Timekeeping and Absence Compliance Tracking Software

The vendor is required to provide a robust timekeeping and absence tracking solution that will provide the following:
• Timesheet management
• Time off requests and balance management
• Ability to allocate time to projects
• Ability for employees to have multiple assignments/timesheets
• Complex multi-step approval queues
• G/L account allocation
• Robust reporting - General features
• Web-based platform accessible via multiple devices (desktop, tablet, mobile).
• User-friendly interface for both employees and administrators.
• Integration capabilities with existing ERP systems (e.g., Peoplesoft, banner).
• Multi-user access with role-based permissions.
• Real-time reporting capabilities for attendance, absences, and compliance metrics.
- Timekeeping features
• Ability for employees to submit time in various ways and be restricted as to how they enter dependent of their employment group.
a. Time submission in clock time in and clock time out.
b. Time submission in total hours worked.
c. Clock in and out submission via physical time clocks with options for proximity readers and biometrics.
• Flexible shift scheduling and tracking
• Allowing for overtime and shift differentials based on state education code, not necessarily state or federal rules.
• Ability to handle multiple pay rules and union agreements.
• Ability to track hours worked for various projects. a. These projects should be able to be tied to different funding sources/account strings and export in the payroll extract with different account strings.
• Ability to provide specific account strings on the timesheet for each slice of time. these account strings should export on the payroll extract.
• Ability to concatenate the account string based on a portion manually entered on the timesheet and a portion based on the employee group.
• Ability for the employee to submit and recall their timesheet prior to approval.
• Ability to create multiple levels of approval for a timesheet.
a. Ability for different approvers to see the status of other levels of approval.
- Time off calculation and tracking
• Multiple time off banks that are able to automatically calculate time off accrual based on different employment groups and appropriate accrual rules.
• Automatically calculated time off bank caps and usage limits
• Ability to automatically cap accrual into one bank and transfer additional accrual into another bank.
• Ability for payroll administrators to manually adjust time off bank balances.
• Ability for employees, managers, and administrators to see bank balances in real time.
• Ability for employees to see future time off accrual and usage projections.
• Ability for employee to submit time off requests that require manager approval.
• Ability for some time off requests to be approved automatically or skip the approval process based on requested time off.
- Multiple assignment features
• ability for one employee to have multiple assignments/positions.
• Employee should have separate timesheets for each position to track time separately.
• The application should aggregate the multiple timesheets for calculations.
• Time off accrual and management able to understand multiple assignments and accrue as configured. - Absence compliance features
• Management of various forms of leave (sick leave, vacation, act, ADA-related leaves).
• Compliance tracking with federal and state regulations, including the family and medical act
• Automated alerts and notifications for leave balances, upcoming expirations, and compliance deadlines.
• Integration with HR policies and collective bargaining agreements for adherence to institutional protocols.
- Imports, extracts, and reporting
• Ability to import employee data with custom fields as needed by the college via manual import (.CSV) and scheduled imports or those integrated with other systems.
• Ability to export payroll data with a fully customized export file to meet the needs of the college's ERP via manual import (.csv) and scheduled imports or those integrated with other systems.
• Robust reporting tool allowing the college to extract data in a multitude of ways.
• Ability for the college to configure and request custom reports.
• Ability to extract all data for archival purposes. - Security and data privacy
• Compliance with relevant regulations including FERPA, HIPAA, and CCPA.
• Data encryption at rest and in transit to ensure data integrity.
• Regular software updates and security patches.
• Audit trails for data changes and access logs for accountability.
- Technical specifications
• Cloud-based solution with guaranteed uptime of 99.9%.
• Support for multiple browsers and operating systems.
• Ability to integrate via multiple single signs on methodologies including OAuth and SAML 2.0.
• Data backup policies to prevent data loss.
• Access to user support and technical assistance through various channels (email, phone, live chat). - Service requirements
a. Implementation services
• Project management for the software implementation process.
• Needs assessment and system configuration to meet mt. sac’s requirements.
• Data migration services from existing systems.
• Integration setup with existing systems (ERP, HRIS).
b. Training services
• Development and delivery of training materials and sessions for administrators and end users.
• Onboarding support for the first month after implementation.
• Access to user manuals and online help resources.
c. Support services
• 24/7 customer support for software issues.
• Regular software updates and enhancements.
• Ongoing training and resources to keep users informed of new features and compliance updates.
- Contract Period/Term: 5 years
- Pre-Proposal Meeting (Mandatory) Date: April 2, 2025
- Request for Information Cut Off Deadline: April 9, 2025