HR-Payroll RFP 9531-12-R-0850 Requirements Matrix.docx

RFP-9531-12-R-0850

EXHIBIT I

FEATURES OF DONATED STAFF HR/PAYROLL SERVICES PLATFORM

To be considered responsive, Offerors must propose a system that includes all designated required features. Features listed as non-essential by USHMM should be addressed (and priced) separately as optional line item(s) or optional package(s), as applicable and appropriate, labeled and numbered as below for ease of reference.

Payroll Services will need to be able to provide the full functionality of a payroll provider including but not limited to:

· Hourly payroll

· Salary payroll

· Multiple earnings and deductions

· Multiple direct deposits

· Multiple companies

· On-site manual check and DDA printing

· Other methods to deliver payroll (pay cards, etc.)

· New hire reporting

· Check calculator (what-if scenarios, gross-up, etc.)

· Interface to G/L, HRIS, 403(b), 457(b) & (f)

· Administration of benefits including link to vendors for health, life insurance and pension administrator (e.g., TIAA- CREF, Flex Spending, Long Term Care)

· Annually prepare, the imputed cost of Life Insurance coverage in excess of $50,000 to be included in income, using the IRS Premium Table, and are subject to social security and Medicare taxes and reported on the W2.

· Garnishments/Levies

· Multiple employer reports (view, print, ASCII)

· Expense management

· Calculate payroll state taxes

· Calculate payroll state taxes with residual jurisdiction

· Calculate payroll federal taxes

· Calculate payroll federal taxes with residual jurisdiction

· Produce tax payments with supporting documents for tax withholding deposits for Federal; FUTA; State withholding

· Provide supporting documents and final versions of 940 and 941.

· Produce year end W-2

· Maintain and calculate employee leave balances for vacation, sick, and casual based on rules

· Workers compensation reports

· Real time access of all employee records

· Ad-hoc reporting

· Technical support

· Maintain payrolls for multiple and separate Reporting Entities

· Security and auditing capabilities

HRIS service will need to be able to provide at minimum the following General HR Functionality

· Personnel Profile

· Organizational Structuring

· Job Position and Wage Profiles

· Career Development and Training (schedule for second tier implementation)

· Budgeting and Cost Control

· Government Compliance Reporting such as standard EEO reports (e.g., MD715)

· Employment History and Personnel Reporting

· Track Discipline Actions

· Security and auditing

· Electronic Payroll Actions

· Ability to collect information on non-paid staff (volunteers / no benefits except workers comp)

· Record volunteer’s time & attendance (work schedule) without triggering a payroll action.

· Allow multiple accounting strings for one employee on any given pay period

· Ability to make changes for any employee accounting string on any given pay period.

HRIS service will need to be able to provide at minimum the following Benefits Functionality

· Base Benefits

· Employee Benefit Plan Profile

· Benefits Administration

· Integrated connection to common carriers (e.g., CareFirst, TIAA-CREF, Lincoln, etc)

· Security and auditing

· All premiums are paid biweekly as salary deductions as follows:

· Health:

· USHMM pays approximately 72% of actual cost.

· Enrollment may continue for up to 18 months after employment separation (COBRA).

· Premiums may be paid with pre-tax dollars.

· Coverage is effective the first of the month following the date of employment.

· Employees can elect an HMO or PPO.

· CareFirst is the current carrier

· Life Insurance:

· Museum pays 100% of Basic, Accidental Death and Dismemberment (AD&D), and Long Term Disability insurance coverage. Employees may elect additional coverage for themselves and eligible family members. Premiums for additional coverage paid in full by employee.

· Retirement:

· TIAA-CREF 403(b) is the retirement program. Employees can contribute up to the IRS allowable limit. Employees receive a matching amount (up to 4%) and an automatic contribution (8%) added to their accounts from the Museum. Employees 50 and over may contribute an additional amount per regulations.

· Long Term Care

· Plan is through UNUM/Provident.

· Voluntary enrollment; 100% of premium paid by employee

· Flex Spending Accounts

· Administered by Discovery Benefits

· Voluntary enrollment.

· Museum does not contribute.

· Awards

· Employees may receive cash awards, time off awards and quality step increases.

· Annual Leave

· Less than 3 years of service – 4 hours per biweekly pay period.

· 3 years but less than 15 years – 6 hours biweekly and 10 hours in the last pay period of each leave year.

· 15 years – 8 hours biweekly.

· Sick Leave

· 4 hours for each biweekly pay period only.

· Eligibility is not affected by an employee’s type of appointment or length of service.

· Social Security

· Reduced social security benefits may begin as early as age 62.

· Full benefits begin between ages 65 to 67. Employee may elect to receive annuity payments from their 403(b) retirement program or withdraw 403(b) balance without penalty at age 59 1/2.

· Special Contract processing:

· 457(b) & (f) quarterly processing

· 457(b) annual reporting on W2

· 403(b) biweekly annuity calculation of employee deferred income and employer match – Excel spreadsheet. Upload two files to TIAA-CREF annuity provider.

· Provide a bi-weekly TIAA-CREF report to USHMM Finance Office.

· COBRA - AARA Legislation requirement – reporting quarterly on 941 and tracking refund (agency share) from IRS back to USHMM.

· Interface with the following benefits providers (as necessary):

· CareFirst BlueCross/Blue Shield - Health Insurance

· UNUM - Long Term Care

· Commuter Direct - Transit Subsidy Provider

· Lincoln - Life insurance company/carrier

· Discovery - Flexible Spending Accounts

· Infinisource - COBRA

· TIAA-CREF - Tax-Shelter Retirement Program

Required Payroll/HR Reports:

· Detailed employee cost reporting by pay period and YTD to include historical data

· Leave and earning statement

· All leave balances

· Detailed benefit reports by employee (inclusive of accounting string)

· Reconciliation report by pay period with control totals

· Fiscal year to date and calendar year to date information for 990 reporting

· All OPM & OMB reporting such as the 1351 A, B & C & 113G

· Ad Hoc

· SAS 70

Reporting Requirements

· Accommodate information requirements for accounting transactions for accruals of pay and benefits during the year. This process is to provide for accruing and reversing accounting information relative to pay and benefits on other than a monthly basis.

· Provide both standard and ad-hoc report generation and delivery capability. Reporting tool shall accommodate report generation by Museum staff given a reasonable amount of training.

HRIS service will need to be able to provide at minimum the following Staff (Employee) Self-Service Capabilities:

· Review and maintain name, address, tel. number, etc., associated with life events

· Review and/or enroll in benefits for open enrollment period

· Change benefits related to a life event

· Update W4 information such as tax filing status, number of exemptions, and withholding information

· View pay stub info: gross pay, taxes, other deductions, net pay, pay period, and year-to-date totals

· Maintain dependents and beneficiaries related to life event

· Maintain emergency contacts

· Review vacation/sick days balances and submit leave requests

· Review and maintain bank info for direct deposit and reimbursements

· Review and enter/submit expenses

· Choose and maintain personal passwords

Manager Self-Service Capabilities

· Perform daily supervisory activities such as approve leave, request/approve changes in classification, compensation, etc.

· Review current and historical employee information for entire unit under supervisory purview and the ability to assign other units not under direct supervisory control

· Check status of requested changes

· View overall metrics of the organization such as turnover rates, number accessions or separations within a time period, etc.

HRIS service will need to be able to provide at minimum the following Time & Attendance Reporting and Management

· Employees may elect Alternate Work Schedules (e.g., 5/4/9, 4/10, etc)

· Leave donations only to and from Donated employees.

· Manage time and attendance for employees

· View all employee data — including timesheets, leave requests and balances, and profile information — via a single source

· Empower employees with self-service and access the system anytime and from anywhere using just a web browser

· Submit and approve leave requests online and automatically transmit data to accrual balances and timecards

· Manage projects and subprojects at Museum, Office, and individual levels using flexible timekeeping and reporting tools

· Interface with the financial management and payroll systems

· Automatic population of timesheets from pay period to pay period when applying default employee schedules, including holidays

· Validation of timesheets based on federal rules for pay plans, employee leave, and flexible schedules, including automatic alerts to discrepancies

· Online employee leave and premium pay requests, including supervisor alerts to requests and online supervisor approval

· Automated leave balance and employee timesheet updates following leave requests, including automatic population of pay-period timesheets

· Support for leave transfer programs, allowing employees to donate leave and use donated leave from within the application

· Multilevel approval process and certification to help facilitate timesheet accuracy and security

· Ability to set policies on annual, sick, administrative, family friendly, family medical, LWOP/AWOL, military and leave sharing

System Requirements

· Web-based (i.e., cloud-based service, or SaaS) hosted on vendor’s server at vendor’s data center

· Support for all major web browsers including Internet Explorer, Firefox, Chrome, and Safari (Mac)

· Cross-platform compatibility, Mac or PC

· Open interfaces to get data in and out (no closed, proprietary system)

· Ability to develop an automated interface with the PeopleSoft Financials hosted at USHMM

· Must be able to accommodate the full accounting data (fund/ dept/project/program/class) in the interface

Security Requirements

· Synchronous backup of all USHMM data at an alternate data processing facility with complete restoration capability.

· Gated user access, various levels of permission and content views

· Multi-layer approval process

· Ability to provide policies, procedures, and standards, including vetting of staff and management of staff for vendor process for assessing the provider’s compliance with service level agreements, including audits and testing procedures, protections, and restrictions for commingling and handling of Museum sensitive data

· A mandatory site visit of Vendor by Museum Staff or Contractors

· Annual Service Industry Operational Control (SOC) formally known as SAS 70 Type II with emphasis on PII

· Ability for the Museum to perform a complete FISMA based Certification and Accreditation (C&A) (or industry equivalent) on vendor’s or vendor’s third party data center/s that handles and processes Museum data and/or information

· USHMM to retain data ownership over all its data, such that the Contractor acquires “no rights or licenses to use the data for its own purposes”

· Isolation of tenant applications for non Federal Data Centers which would include data encryption and segregation (to avoid botnets found in multi-tenant cloud solutions)

· The use of validated products that meet federal or national standards (e.g., Federal Information Processing Standard 140-2) for data, authentication, and session traffic security such as Secure Socket Layer (SSL) and Advanced Encryption Standard (AES- 256) Encryption

· Contractor's unilateral modification of contract performance requirements and terms & conditions prohibited and precluded

· Ability to support the requirements as specified in e NIST 800-144, which include:

· Personnel requirements, including clearances and responsibilities

· Access control

· Service availability

· Problem reporting, review, and resolution

· Information handling and disclosure agreements and procedures

· Physical and logical access controls

· Network connectivity and filtering

· Configuration and patch management

· Backup and recovery

· Incident reporting, handling, and response

· Continuity of operations

· Account and resource management

· Certification and accreditation

· Assurance levels

· Independent auditing of services

· Auditing and Log Correlation

· Ability to maintain access control profiles for basic rights and elevated rights

Support & Maintenance/SLA Requirements

· 95+ % of all payroll files to be delivered on schedule with 100% accuracy

· Services to be available 99.99% on a 24x7 365 day basis

· Service requests to receive a response within 5 minutes 95% of the time within the hours of 8AM to 5 PM eastern time, Monday through Friday, except federal holidays

· Timely resolution of all system errors

Phase 2 Requirement

Vendors should provide a brief description of their capabilities in these areas.

Employee On Boarding/Off Boarding

Applicant management

Performance management

Learning management - USHMM is using Adobe Connect for curriculum management. Identify how your product could complement this, integrate with this or otherwise replace it.

Include information in response only!

USHMM RFP-9531-12-R-0850 Exhibit I Page 22 of 22 HR/Payroll Services (Donated Staff)