to employment, payroll, and tax laws and regulations in all operating jurisdictions.
• Reporting and analytics: Provide regular reports and analysis related to employment metrics, payroll, and compliance.
- Consultation:  Provide advice and consultation on employment employee working outside state either internationally or domestically, describe how your company would provide consultation on:
• Local wage and other associated cost differences
• Applicable taxes and fees
• Workers’ compensation and other jurisdiction-specific statutory benefits
• Discipline and termination requirements
• Human resources, e.g., paid leaves, paid holidays
• Payroll requirements, e.g., timing of pay based on end of pay period
• Labor and employment law, e.g., discipline
• Any other regulatory requirements, e.g., registration with a ministry of education
• Exchange rates
• Health care and social safety net benefits
• Other required and voluntary benefits as applicable
• Work authorization considerations, if any
• Safety requirements and safety/risk considerations
• Opportunities/risks related to bargaining unit employees
- Employee onboarding and offboarding: Complete onboarding process including contract management, background checks, and compliance with local regulations.
• The process for both obtaining talent and the university providing talent to be handled through your firm; include response time/turnaround time to hire local personnel or to begin payroll services.
• The university’s export control officer and risk management team to ensure compliance with applicable laws and regulations, including financial responsibility and claim handling for any employee injury or liability claim associated with the employee.
• Process of employee screening and contracts, including requirements for background checks, visas, and work authorizations, if requested.
• Onboarding process will accommodate university compliance requirements for positions with specialized prerequisites in addition to a standard background check, such as, but not limited to, HIPAA entity requirements, licensure, sanctions check, education check, etc.
• An employee covered by a collective bargaining agreement at the university, describe the process for labor agreement provisions prior.
- Payroll management: Process payroll, including salary disbursements, tax withholdings and payments, and benefits deductions.
• The processes for handling the following:
i. Making the necessary payments and related documentation to employees and government entities.
ii. Calculate, prepare, and submit payroll tax reports and payments, including but not limited to social security/pension/retirement type contributions, unemployment insurance, and other mandatory withholdings.
iii. Establishing a payroll calendar and any coordination with the university
iv. Maintaining banking relationships/networks to support international payments
v. Providing aggregated employee and payroll reports, recognizing currency fluctuations
vi. Providing a portal which allows employee self-service, time tracking, input to personal changes (e.g., time-off requests), and contacting customer service
• Company's local in-country payroll can provide data feeds that will be acceptable to our internal payroll system shadow payroll is required; primarily for university us employees who need to be employed abroad and we are using your company for the employer of record in the host country and the payroll provider for compliance.
- HR support and employee relations: offer ongoing HR support including policy creation, updates, and employee assistance. provide support in managing employee relations, grievances, and disciplinary actions.
• Provide web link(s) to employee handbook(s) and HR policies, e.g., discipline.
• The approach and protocols to providing ongoing HR services and guidance in-country (e.g. recruiting, sourcing, reference and background checks, labor agreement and contract development, terminations)
- benefits administration: manage employee benefits programs such as health insurance, retirement plans, dental insurance, supplemental voluntary benefits, paid/unpaid leave, and other benefits.
• Employee benefit program such as: healthcare, dental/vision, retirement, paid and unpaid leaves, short and long-term disability, life insurance, flexible benefits, employee assistance, childcare/elder care and supplemental benefits, e.g., child life insurance.  include web link to information. please include benefits that vary by location/country, and what the differences are.
• Ongoing compensation and benefits support services are provided, including customer service to the employee.
• Benefits and provisions related to bargaining unit employees can be accommodated when the PEO is serving as co-employer or employer of record, e.g., tuition waivers.
- Contract Period/Term: 2 years
- Pre-Submission Conference Date: February 06, 2025
- Questions/Inquires Deadline: February 28, 2025