The vendor required to provide time and attendance system (T&A system) for timekeeping to replace the city’s existing UKG workforce central system (“existing T&A system”).
- Human resources and payroll (optional)
1. Human resources
• System is used for processes that include applicant tracking, onboarding, and performance management.
• The existing HR and payroll system is used for processes that include employee management, retirement management, and benefits enrollment and management.
• The existing HR and payroll system acts as the system of record for all essential employee information, including:
o Personal information (such as name, address, contact details)
o Tax information (w-4 forms, filing status, etc.)
o Employment history including positions, job grades, salary history, etc.
o Benefit elections and details
o Deduction records (insurance premiums, retirement contributions, etc.)
o Wage garnishment details
o Direct deposit accounts and banking info
• The existing HR and payroll system has an employee self-service portal.
• Self-service capabilities include:
o Reviewing pay statements
o Reviewing and updating personal information
o Updating w-4 and state tax withholdings
o Updating direct deposit account(s) and distributions
o Benefits elections during open enrollment or a qualifying life event
• Some employee information is also stored into city-net, a custom microsoft access and SQL server system, which serves as a central hub for managing employee identification car information and city-issued cell phone information.
• Human resources grant the newly hired employees’ access to the existing HR and payroll system employee self-service portal where they are required to complete their benefits elections.
• Newly hired employees are required to use direct deposit for their paychecks.
• Direct deposit information and a voided check are provided by the employee to human resources staff who enter this information into the existing HR and payroll system.
• The existing HR and payroll system does not track all part-time employee job codes and pay rates for employees with multiple positions.
• Human resources staff manually enter additional part-time position information into the existing T&A system for these positions manually.
• Employees can update their w4 and state tax withholdings using the existing HR and payroll system.
• Change requests are submitted to payroll staff who approve or deny the changes.
• Manual forms can also be submitted to payroll staff, who then update the exiting HR and payroll system.
• The existing HR and payroll system is used to require employee acknowledgment of new and updated policies.
• The existing HR and payroll system provides stock and ad-hoc reports.
• Examples of critical reports include:
o Payroll summary reports
o Benefits cost reports
o Job code history tracking reports
o Salary exception reports
o Retiree reports
o Payroll reports
o Deducted benefit reports
o Job code history reports
o Benefit cost and reconciliation reports
o Benefit eligibility loss reports
• Organizational charts are created in microsoft Visio.
• Charts are sometimes created from scratch, and sometimes from employee exports from the existing HR and payroll system.
2. Payroll
• The city has been using its existing HR and payroll system for over 25 years.
• The existing HR and payroll system is responsible for processing payroll and payroll payments.
• This includes generating pay stubs, withholding and remitting employee taxes, applying benefit deductions, and processing wage garnishments.
• The existing HR and payroll system receives automatic tax table updates to ensure compliance with federal, state, and local tax regulations.
• The existing HR and payroll system is configured with remittance information for all applicable federal, state, and local tax authorities.
• The existing HR and payroll system processes payment of employee benefits, including insurance premiums and eligible reimbursements like tuition assistance, fitness reimbursements, and uniform allowances.
• The existing HR and payroll system processes third-party payments for wage garnishments.
• Garnishment calculations are performed based on federal and state regulations to ensure the employee’s take-home pay does not fall below the legally required minimum.
• Other and nonlegal withholdings (i.e., Police fraternity dues) are manually paid outside of our existing HR and payroll system.
• Payroll consists of three batches - mayor and city council, part-time employees, and full-time employees.
• The existing HR and payroll system calculates employee gross pay, tax withholdings, and deductions based on hours worked and applicable federal, state, and local tax laws.
• The existing HR and payroll system provider files all required payroll tax forms and applicable federal and state filings.
• The existing HR and payroll system provider then pays employees via direct deposit or physical paycheck if the direct deposit information is not yet setup.
- All services necessary to ensure the successful implementation of the optional HR and payroll system.
- This includes but is not limited to:
• Managing the project;
• Handling installation and configuration;
• Performing necessary data conversion, and providing hardware (if applicable); and
• In addition, the offeror will be responsible for conducting training and offering go-live support to ensure a smooth transition and operational success.
- The HR and payroll system will provide all capabilities and services that the existing HR and payroll system does and meet all additional requirements listed herein.
- All data will be migrated from the existing HR and payroll system to the new HR and payroll system.
- This minimally includes:
• All current and former employee data, including but not limited to benefit enrollment, tax withholding information, and garnishment information; and
• All historical HR and payroll data.
- Option: employee id card printing
• Offerors may optionally propose costs associated with using the HR and payroll system to print city employee id cards.
- Option: organization charts
• Offerors may optionally propose costs associated with using the HR and payroll system to easily and efficiently create and print organization charts.
- Contract Period/Term: 5 years
- Optional Virtual Pre-Submission Meeting Date: January 21, 2026
- Questions/Inquires Deadline: January 28, 2026
