Time Clock Management Solution

The vendor is required to provide to implement a time clock solution to replace agency current hosted time management system and time clocks at agency facilities.
- The solution must integrate with workday’s payroll and absences modules, be deployed to multiple agency facilities, and go-live no later than December 14, 2025.
- The time clock must accurately record when employees clock in and out of work, including breaks and mealtimes.
- The time clocks shall be able to operate in an offline mode for up to thirty (30) days.
- The time clocks and related software shall be able to calculate worked hours, overtime, shift differential, other premium, and holiday pay in accordance with two (2) different collective bargaining agreements.
- The time clocks shall be able to support remote administrator log-in.
- The ability to push calculated time and time off hours to workday on demand
- The ability to generate a report of calculated time at scheduled intervals.
- The ability for employees to request time off from the solution and/or time administrators can request time off on behalf of employees.
- The ability for time administrators to make corrections to time clock punches.
- Ability to track any changes made to time records and identify discrepancies.
- Employees should be required to authenticate themselves before using the time clock using their employee badges.
- The time clock user interface should be user-friendly and accessible to all employees, including those with disabilities.
- Employees can swipe their badge to check their paid time off (PTO) balances (i.e. vacation, personal paid holiday (PPH), sick,).
- The time clock must accurately record when employees clock in and out of work, including breaks and mealtimes.
- The time clocks are available 24/7 to support multiple shifts.
- The time clock solution can handle various work schedules, (i.e. such as 4/10, 9/80,).
- The time clock solution can handle multiple shifts.
- The time clock solution can calculate overtime hours based on the employee's work schedule and actual hours worked.
- The time clock solution can calculate shift differential hours and other premium pay based on the employee's work schedule and actual hours worked.
- The time clock solution can calculate holiday pay based on the employee's work schedule and actual hours worked.
- Ability for time administrators to make corrections or adjustments (with audit trails) in cases of errors or missed punches in a secure manner.
- Ability to configure rounding rules (e.g., to the nearest 5 or 15 minutes) in a neutral, compliant manner.
- Ability to pass 2 codes to workday: a 5 character alphanumeric field and a 3 character alphanumeric field.
- Ability for employees to request time off from the solution.
- Ability for time administrators to request time off on behalf of employees.
- Ability to generate a report of calculated time at scheduled intervals.
- Ability to generate a report of absences.
- Ability to assign each employee to a work schedule with an effective date.
- Ability to generate a pay summary report that can be generated by employee, departments, all employees.  (See example in report samples tab)
- Ability to generate a report to track lost time.  this report is to track hours, hours lost to sick, vacation, personal paid holiday, etc.; and overtime that covered the lost hours (if necessary).  (See example in report samples tab)
- "Ability to generate a report of hours for each employee (sick or incomplete shift, unpaid sick, incomplete 2 in a day, incomplete more than 2 hours, incomplete less than 2 hours) for a date range.
(See example in report samples tab)"
- Ability to generate a report that shows all hours for each pay code and totals for each employee. (See example in report samples tab)
- Ability to generate a report of absence hours, detail and summary for each employee.  (See example in report samples tab)
- Ability to send bi-weekly summary hours by pay code to workday payroll.
- Ability to send bi-weekly summary time off hours by pay code to workday absence
- The time clocks can integrate with workday.
- Perform additional special purpose backups as requested.
- Perform cyclic and periodic backups of the database as agreed upon; at a minimum nightly.
- Perform file restorations as required.
- Provide a support call center to log and track problems and requests.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 19, 2025