Agency Payroll System

The vendor is required to provide a new payroll system must be able to meet our growing needs to adjust to scale.
- A new cloud-based system with a single sign-on (SSO) with active directory or Entra id to process payroll.
- The payroll system must be useable over the long term and have the capacity to be upgraded, if needed. 
- The system also must contain options for talent management applications to enable the agency to manage functions such as timekeeping, recruitment, onboarding, performance management, training and development, and succession planning.
- Contract requirements
1. Employee payroll changes:
• Automated satisfactory performance increase: the system must trigger salary increases automatically based on predefined hire date criteria. 
• Personal service contracts: the system must incorporate functionality for automated validation and updating of personal service contracts (a personal service contract (PSC) details an individual who is not employed by agency, does work for agency, however they are paid via our payroll. 
• They are hourly employees who are paid based on hours that they work, which can vary each pay period. 
• The agency requires the capability to change the amount that they are paid within the system. 
• Some have retirement deductions and some do not. 
• If they have retirement, we deduct medicare only. 
• If they do not have retirement deductions, then we deduct both social security and medicare. 
• They are also pay delayed.
• Additionally, PSCs are not in timekeeping system. 
• We provide them with a timesheet and they send that back with their worked hours and manager approval) 
• Data validation/comparison: the system must include validation mechanisms to compare payroll data against HRMS records, with automated alerts for variances.
2. Automated cross-checks:
• The system must support automated cross-checks between human resources management system (HRMS) data and generated reports, ensuring consistency and accuracy.
3. User training and support:
• This must include initial training, refresher courses, and comprehensive user manuals.
4.  Compliance and legal updates:
• Ensure the system can automatically update and comply with changes in local, state, and federal laws, especially regarding payroll and tax regulations.
5.  Customization and flexibility:
• The system must allow for customization to meet specific needs that may arise in the future. 
• This includes flexible reporting capabilities and the ability to add or modify workflows.
6. Data migration and transition: 
• This includes historical data conversion and ensuring data integrity throughout the transition process.
7. Budgetary information:
• Payroll pre-run to ensure funding is where it is needed.
• Scenario planning to ensure that we have enough funds for the year. 
• Standard and ad hoc reporting to allow department directors to confirm employees are properly allocated, and allow budget staff to confirm (by individual, center, department, fund, fund source, etc.) allocations, year-to-date spending, and remaining estimates.
• Predictive analytics for out-year forecasting to allow budget staff to estimate future year costs using various scenarios, each based on various entered parameters (including salary tables, raise percentages, tax assumptions, and staffing that might differ from current year staffing).
- Mandatory requirements with evidence
• The payroll system will provide named user licenses. 
• Respondent had provided evidence of experience in HR and payroll system and services. 
• Payroll system will provide automated transaction processing based on effective date and user rules. 
• Payroll system will provide rules-based system logic. 
• Payroll system will support document scanning. 
• The payroll system workflow design will be event-triggered or date-specific, or rules-based. 
• System must have the ability to import historical data from agency existing SQL-backed homegrown LAN system.
• System must be able to pull accurate reports. 
• System must be able to integrate with management information database accounting system. 
• The system will have to print database reports for payroll vouchers, deferred comp reports, and commuter savings.
- Project plan
• Clear objectives and goals: define what you will achieve with the payroll system, such as efficiency, compliance, and accuracy.
• Stakeholder involvement: describe how you will engage key stakeholders from various departments (HR, finance, it) to ensure their needs and concerns are addressed. 
• Comprehensive data collection: provide information on how you will gather all necessary employee data, such as personal information, tax details, and payroll history, to ensure a smooth transition. 
• Payroll system selection: describe how the payroll system meets our organization’s needs and integrates well with existing systems. 
• Compliance and legal requirements: provide details on your experience with local, state, and federal payroll regulations to ensure compliance throughout the implementation. 
• Testing and validation: describe how you will conduct a thorough testing of the payroll system to identify and resolve any issues before going live. 
• Training and support: provide an overview of training for the HR and payroll staff to ensure they are proficient in using the new system and establish a support plan for ongoing assistance. 
• Communication plan: provide an example of a communication strategy to keep all employees informed about the new payroll system and any changes that may affect them.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: July 10, 2025