Financial Management and Online Payment Systems

The vendor required to provide financial management and online payment systems for responsible:
•    Tailor the platform to division structure (schools, funds, programs)
•    Migrate or import existing data (if required)
•    Assist with new chart of accounts setup
•    Set up role-based permissions and user roles for different levels.
•    Provide training for division and school staff
- Software features
1. Checks and payments
•    Generate checks, ach payments, and purchasing card transactions.
•    Create and manage vendor records.
•    Support 1099 generation.
•    Attach and store supporting documents (invoices, receipts, statements) per transaction.
•    Maintain audit trail of all payment activity.
2. Collections and deposits
•    Record incoming funds: cash, checks, online payments.
•    Generate, print, and email receipts.
•    Maintain deposit records per school or activity.
•    Produce a “deposit ticket” for deposit counting.
•    Track who collected funds and when for accountability.
•    Upload collection logs and related documents.
3. Reports and registers
•    Real-time, customizable (ad hoc) reporting (by fund, school, timeframe).
•    Display balances, payment history, deposit summaries.
•    Export reports (e.g., pdf, excel, csv).
•    Allow limited or full access for auditors or external reviewers.
4. Reconciliation
•    Guided month-end reconciliation process: reconcile bank statements, match cleared items, record adjustments.
•    Simple prompts to guide non-accountant users.
•    Log reconciliation activity (who, when).
•    Generate reconciliation worksheet and export reconciliation reports.
- Security, compliance, and access control
•    Role-based permissions (e.g., bookkeeper, auditor, division admin)
•    Secure login and dual authentication (connectivity with cisco duo preferred)
•    Audit trail for all transactions (edits, voids, adjustments)
•    Data encryption in transit and at rest (vendor to specify)
•    Data backups and disaster recovery plan
- Support and maintenance
•    Ongoing technical support (help desk, ticketing)
•    Regular software updates, bug fixes, and feature enhancements
•    Implementation support (project plan, timeline, deliverables)
•    Training (initial and refresher) for users and administrators.
- Documentation and training materials
•    User guides and manuals for different roles
•    Training plan – in-person, virtual, or a mix
•    Administrator and system configuration documentation
•    Sandbox or other non-production environment for testing and training
- Audit and reporting considerations
•    Provide capabilities to facilitate external audits (e.g., read-only access, export of detailed transaction and audit logs)
•    Support compliance with government or division policies around school activity funds.
- Online payment storefront features
•    Product types: ability to sell any item, including, but not limited to: spirit wear and apparel, event tickets, memberships, bundled items.
•    Inventory management and order fulfillment:
o    Dashboard to manage orders, filter by category, product, etc.
o    Inventory control
o    Receipts for purchases, with printable or email options
o    Manage distribution or shipping of product (or pick-up)
•    Order reconciliation and reporting:
o    Order reports that tie into financial system (account codes) to help reconcile sales and payments.
•    Payment processing:
o    Use of a secure payment swipe for low-fee credit card processing.
o    Transparent transaction fees (support for fixed + percentage), and clear reporting of fees vs net.
•    Mobile point-of-sale:
o    Support a mobile pos system: vendors and staff can accept payments in person via mobile app + credit card reader.
o    Ability to scan event tickets at entry using pos.
•    Store access and supporter experience:
o    Public-facing storefront URL (e.g., subdomain) for supporters to browse and make purchases.
o    Integrate with a mobile or web app for supporters: supporters can browse, purchase, and donate via an app.
o    Supporters should be able to create an account, store payment methods, and view their purchase and donation history.
•    Automation:
o    Automate manual tasks: order reconciliation, financial reporting, and payment record-keeping.
•    Security and compliance:
o    PCI-compliant payment processing
o    Secure storage of payment data
o    Audit logs for orders and payments
•    Pricing and fees:
o    Provide transaction fee model with transaction fees clearly stated on purchase window prior to completion of sale.
o    Transparency around platform subscription and licensing costs and any additional fees.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 1, 2025