The Vendor is required to provide a fully integrated, web-based human resource information system (HRIS) and payroll solution with robust functionality, data security, user-friendly interfaces, and responsive vendor support.
- The system must include:
- Payroll functionality
• Ability to run ad hoc payrolls if necessary
• Bi-weekly payroll processing for hourly, salaried, and mixed-pay employees
• Multiple pay rates and departments per employee
• Direct deposit and pay card support
• Automatic tax filings (federal, state, unemployment)
• Year-end w-2, 1095/1094 generation
• Overtime handling, shift differentials, on-call, and flat rates
• GL export capability and accounting system integration (Microsoft business central)
• Data feeds to employee navigator, retirement vendors
• Calculate weighted average pay
• Ability to track turnover rates and generate applicable reports
• Ability to store scanned HR/payroll documents
• Long-term history retention
• Detailed labor distribution
1. Cost coding for multiple departments/programs/grants, etc.
• Wage garnishments
- HRIS functionality
• Centralized employee database with document storage
• Leave/PTO management including 15 minute increments and retroactive changes
• Ability to split PTO across departments
• Customizable approval workflows (e.g. raises, job changes)
1. Workflow approval process for data changes (salary)
• Applicant tracking and onboarding (import from applicant pool)
• Performance evaluations: online tracking, reminders
• Certification tracking
• Reporting and audit trails
• Aca and FMLA tracking
• Customized form creation
• Multiple accrual banks with different accrual rates
1. Vacation, sick, personal, vac. purchase, floating holiday
- Time and attendance
• Time entry without punch-in/out – manual time entry for non-exempt/exempt staff
• Dual supervisor approvals for multi-department roles
1. 3 tier workflow approvals, employee, manager, director
• Shift coverage (overnight, on-call, etc.)
• Department-based time logging and validation
• Basic scheduling
- Employee self-service
• Secure mobile access (app preferred)
• Ability to view pay history, submit PTO, access forms
• Real-time updates to employee data (with approval controls)
• Address, w4, direct deposit changes
- System features
• Role-based access control
• Data encryption at rest and in transit
• Backup, disaster recovery, and uptime SLA
• HIPAA compliance (if applicable)
• Fully web-based solution (no desktop installs)
• Long-term data retention and audit logs
• Integrate current terminated employees for retrieval
• Ability to run ad hoc/custom reports
- Implementation services
• Data migration and system configuration
• Integration with existing systems
• Training for HR, payroll admins, and end users
• Implementation timeline with key milestones.
- Budget: $50,000.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 08, 2025