QA- RFQ 19FR6325Q0047.pdf
PDF 192 KB Posted
- Attached to
- Payroll services for Locally Employed Staff
- Solicitation number
- 19FR6325Q0047
- Issued by
-
Department of State US Embassy Paris
About this file
This document is a Questions and Answers (Q&A) file for RFQ 19FR6325Q0047, a solicitation for Payroll Services for Locally Employed Staff at the US Embassy in Paris. Key details include payroll processing requirements from the Charleston Financial Center, which mandates specific reporting formats and workflows. The contractor must handle time and attendance reporting using text (txt) format, manually reformat data, and produce Excel reports, with biweekly and monthly reporting requirements. All employees, including management staff, are employed under hourly rates on a 35-hour work week basis, with overtime paid for extra hours. The embassy operates under French labor law, has no collective agreements, and provides variable income details through separate Excel spreadsheets. The Charleston Financial Center will issue employee pay slips, while the contractor will generate supporting reports and monthly pay slips.
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QUESTIONS AND ANSWERS
RFQ 19FR6325Q0047- PAYROLL SERVICES FOR LOCALLY EMPLOYED
STAFF
1/ Could you please confirm the detailed schedules of the various cut-off dates currently expected and applied for the Biweekly calculations’ payroll and the monthly calculation payroll?
Please find attached Attachment E - Pay Process for the required detailed schedule.
This corresponds to the general rules. However, from time to time, this schedule changes and the Contractor shall demonstrate flexibility to comply with Charleston Financial center requirements.
2/ What is the employees’ time and attendance report format sent to the Contractor for the taxes and contributions calculations?
The time and attendance reports are sent to the Contractor in a Text (txt.) format.
The Contractor will have to reformat it internally and enter manually the data in its own program.
The report sent back to the US Embassy shall then be in Excel format preferably.
3/ Can the Contractor propose to the US Embassy another format to use in order to avoid discrepancies in retyping manually the information and reformatting the data?
No. Text (txt.) format is the only format used and approved by the Charleston Financial center for the T&A reports. The Excel format is also used and imposed by the Charleston Financial center for deductions/ contributions reports.
Other than the above requirements, the Contractor may propose its own program and formats.
4/ Does the US Embassy Paris require the Contractor to issue Biweekly pay slip for employees?
The biweekly pay slip sent to employees will be issued by Charleston Financial Center.
The Contractor shall issue the biweekly report, the monthly report and a monthly pay slip
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5/ Do you have a lot of employees with a variable income? How is it communicated to the Contractor.
Only the T&A (Time and Attendance) are provided in Tex (txt.) Format. Separately, Excel spreadsheets will be provided with details on variable income applicable. This may be risk premiums, cash awards etc. There are not many variables and employees benefiting them.
6/ Could you please provide an example of the time sheet report?
Yes, please find Attachment F – Time and Attendance Report Example.
7/ Do you have a collective agreement?
No, the US Embassy does not have any collective agreements in place. Employees are covered by the French labor law.
8/ How are your management staff employed? Are they under the day lumpsum (“forfait jour”), hourly rate (“taux horaire”)?
All employees, including management staff are employed under the hourly rate (“taux horaire”).
They are employed on a 35h basis. Any extra hours are paid as overtime.
File details come from the government source that posted it. Updated .