2025-ORE Payroll Services Detailed Statement of Work.pdf

Statement of Work (SOW) For

ORE Payroll Services U.S. Mission to the United Nations (USUN)

Overview

This is a non-personal service contract to manage the payroll processing for up to four employees working at two official residences. These employees are not U.S. Government employees but are employed by their respective Ambassadors. The contractor will ensure compliance with local labor laws and provide comprehensive payroll services on behalf of two

Ambassador-level officials.

Scope of Work

Payroll Processing

The contractor will be responsible for the following tasks:

• Establish two bank accounts on behalf of the two Ambassador-level employers.

• Ensure the job title of the respective Ambassador serves as the employer, with the official residence as the employer location. This is to establish consistency since there is frequent turnover in the individual assigned to the Ambassador role(s).

• Ensure electronic funds transfers from the U.S. Treasury account are received to fund the respective bank accounts.

• Process bi-weekly payroll for a maximum of four employees via direct deposit.

Payroll Tax Compliance

The contractor will ensure compliance with all relevant payroll tax regulations, including:

• Calculating and withholding appropriate federal, state, and local taxes.

• Filing payroll tax returns in a timely manner.

• Remitting payroll taxes to the appropriate authorities.

Payroll Reporting

The contractor will be required to:

• Generate and provide detailed payroll reports on a bi-weekly basis.

• Maintain accurate records of all payroll transactions.

• Provide year-end payroll summaries and W-2 forms for all employees.

Workers Compensation & Disability Insurance

The contractor will:

• Ensure compliance with New York Workers Compensation and Disability Insurance requirements on behalf of the employers.

• Maintain up-to-date knowledge of relevant regulations and provide guidance to USUN, as needed.

• Assist in the management and filing of any claims related to workers compensation and disability insurance.

Communication and Partnership

The contractor will:

• Maintain open and effective communication with USUN to ensure smooth payroll operations.

• Provide regular updates and address any issues or concerns promptly.

• Collaborate closely with USUN to ensure all payroll processes are aligned with the organization's needs and requirements.

Deliverables

• Bi-weekly payroll processing for up to four employees.

• Bi-weekly payroll reports.

• Year-end payroll summaries and W-2 forms.

• Timely filing and remittance of payroll taxes.

• Compliance with New York Workers Compensation and Disability Insurance regulations.

• Regular communication and updates to USUN.

Requirements

• The contractor must be registered in SAM.gov.

• The contractor must be able to establish two bank accounts on behalf of the Ambassadors using the position titles as the employer.

• The contractor must have experience in payroll processing and compliance with local labor laws.

• The contractor must provide knowledgeable support on payroll operations and compliance.

• The contractor must demonstrate strong communication skills and a commitment to partnership.

Invoicing

• The Contractor shall submit monthly invoices to the Budget & Fiscal Office at the address shown below. A proper invoice must include the following information:

o Contractor's name and bank account information for payments by wire transfers o Invoice Date o Contract number o Prompt payment discount if any o Name, title, phone number, and address of person to contact in case of defective invoice

• If an invoice does not contain the above information, the Government reserves the right to reject the invoice as improper and return it to the Contractor within seven calendars days. The Contractor must then submit a proper invoice.

• The contractor will send all invoices to the following address:

U.S. Mission to the United Nations

799 United Nations Plaza

New York, NY 10017

Attention: Budget & Fiscal Office

• Payment shall be made in local currency by Electronic Funds Transfer (EFT) within 30 days after receipt of the proper invoice

Permits

• Without additional cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the work under this contract. The contractor shall obtain these permits, licenses, and appointments in compliance with applicable New

York laws.

Proposal Submission

Interested parties should submit a detailed proposal outlining their approach to fulfilling the requirements outlined in this Statement of Work. Proposals should include:

• A description of the firm's experience and qualifications.

• A plan for how they will process payroll and provide reports.

• A statement confirming that they acknowledge the expectation for workers compensation and disability compliance.

• A timeline for implementation.

• Cost estimates for the services provided.

Required Document Submissions:

Description Period

1 Pay Statements Bi-weekly

2 W-2’s Annually

3 Bank Statement Monthly

4 Quarterly Taxes Quarterly (Form

941, NYS-45 etc.

5 SUTA & FUTA Taxes Annually

6 Worker’s Compensation & Disability Insurance Annually

7 Provide invoices in advance to ensure smooth payment processing