Replacement Time and Attendance Human Resources and Payroll System

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