The vendor is required to provide interested in obtaining an integrated cloud-based SaaS solution for the administration and management of human resources, payroll, and timekeeping (software).
- As described within this solicitation, the solution shall:
• Have an online employee self-service portal.
• Be a paperless system with electronic workflow approvals and organizational rules built in, to automate as many processes as possible.
• Have an automatic general ledger interface and a solution for paying human resources and payroll
vendors, taxes, and garnishments.
• Provide benefits and payroll compliance assistance.
• Have position control management
• Have onboarding and recruitment
• Have custom report package
• Have budget tools
• Have training modules
- An intuitive, consistent (within and across modules), well designed user interface.
- One-time and single-points of data entry to eliminate redundant data entry
- Strong internal controls and system securities
- Paperless workflow capabilities
- User friendly, flexible and meaningful reporting capabilities
- Audit and transaction logging capabilities, automatically generates an audit report of all system changes with specific change(s) (before and after), showing user who made the change with date and time of change
- Ability to drill-down and drill-across from a transaction to the supporting source documents
- Ability to easily export information directly to excel, word and adobe
- Robust search capabilities on as many fields as possible
- Comprehensive online documentation and training materials
- User-defined tables, fields, screens, reports, hot keys, and business rules/workflows
- Ability to modify setup/configuration (e.g. setup codes, report parameters, etc.) without the
assistance of the offeror
- Access to knowledgeable representatives
- Dedicated team of experts for any challenge
- One representative that represents the mount pleasant account for any concern the town needs resolved.
- This representative should have the ability to control the entire team.
- Vendor must have a business continuity plan (bcp)– secure data centers in various parts of the country that can be accessed remotely to process payroll
- Vendor required to have a certificate of liability (insurance)
- A test system with current information should be available during and after implementation
- Ability to provide a custom login site on the town’s website domain for online self-service option
- Ability to have implementation coincide with a new year, i.e. go live in january
- Experience working with municipalities including fire, police and public services
- Phone app with functionality for all roles (i.e. employees, managers at various levels)
- Works with 24-hour schedules (without having workarounds)
- Modules all “speak” to one another so that information is not siloed or having to be entered more than once
- Reports can easily be created by users
- Support for creating reports and related costs
- Capability for all users to upload documents
- Pre-configured for employee types
- Provides total compensation statements
- Provides at no additional cost a chat bot knowledge base with searching (for at least all supervisors)
- Payroll module emails employees a copy of paystub every pay period
- Ability to attach supporting documents to forms, i.e., job and compensation change forms
- Allows employees to post questions that can be marked public or private
- Implementation includes a project manager along with a person with specialized knowledge for each area, i.e., benefits, timekeeping
- Reimplementation of a module at no additional cost
- Human resources services
• Position control including accounting for turnover, vacancies, and frozen positions
• Position history including re-hire activity that may also include retired employees that have retired from the same pension plan
• Pay rates that will include multiple components that add to the total
• Pay rate history including the position held at the time
• System generated turnover rate by month and year and accumulative over years
• Termination forms are required to reflect the complexity of different types of employees and retirees
• Provide employee self-service online options supporting w-4 changes, time-off requests, cash out requests, employee profile changes, beneficiary changes, subject to workflow rules
• Provide workflow and self-service options for open enrollment
• Provide workflow approvals for time-delayed actions/events (e.g. compensation that begins after a specific amount of time – introduction period)
• Track certifications including expiration date and compensation modification triggers
• Provide the ability to specify required certifications by position title
• Support employee photo/profile management
• Support employee photo identification badges provide employee event tracking to manage performance evaluations, training, certifications, licenses, and salary increases
• Provide tracking and reporting for employees on medical leave, workers comp, and military leave to manage work status and required documents for extensions or return to work
• Provide reports to determine FMLA eligibility
• Implement an electronic performance review process with workflow rules
• Provide online employee access to paystub, w2s, etc. (integrated with payroll)
• Supports ability to suspend leave accruals for employees while on authorized leave without pay and worker’s comp
• Ability to mass populate changes for cola, salary, flex allowance etc.
• Ability to create mass change templates for various global changes
1. Ability for applicant tracking
2. Workflow through the phases of hiring
3. Research analytics
4. Time-to-hire
5. Position control
6. Direct feed to background check vendors, credit
7. Check vendors and education verification vendors
8. Ability to parse from resume
9. Ability to auto-screen per the requisition to ensure minimum qualifications met
10. Ease of use and favorable impression for applicants
• ability to store retiree information in a separate category will still need to be accessed, along with Insurance selections.
• Ability to automate costs of benefits (i.e., immediate calculation of rates for a $100k life policy for a 45-year-old male).
• Also, if family medical coverage is chosen, auto-populate the employee cost and the employer portion.
• Equal employment opportunity (EEO) reporting
• Ability to house specific information (names, dob) for enrolled family members in specific benefit plans.
• Compensated absences liability report (run the last day before the end of the fiscal year, to determine the liability for unused leave)
• Ability to track cobra payments and cobra termination dates
• All applicable affordable care act reporting/capturing data especially section 1095
• FMLA balances in real-time
• Rules to calculate insurance premiums due (if accruing while out on leave)
• Rules to automatically calculate insurance premium start dates (for example, coverage begins on may 1, But first deduction should not be until may 9th paycheck)
• Live, dedicated support team
• Ability to track employee work location
• Ability to track multiple rehire dates (with appropriate automatic calculations for leave accrual)
• Ability to assign various user rights to managers/admin for their employees.
• At least ten days of on-site support to configure and train
• Ability to print address labels of actives, retirees, or retirees with insurance
• Ability to administer benefits with real-time connectivity to vendors
• Calculate cumulative years of service for rehired employees with breaks in service to determine and
track total years of service for longevity awards and leave accrual tiers
• Track base pay rate separately from incentives
• Track incentive pay, backup documentation, list of incentives and certifications
• Ability to update the pay ranges for the grades annually in a central place in the system so it will pass that information to each employee profile
• Warn and approve if pay rate assigned is outside the range for the assigned grade
• Provides notifications when licenses are expiring (i.e., driver’s license, certifications, etc.)
• Electronic onboarding – assigning tasks, completing all documents electronically, allowing for fully electronic process
• Scheduling – assigns schedules and allows for picking up shifts
• Provides market pay data that can be filtered and searched
• Recruiting module allows for texting and emailing, provides templates for candidate communications, view and modify offer letters sent by any recruiter, and provides for taking notes on candidates 50 onboarding module allows for custom welcome messages for each department and adding custom forms
•  E-Verify built into system
• Benefits are set up for town each year at no additional cost
• Offer cobra and FSA administration
• Provide file to upload for state peba
• Integrate with empower
• EEO reporting
• Us labor laws built into the system
• Ability to track critical incident data for public safety personnel
• Formula to eliminate supervisor bias in performance evaluations
• 360 feedback platform
• Talent management platform
• Safety record tracking – including incidents and accidents
- Payroll services
• Calculate payroll in accordance with all federal, state, and local requirements
• Calculate and report state retirement using required state reporting data format
• Integrate proposed solution with existing GL and a/p modules
• Provide detailed postings to the GL with the ability to drill back or run a report in the payroll module to see who actually was charged to a specific account
• Generate paychecks, direct deposit advices (supporting deposits across multiple accounts on a
single check), eft files and related positive pay files
• Support check and direct deposit advice imaging, sharing and archiving
• Generate all state and federal quarterly and annual payroll regulatory reports
• Define leave accruals by employee group or individual
• Generate off-the-shelf and ad hoc reports that support data requirements associated with a state, auditors, deferred compensation providers, payroll register review, sick and vacation accrual reports for management, edit lists, overtime reports, tax reports, auto allowance reports, extensive exception and payroll calculations and generation reports
• Automatically update to be in compliance with federal, state, and local tax rates, withholdings, etc.
• automatic alert employees and supervisors that leave accrual cap has been reached
• Withhold and remit all taxes to the appropriate governmental agencies on a pay period basis (e.g.
social security and medicare)
• Withhold and remit all garnishments to the appropriate governmental agencies on a pay period basis
• Calculate garnishments based on various withholding options including the maximum amount
• Prepare and remit annual w-2 for the appropriate agencies and provide copies to staff
• Supports ability to generate manual, on-site payroll checks
• Allows for town-initiated wire instead of auto drafting the town’s bank accounts
• Integrate with the human resources module for personnel updates
• Ability to update the pay ranges for the grades annually in a central place in the system so it will pass that information to each employee profile
• Ability to determine if holiday pay is provided based on whether they met the criteria of working the shifts before and after the holidays
• Benefits are set up for town each year at no additional cost
• Offer cobra and FSA administration
• Provide file to upload for state peba
• Integrate with empower
• labor laws built into the system.