Digital Timekeeping System

The Vendor is required to provide a digital timekeeping system to assist in the processing of payroll for bureau employees.
- Increased Accuracy and Reduced Errors Manual timekeeping and spreadsheet entry are prone to human error, such as incorrect calculations, misread handwriting, or data entry mistakes. A digital system automates time tracking and integrates directly with payroll software, minimizing the risk of errors and ensuring employees are paid accurately.
- Improved Efficiency and Time Savings
•    The current process—collecting paper timesheets, manually entering data into excel, and uploading it into the payroll system—is time-consuming and labor-intensive. 
•    A Digital timekeeping system automates much of this work, saving valuable staff time that can be redirected toward higher-value tasks.
- Real-Time Tracking and Transparency
•    With a digital system, employees and supervisors can track time and attendance in real time, offering better visibility and accountability. 
•    Supervisors can more easily monitor hours, breaks, overtime, and leave, leading to more efficient management and oversight.
- Streamlined Payroll Integration
•    Most digital systems offer direct integration with payroll software, reducing the need for manual uploads and cross-system reconciliations. 
•    This ensures faster payroll processing and more seamless operations.
- Better Compliance and Audit Readiness
•    Digital systems help bureau stay compliant with local labor laws, overtime rules, and recordkeeping requirements. 
•    Digital logs provide clear, time-stamped records that are easy to audit, ensuring transparency and protection against disputes or penalties.
- Enhanced Security and Record Retention
•    Paper records can be lost, damaged, or accessed without authorization. 
•    A secure digitaltimekeeping system offers encrypted data storage, role-based access, and automatic backups, protecting sensitive employee information and ensuring compliance with data retention policies.
- Remote and Flexible Access
•    With flexible work arrangements becoming more common, digital systems allow remote clock-ins and approvals, supporting mobile and hybrid work environments. 
•    This enhances productivity while maintaining accountability.
- Cost Savings over Time
•    Although there is an initial cost to implementing a digital system, it will reduce long-term operational costs by saving on paper, reducing errors that lead to overpayments, and requiring less administrative labor.
- Mandatory Requirements
•    Option for on premise or cloud base application and storage.
•    System will interface seamlessly with GVB payroll system.
•    Multiple user access.
•    Customizable to different types of pay status and shift schedules.
•    System must be operable 24 hours a day, 7 days a week.
- System Capabilities
•    Support various methods of timecard entry (i.e. Online, time clock, workstation, use of work identification badge, etc.).
•    Computer based - either mobile app and/or webpage.
•    Use electronic workflow for review and approval of timecards.
•    Notification to employees and supervisors of errors in timesheet entries such as charging to an incorrect account code, overages in leave balances, employees outside the approved shift/schedule, etc.
•    Allow requests for time-off to be submitted electronically subject to workflow rules. Option to cancel and/or change leave requests for employees. Option to cancel or deny leave request for supervisors/managers.
•    Allow employees to enter comments/notes for each entry for leave request.
•    Customizable user-interface (screens) to simplify time entry and reduce possible data entry errors.
•    Support multiple pay codes regular, overtime, acting, night differential, hazardous hours, training, unpaid hours for tracking exempt employees, project/grant time, and other pay codes as needed.
•    Scheduling capabilities; plan and setup normal work shifts and only require employees to change with unanticipated overtime, shift change, callout, relief status, leave, and other customizable time changes.
•    Ability to mass populate holidays and roll-out organization wide by employee groups.
•    Support multiple schedules.
•    Track annual, sick, holiday, bereavement leave, jury duty, FML leave, floating holiday, worker's compensation, administrative time and other special pay codes.
•    Enable supervisors to modify time reports as needed.
•    Enable next-tier manager to approve time sheets for a supervisor.
•    Enable payroll and other authorized personnel to modify time reports as needed.
•    Timekeeping that can produce daily hours worked report per supervisor/manager request.
•    Has a calendar to configure all holidays, shifts, leave, and other needed scheduling activities and allow supervisor/managers to see all employees in a division on one calendar.
•    Notify employee, timekeeper, supervisor, and manager when timesheet being approved is under scheduled hour’s total (because employee would then need to enter leave without pay or other hours to equal schedule).
•    Allows administrators to post informational news, banner for each end user to view as a reminder, upcoming event, and misc. Information.
•    Able to use scheduling of multi shifts of staff. Work and leave schedules. Attendance tracking.
•    Workflow process that includes: multiple layers of approval, group employees by approver, and ability to i assign approver if main approver is out of office.
•    Able to insert rules for the following: overtime vs. Flsa overtime, standby pay and call back allowances, keep employee from overdrawing leave balance, change timesheet notification, unsigned timesheet notification, set maximum leave accruals.
•    Remotely accessible as needed - outside of the network
- Reporting Requirements
•    Full data model and detailed database table descriptions shall be provided to aid in customized crystal report generation.
•    All reports shall be available in user selected format: html, pdf and excel spreadsheet 3. Individual employee timesheet.
•    Daily hours, weekly, bi-weekly, monthly, and annually the time by project, employee, supervisor, director, division, department.
•    Exception report by employee, supervisor, director, division, department.
•    Absentee report by employee, division, department.
•    Overtime tracking and monitoring reports.
•    Schedule reports for employee, division, and department.
•    History and archival reports
•    Reports by period and/or specified date range for all hours or specified hour types.
- Security
•    The system must have levels of security for employees, supervisors, managers, administrators, payroll, and other identified personnel.
•    An employee shall only see certain data as defined by a manager and payroll.
•    Individual functions shall be selectively turned on and off for individual employees/managers.
•    System shall maintain an audit trail that tracks data changed, hold original data and user name of the person modifying or viewing an item. 

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 15, 2025