Department/Area: Human Resources and Payroll

SYSTEM MUST HAVES

MET?

(Place a 0, 1, or 2 in the box next to each item to indicate how the vendor meets the requirement.)

0 = No

1 = Yes - with difficulty

2 = Yes

CONSORTIUM TOP 11

Capability to record, change, and track current and historical personnel data including: - Salary - Benefits - Jobs - Performance

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Data Entry must be event and date driven with: - Embedded workflow (wizards) for status changes - Ability to do mass changes, e.g. salary/benefits changes. - Alternate name and address logic.

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Process employee compensation information to correctly process payroll including: - Multiple pay cycles, - Employees in multiple jobs, - Multiple EINs, - Multiple funding, - Multiple employee types. - Position and Person Level FTE. - Specialized compensation arrangements e.g.. Ministerial ,Housing, cars, deferred comp. - Ability to support multiple city/state/international tax tables.

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Multiple security structures and levels capability.

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Web Self Service Functionality including: - Entry and maintenance of data by owner: - Time entry, - Forms completion, - Employee lookup, - Payroll information. - Paperless processing via Web including electronic signatures.

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Quality and speed, easy to use - GUI Interface i.e.. logical screens and field order, minimal clicks.

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Time Benefit tracking and accrual, flexibility for levels, maximums, type of employee, suspension of accruals.

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Recruitment/Applicant Tracking

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Log files, change reports and Audit Trail.

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Government Compliance - COBRA, HIPAA, FMLA, EEOC, AA, OSHA, WorkComp, IRS, TFB, BCIS,SEVIS

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Import/Export capabilities with third party/other vendors - Government, Retirement, Financial Institutions and Benefit vendors.

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DEMO TOP 10 IN PART BY SHOWING THE FOLLOWING

Demonstrate how your system would process annual changes in mass, over multiple pay cycles, for the following situations: - Annual 3% salary increase for staff only - Annual health, dental, and life insurance premium changes - Tax rate changes

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Demonstrate how your system handles time entry (via spreadsheet format, on-line, etc.) including: - Exception reporting - Electronic time reporting and Electronic authorization - Auto reminders within the time entry system so if a time card is missing an e-mail reminder is sent to the employee and/or supervisor - Overtime charges to another account or multiple accounts

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Demonstrate/discuss the Payroll process, specifically: - Pre and Post registers - Change and error reports (both for HR and Payroll changes), including an audit trail for all entries and changes, who entered/changed data - Benefit tracking (403b, withholding accounts, etc.) - Payments in the rears and retro pays. (Employee not paid on pay period system holds employee deductions and takes them out the following check.) - Negative Pay - Leave of Absence - Connection to general ledger and general ledger look-up and the flexibility of look-up - Allocation of benefits and salary to individual account number or via allocation percentage - What is included on your standard check? Can the check be easily customized? - Vacation & medical reporting, is this an automated system. - Deduction data entry – new hires, changes, taxable fringe benefits, maximums and goals - Direct Deposit – multiple account capability - How are payrolls processed for multiple federal ID’s and what does the reporting look like - International employee tracking ability - How are Circular E updated to tables - Laser W-2’s, 1042’s and 1099’s - Tax Reporting (i.e. 941, state) - 403(b) plan administration tracking capability - Can overloads be taxed at supplemental rate? - Can a person receive more then one check? - Ability to query and report on non fiscal periods and multi years

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Other Musts in Top 10 at One or More of the Colleges

User defined fields available

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