Lower Makefield Township Yardley, PA Request for Proposal- Payroll

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1 Lower Makefield Township Yardley, PA Request for Proposal- Payroll I. GENERAL INFORMATION Lower Makefield Township is a local governmental entity located in Bucks County, Pennsylvania. We are accepting proposals for the processing of our payroll. We are also accepting in the same proposal, proposals for a human resources system which would interface with the payroll function. Currently the township does not have a human resources module in our operation. The township s payroll schedule is bi-weekly, with 26 pays per year, and there are approximately 75 full-time employees, the part-time population ranges from 30 during the September to April period and can get as high as 100 during the summer months. This increase is fueled by our parks and recreation department, and the community Pool. Proposal responses are due in the Finance Office no later than 4 PM, Tuesday, September 8, Anticipated start date if the township were to select a new provider would be January 1, All responses must be signed by the appropriate company official. Any questions on this proposal and any related services should be addressed to Peggy Deering at peggyd@lmt.org. Lower Makefield Township is an equal opportunity employer. More information can be found at our web-site, II. PAYROLL COMPANY INFORMATION Describe your company. What is the range of services that you offer? How do you distinguish yourself from the competition? What is your average client size? Provide at least 3 municipal references of a similar size to Lower Makefield

2 A. Payroll Pre-Processing Does the system provide pre-edit reports based on user-defined parameters for grossto-net pay calculations? Payroll General What tax updates, if any, are provided and how are these updates received? Describe your general ledger inter-face process. Does the application allow for the allocation of costs (Labor Distributions)? How does application handle multiple account numbers for the same employee? Does the system allow direct entry of employee time over the internet using a standard web browser? Can customers view W2 information throughout the year? Is there start and stop dates for deductions? Does the system have the ability to set-up deduction with appropriate future effective date? Does the system allow direct entry of employee time over the internet using a standard web browser? Are garnishment payments automatically generated to the payee? Does your system allow manual checks to be processed at the client location? Year End Describe the vendor/client responsibilities for the year end and/or year begin process. Can the system create one W-2 for each EIN the employee worked? How do you meet the January 31 deadline for distributing W-2s? Tax Is there PC/online access to current and historical tax information? How do you distinguish yourself from the competition in the area of tax processing? How do you keep clients informed of what's going on with the various tax jurisdictions? Do we have direct access to the person assigned to address tax issues or must it work through a customer service liaison? What is the average length of time a client retains the same Tax support representative? What type of tax reports are generated each pay period? Will you provide copies of all tax filings? Can a year be held "open" while continuing to process the new year s taxes? Application/Data Security Describe or provide the overall security scheme.

3 Reporting Does the system provide an integrated ad hoc report writing tool? Does the system allow generation of reports on all fields that exist in the data dictionary? Does the system provide flexibility for defining selection criteria, data ranges, sorting and grouping options, and report output, enabling users to tailor information to their specific needs? Does the system provide standard report capabilities? Does the system provide the ability to schedule standard reports? Can the user sort reports by name, classification, gender, and ethnicity? Do you have custom reporting capability beyond the report writing tool? Compliance Reporting Are standard reports available for EEO requirements? B. Employee & Manager Self-Service Background Does your self-service product offer real-time integration with the payroll application? What benefits does Self-Service offer my organization? Do employees have passwords to protect their information? Employee Self-Service Can users view pay stubs within the system? Can company forms be placed online for easy access to employees? Can employees check the amount of available vacation and leave time? Can employees manage dependent data in the system? Can the system track an employee directory on-line? Does the system allow employees to view their master file information? Manager Self-Service What can a manager view versus an employee? Can managers hire new employees through self-service? Can managers directly terminate an employee in self-service? Can managers track employee status changes in self-service? Can managers track employee job information online? What happens to changes that are keyed into self-service while the actual payroll is run? What reporting functionality is available to managers in self-service? Can managers track compensation information for their employees online? General

4 Will my IT staff have to be involved to maintain the Self-Service environment? How do you help companies roll out a self-service solution to their employees? Do employees have access to the self-service application remotely? Explain the security features of your self-service product. Payroll and Tax Can employees change W4 data online? Can employees do what-if scenarios or calculate their checks online? Can employees manage direct deposit data online? C. Payment Solutions Background Describe your card payment solution? What are the benefits of using a debit card payment system? D. Service and Support General What is your customer service model? How many clients and individuals do you serve? What is your customer retention rate? What is the average tenure of your customers? Do you use your Web site as a mechanism to provide support to your clients? Describe your procedure for escalating support issues. Do you have a time performance call-back guarantee? What is the average length of time your customer service support staff employee has been in the payroll industry? Implementation Does the system allow for the importing of initial data? Please explain your project management implementation process. Training What types of training do you offer customers (classroom, personal, web)? What training materials do you provide? What training options are available above and beyond basic training?

5 III. HOSTED SERVICES Describe the data security/accessibility of your hosted services center. Do you utilize SSL technology? IV. FEES - Please list any and all fees associated with payroll processing, itemized - Please list any and all fees associated with your Human Resources Module, also itemized - List any installation costs - List any costs associate with training