Payroll and Human Resources Software Solution

The vendor required to provide payroll and human resources software solution for the replacement of the current payroll, employee onboarding, training and scheduling and recruitment solutions.
- Requirement:
1. Employee experience
•    Ability for administrator to assign user and role defined permissions within each module without vendor development or programming.
•    Self-service – employees can view and print pay advice slips, and t4s.
•    Self-service – employees can view work schedule, record time (clock in and clock out).
•    Self-service – employees can request time off.
•    Manager self–service – review and approve and decline time off requests and approve and revise (correct) timesheets.
•    Manager self -service – able to create employee job scheduling. 
•    Solution allows robust ad-hoc, user defined reporting.
•    Solution includes commonly used standard reports. Provide list of standard reports with samples. 
•    Metrics dashboard with ability to pull and convert data to excel. 
•    Maintain employee demographic data for all employment-related details (e.g. Birth date, employee number, gender, hire date, contract information). 
•    Maintain historical data for current and former employees (e.g. Names, employment, job and assignments, performance rating, status and pay). 
•     ability to classify employees using different criteria: employment type, benefit eligibility, pension eligibility, etc.
•    Employee records are transferable between business units without need to recreate the record (changing job roles or departments).
2. Recruitment
•    Application submissions completed and submitted via web interface. 
•    Collects and organized all applications by requisitions.
3. Training and onboarding
•    Ability to upload specific training materials 
•    Onboarding and offboarding with digital forms 
•    Ability to create an onboarding and offboarding checklist. 
•    Ability to track employee required training and provide alerts to supervisor for overdue training.
4. Scheduling
•    Ability to set up multiple rule sets to accommodate collective bargaining agreements or employee categories. 
•    Ability to schedule employees to work at multiple locations and at different hourly rates within the same pay period, ensuring that hours do not exceed work hours. 
•    Alert schedulers when hours exceed set hours allowable per pay period.
•    Ability to set up automatic alerts for rule violations, such as clock in/out early/late, exceeding overtime banking cap, convert bankable hours to paid, etc. 
•    Ability to create schedules for the season, or the entire year, along with a vacation plan.
5. Time and attendance
•    Allow employees to punch in and out using a software-based interface (“virtual timeclock”). 
•    Ability to assign time worked against particular codes 
•    Ability to assign, approve and pay multiple shift premiums to an employee based on hours worked, schedule and policy and cba rules, within a pay cycle. 
•    Requested time off is added automatically to timesheet. 
•    Ability to track salaried overtime and sick time separately, including bi-weekly reporting to direct supervisor. 
•    Ability to track and repost over-time worked and refused. 
•    Automatic bank (vacation, sick, float, overtime) entitlements and carry over calculations based on user defined rules. 
•    Workflow approval processes are included for time off management.
6. Payroll – general
•    Solution allows multiple WSIB rates, benefit pay codes, earning codes and deduction codes. 
•    Payroll staff can set up and maintain pay codes as required without requiring vendor service or support. 
•    Solution allows payment types, e.g., Salary, hourly, firefighter, committee member, councilor. 
•    Solution allows earning distribution. e.g., Split among multiple departments. 
•    Ability to configure deductions to be applied pretax 
•    Solution to follow legislative changes such as tax (tax tables), CPP and EI, rates, basic personal amount, and remittance requirements. 
•    Generates roe data for terminated employees or on request. 
•    Sends to service directly or generates upload file to web xml format.
•    Ability to accept employee reimbursements and include in payroll payment to employee. 
•    Remits deductions to appropriate authority. 
•    Automatically or generates report stating amount to be remitted. 
•    Tracks YTD amounts by pay code, occupation codes, pay period, etc. For each employee. 
•    Calculate pension adjustment for t4 
•    All pay codes (earning, benefit, deduction) can be override by the payroll administrator.
•    Variance analysis – can provide variance reports for each pay cycle (budget compared to actuals)
7. Payroll – taxes and year-end
•    Provides all necessary end of year payroll processing reports.
•    Can produce accurate t4 tax documents on appropriate t4 box coding. 
•    Allows payroll staff to create, print and amend t4s.
8. Payroll – processing
•    Salaried employee hour and pay values can automatically be generated by the solution. 
•    Hourly employee hours worked can be imported from scheduling and time and attendance module. 
•    Ability to process multiple pay for each employee on a single pay period. E.g., regular weekly pay, plus lump sum, retroactive, etc.
•    Solutions can track and process employees’ pay with multiple pay rates and multiple departments and cost centers. 
•    Supports and maintains overtime and pay specific rules including legislative-specific rules.
•    Solution allows for deposit to multiple bank accounts. 
•    Solution provides pre-payroll registers and audit reports prior to final processing. 
•    Provides online pay statements to employees without creating paper statements. 
•    Solution able to generate a manual bank transfer file or provider is able to submit payment on behalf of the municipality. 
•    Provide an employee change report providing an audit trail of additions, changes and deletions of basic employee information and employee salary information and salary history. 

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 6, 2026