Systemwide Nonresident Alien (NRA) Tax Compliance Software & Services

Provide a cloud-based Nonresident Alien (NRA) tax compliance Software-as-a-Service (SaaS) solution to support a systemwide contract for State colleges, universities, and system office in complying with applicable federal tax requirements related to payments to foreign nationals and foreign business entities.
- Solution will support tax residency determinations, tax treaty analysis, withholding, tax reporting, IRS form generation and distribution, electronic filing, compliance monitoring, and related reporting and audit requirements.
- Technical Requirements
• Cloud-based SaaS deployment with dedicated production and non-production environments
• Support for RESTful APls for integration and data exchange
• Role-based access control with data partitioning for multi-entity security
• Support Single Sign-On (SSO) with SAML and Azure Active Directory
• Encryption of data at rest and in transit using industry standards
• Audit logging capabilities of user activities and system changes to a SIEM solution
• Configurable workflows for tax compliance processes
• Scalable architecture to support growth in users and transactions
• System monitoring and performance reporting tools
• Backup, disaster recovery, and business continuity plans meeting industry standards
- Mandatory
• Provide a mature, commercially available cloud-based SaaS NRA tax compliance solution actively maintained with a published product roadmap.
• Support tax residency determinations including Substantial Presence Test with audit trail
• Generate, distribute, and electronically file IRS Forms 1042-S and 1042 in compliance with IRS Publication 1187
• Support amendment and correction workflows for IRS filings
• Provide a secure payee self-service web portal with multi-factor authentication and encrypted data in transit and at rest
• Support multi-entity operations with role-based access control and data partitioning to prevent unauthorized access
• Provide standard and ad-hoc reporting capabilities and export APls for compliance and audit data
• Ensure solution accessibility conforming to WCAG 2.1 AA standards with current VPAT/ACR documentation
• Meet FERPA security and privacy requirements
• Maintain compliance with SOC 2 and PCI DSS standards
• Provide documented onboarding, implementation playbook, and detailed project plan with milestones and roles
• Support data migration including payees and historical records from prior systems
• Deliver role-based training, end-user documentation, and job aids
• Assign a named Customer Success Manager and provide documented SLAs including uptime (minimum 99.9%), response times, and resolution targets
• Provide release and change management processes with advance notifications
• Pricing must support systemwide use without per-entity licensing fees for a 5-year term
• Support integration via standard connectors, RESTful APls, and SSO using SAML and/or Azure Active Directory