Accounting Software

The vendor required to provide software, implementation services, data migration, training, support and documentation necessary to transition from great plains to the proposed solution.
- The system must be capable of:
•    Managing the full accounting lifecycle including general ledger, accounts payable, accounts receivable and payroll cost allocations
•    Tracking expenses in compliance with the federal transit administration’s (FTA) uniform system of accounts (USOA)
•    Supporting configurable allocation bases (miles, calls, hours etc.), with distribution of costs across projects, USOA or funding sources at month-end
•    Providing a robust catalog of financial, statistical, operational and payroll reporting capabilities, in exportable and auditor-ready formats
•    Enforcing strong internal controls and user-based permission limitations
•    Managing and reporting on multiple legal entities within a single platform, while maintaining separate books, security restrictions, and audit trails for each
•    Ensuring full agency ownership and unrestricted access to all financial and operational data, including export in non-proprietary formats
•    The system must be provided as a fully cloud-based, vendor-hosted software platform (SaaS).
- Full accounting lifecycle requirements
•    General ledger
o    Full accrual support
o    Support for single-year budgets
o    Flexible chart of accounts structure with segment-based configuration
•    Accounts payable
o    Vendor maintenance with w-9 and 1099 tracking
o    Payments via ach and printed checks
o    *Recurring invoices, credit memos, discounts, and payment hold
o    *Attachment of supporting documents directly to transaction records
•    Accounts receivable
o    Project-based billing
o    Receivable aging schedules
o    *Flexible invoice templates and electronic remittance
•    Payroll cost allocations
o    Ability to assign classes to employees or distribute wages and fringe benefits utilizing allocation bases
o    API or import capabilities from payroll provider files
•    Bank reconciliations
o    Auto-import of banking transactions to complete monthly bank reconciliations.
- Reporting and audit requirements
•    Standard reports: trial balance, GL detail, aging, asset ledger, budget vs. actual
•    DOT and FTA-specific reports
o    Attached forms 201, 301 and 305 must be mapped and generated accurately
•    Export options: pdf, excel, csv
•    *Report scheduling, recurring delivery, and role-based report access
•    Transaction drill-down from summary report
o    *Drill-down to show source documents and attachments
•    Ability for required users to select and run reports based on previously created custom reports
- Human resources and payroll
•    The system must be compatible with external time clock solutions, either through native integration or via a documented API that supports secure data transfer of time and attendance records
o    The native or 3rd party time tracking must be capable of unique OT rules by employee or department
•    Ability to track expiring licenses, certifications and other time sensitive employee details
•    Password protected access to paystubs, tax forms and other documents for individual employees
- Internal controls and security requirements
•    Role-based access with security restrictions
•    *Full audit trail capturing user, timestamp, prior values, and updated values for every financial transaction.
- Multi-entity accounting requirements
•    Separate books, fiscal year settings, vendor lists (shared or independent), and independent chart segments
•    Intercompany transactions with auto-balancing and elimination entries
•    Entity-specific access restriction
•    *Entity-specific audit trails
- Support, data ownership and database access
•    Full export in non-proprietary formats
•    *Read-only SQL or equivalent query access for analysis
•    Ability to export complete historical transaction details, configuration tables, allocation drivers, and audit logs
•    Provide backup and retention policies permitting agency-initiated data access or migration
•    Confirm location of your data and assured up time of cloud-based server
•    Must respond to reported issues within six (6) business hours, confirming receipt and providing an initial assessment or plan of action.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 19, 2025