B-45866 - ISBE Agency Payroll System Question and Answer Addendum 1_.docx
DOCX document 440 KB Posted
- Attached to
- SBE: Agency Payroll System State and local contract opportunity
- Solicitation number
- 25-586SBE-CHOPE-B-45866
- Issued by
- Illinois
About this file
This is a Question and Answer Addendum for the Illinois State Board of Education (ISBE) Agency Payroll System procurement. The document clarifies that ISBE requires a payroll processing system that handles semi-monthly payments for approximately 575-579 employees across three main payroll groups: Exempt, AFSCME Bargaining Unit, and IFSOE Bargaining Unit. The system must accommodate regular payroll, delayed payroll (one pay period behind), supplemental payrolls, and lapse period supplementals. The system must be operational by December 31, 2025, which is a non-negotiable deadline.
The document includes detailed salary bands for Administrative Professionals ranging from $35,500 to $59,000 for FY24, with increases projected through FY27. Key operational requirements include integration with the existing Human Resources Management System (HRMS) for time/absence tracking, coordination with third-party benefits processors, and maintaining the current interface with the State Comptroller's office for payroll payments. The State Comptroller will continue to handle W-2s and tax filings. The document includes comprehensive payroll schedules for 2025, detailing regular, delayed, and supplemental payment cycles.
View the file
Other files for this state and local contract opportunity
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|---|---|---|
| c2d-vendor-guidance-v.24.4~2.pdf | ||
| Agency Payroll System RFP FINAL.pdf | ||
| Attachment A (Agency Specific Terms and Conditions for RFSP)_B-45866 12.19.docx | DOCX document | |
| ipg-active-registered-vendor-disclosure-(formerly-forms-b)-v.23.1~14.docx | DOCX document | |
| vendor-disclosure-(formerly-forms-a)-v.24.1~15.docx | DOCX document | |
| Agency Payroll System RFP FINAL.docx | DOCX document | |
| Request for Proposal - Offer to the State of Illinois 10.2.24 v.25.1~2.pdf | ||
| U-Plan V.25.1~1.pdf | ||
| c2d-vendor-answer-sheet-v.24.4~2.docx | DOCX document |
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25-586SBE-CHOPE-B-45866
ISBE Payroll Processing System Question and Answer Addendum
1. What are the payroll frequencies (monthly, weekly, etc.), and how many payroll groups are there?
ANSWER: ISBE is paid twice per month (semi-monthly) for regular payroll. (See attached Schedule 13)
We also have a delayed payroll that is paid twice per month (but one pay period behind). (Schedule 20) We have supplemental payrolls that are processed as needed. (See attached Schedule 12) We have lapse period supplementals that are processed in July and August usually for anything that needs to be paid for the previous fiscal year that has not been. (Schedule 11)
We have 3 main payroll groups – Exempt, American Federation of State, County and Municipal Employees (AFSCME) Bargaining Unit, & Illinois Federation of State Office Educators (IFSOE) Bargaining Unit. The Salary Bands for the Exempt group and the Salary Schedules for the AFSCME & IFSOE Bargaining Units are attached.
2. How many people are paid per month?
ANSWER: January A, 2025 was 579 for that pay period. December B, 2024 was 575. (This is for regular & delayed payroll.) Adding 579 (Jan A, 2025) + 575 (Dec B, 2024) = 1175 for this time period. It will vary slightly each month by new hires and terms.
There are also supplemental payrolls that come up at various times as needed. From the start of the Fiscal year to present date, we have processed 13 supplemental payrolls paying 21 employees or Personal Service Contracts (PSC’s).
3. Are Retirees also included in the payroll processing?
ANSWER: No. Once retired, retirees are paid by their retirement systems.
4. How is time /absences captured for payroll processing?
ANSWER: We have a Dock report in Human Resources Management System (HRMS) we run before each payroll is processed that is tied to our Timekeeping system.
5. How are benefits costs captured for payroll processing?
ANSWER: This is handled through the 3rd party – (previously Morneau Shepell) and Central Payroll. We currently only enter an indicator for Yes or No for Medical Care Assistance Program (MCAP) and Dependent Care Assistance Program (DCAP) deductions in Central Payroll. The rest is handled and processed through the 3rd party and Central Payroll.
6. Will a file still need to be sent over to the State Comptroller for them to issue payroll payment?
ANSWER: Yes.
7. Will ISBE be responsible for issuing W2’s and tax filings?
ANSWER: No. W-2’s will still be issued from the Comptroller’s office.
8. Is the system go-live date of December 31, 2025 negotiable?
ANSWER: No
ATTACHMENTS:
Pay Bands & Current Salary Schedules - 1-21-25.pdf
IFSOE, AFSCME, Exempt Pay Bands
Administrative Professionals (Specialist I, II, III)
FY24 FY25 FY26 FY27
1 $35,500 $37,260 $38,471 $39,625 2 $36,500 $38,295 $39,540 $40,726 3 $37,500 $39,330 $40,608 $41,826 4 $38,500 $40,365 $41,677 $42,927 5 $39,500 $41,400 $42,746 $44,028 6 $40,500 $42,435 $43,814 $45,129 7 $41,500 $43,470 $44,883 $46,229 8 $42,500 $44,505 $45,951 $47,330 9 $43,500 $45,540 $47,020 $48,431 10 $44,500 $46,575 $48,089 $49,531 11 $46,000 $47,610 $49,157 $50,632 12 $47,000 $48,645 $50,226 $51,733 13 $48,000 $49,680 $51,295 $52,833 14 $49,000 $50,715 $52,363 $53,934 15 $50,000 $51,750 $53,432 $55,308 16 $51,000 $52,785 $54,501 $56,532 17 $52,000 $53,820 $55,569 $57,624 18 $53,000 $54,855 $56,638 $58,728 19 $54,000 $55,890 $57,706 $59,832 20 $55,000 $56,925 $58,775 $60,924 21 $56,000 $57,960 $59,844 $62,028 22 $59,000 $61,065 $63,050 $64,941
*** Employees in Tier I of their respective Lane are not eligible to advance to Step 22. Employees in Tier II and Tier III of their respective Lane may only advance to Step 22 in accordance with Article 25, Section 7(b).
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2025 Payroll Closing Dates and Scheduled Pay Dates for 2025 Chart_11-18-2024.docx 2025 Payroll Closing Dates
Pay Period
*Closing Date
Pay Period
*Closing Date
January 1-15
January 16-31
January 3
January 21
July 1-15
July 16-31
July 2
July 21
February 1-15
February 16-28
February 3
February 18
August 1-15
August 16-31
August 5
August 19
March 1-15
March 16-31
March 4
March 19
September 1-15
September 16-30
September 3
September 18
April 1-15
April 16-30
April 3
April 18
October 1-15
October 16-31
October 2
October 21
May 1-15
May 16-31
May 5
May 19
November 1-15
November 16-30
November 3
November 14
June 1-15
June 16-30
June 3
June 17
December 1-15
December 16-31
December 3
December 17
*Please note that all transactions must be submitted to Human Resources by noon on the above payroll closing dates to be effective for that pay period.
Scheduled Pay Dates for 2025
January 15
April 15
July 15
October 15
January 31
April 30
July 31
October 31
February 14
May 15
August 15
November 14
February 28
May 30
August 29
November 26
March 14
June 13
September 15
December 15
March 31
June 30
September 30
December 31*
*Please note that the December 31, 2025, pay warrant will be dated for January 1, 2026.
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2025 Schedule 20 - Payroll Run Dates - Central Payroll.pdf
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES -- CENTRAL PAYROLL
ONLINE PAYROLL SCHEDULE FOR 2025
SCHEDULE 20 DELAYED - PAY DATES 15 AND 31
LAST DAY AGENCY VOUCHERS SCHEDULED
PAY ENTRY PICKUP DUE AT PAY
PERIOD 8:00 P.M VOUCHERS COMPTROLLERS DATE
JAN 1-15 1-22-2025 1-23-2025 1-27-2025 1-31-2025
16-31 2-04-2025 2-05-2025 2-07-2025 2-14-2025
FEB 1-15 2-19-2025 2-20-2025 2-24-2025 2-28-2025
16-28 3-05-2025 3-06-2025 3-10-2025 3-14-2025
MAR 1-15 3-20-2025 3-21-2025 3-25-2025 3-31-2025
16-31 4-04-2025 4-07-2025 4-09-2025 4-15-2025
APR 1-15 4-21-2025 4-22-2025 4-24-2025 4-30-2025
16-30 5-06-2025 5-07-2025 5-09-2025 5-15-2025
MAY 1-15 5-20-2025 5-21-2025 5-23-2025 5-30-2025
16-31 6-04-2025 6-05-2025 6-09-2025 6-13-2025
JUN 1-15 6-18-2025 6-20-2025 6-24-2025 6-30-2025
16-30 7-03-2025 7-07-2025 7-09-2025 7-15-2025
JUL 1-15 7-22-2025 7-23-2025 7-25-2025 7-31-2025
16-31 8-06-2025 8-07-2025 8-11-2025 8-15-2025
AUG 1-15 8-20-2025 8-21-2025 8-25-2025 8-29-2025
16-31 9-04-2025 9-05-2025 9-09-2025 9-15-2025
SEP 1-15 9-19-2025 9-22-2025 9-24-2025 9-30-2025
16-30 10-03-2025 10-06-2025 10-08-2025 10-15-2025
OCT 1-15 10-22-2025 10-23-2025 10-27-2025 10-31-2025
16-31 11-04-2025 11-05-2025 11-07-2025 11-14-2025
NOV 1-15 11-17-2025 11-18-2025 11-20-2025 11-26-2025
16-30 12-04-2025 12-05-2025 12-09-2025 12-15-2025
DEC 1-15 12-18-2025 12-19-2025 12-23-2025 12-31-2025
16-31 1-06-2026 1-07-2026 1-09-2026 1-15-2026 image4.emf
2025 Schedule 13 - Payroll Run Dates - Central Payroll.pdf
SCHEDULE 13 PAY DATES 15 AND 31
JAN 1-15 1-06-2025 1-07-2025 1-09-2025 1-15-2025
16-31 1-22-2025 1-23-2025 1-27-2025 1-31-2025
FEB 1-15 2-04-2025 2-05-2025 2-07-2025 2-14-2025
16-28 2-19-2025 2-20-2025 2-24-2025 2-28-2025
MAR 1-15 3-05-2025 3-06-2025 3-10-2025 3-14-2025
16-31 3-20-2025 3-21-2025 3-25-2025 3-31-2025
APR 1-15 4-04-2025 4-07-2025 4-09-2025 4-15-2025
16-30 4-21-2025 4-22-2025 4-24-2025 4-30-2025
MAY 1-15 5-06-2025 5-07-2025 5-09-2025 5-15-2025
16-31 5-20-2025 5-21-2025 5-23-2025 5-30-2025
JUN 1-15 6-04-2025 6-05-2025 6-09-2025 6-13-2025
16-30 6-18-2025 6-20-2025 6-24-2025 6-30-2025
JUL 1-15 7-03-2025 7-07-2025 7-09-2025 7-15-2025
16-31 7-22-2025 7-23-2025 7-25-2025 7-31-2025
AUG 1-15 8-06-2025 8-07-2025 8-11-2025 8-15-2025
16-31 8-20-2025 8-21-2025 8-25-2025 8-29-2025
SEP 1-15 9-04-2025 9-05-2025 9-09-2025 9-15-2025
16-30 9-19-2025 9-22-2025 9-24-2025 9-30-2025
OCT 1-15 10-03-2025 10-06-2025 10-08-2025 10-15-2025
16-31 10-22-2025 10-23-2025 10-27-2025 10-31-2025
NOV 1-15 11-04-2025 11-05-2025 11-07-2025 11-14-2025
16-30 11-17-2025 11-18-2025 11-20-2025 11-26-2025
DEC 1-15 12-04-2025 12-05-2025 12-09-2025 12-15-2025
16-31 12-18-2025 12-19-2025 12-23-2025 12-31-2025 image5.emf
2025 Schedule-12 - Regular Supplemental - Payroll Run Schedule - Central Payroll.pdf
SCHEDULE 12 REG SUPPLEMENTAL
JAN 1-15 2-04-2025 2-05-2025
1-15 2-06-2025 2-07-2025
1-15 2-11-2025 2-13-2025
1-15 2-13-2025 2-14-2025
16-31 2-18-2025 2-19-2025
16-31 2-20-2025 2-21-2025
16-31 2-25-2025 2-26-2025
16-31 2-27-2025 2-28-2025
FEB 1-15 3-04-2025 3-05-2025
1-15 3-06-2025 3-07-2025
1-15 3-11-2025 3-12-2025
1-15 3-13-2025 3-14-2025
16-28 3-18-2025 3-19-2025
16-28 3-20-2025 3-21-2025
16-28 3-25-2025 3-26-2025
16-28 3-27-2025 3-28-2025
MAR 1-15 4-01-2025 4-02-2025
1-15 4-03-2025 4-04-2025
1-15 4-08-2025 4-09-2025
1-15 4-10-2025 4-11-2025
1-15 4-15-2025 4-16-2025
16-31 4-17-2025 4-18-2025
16-31 4-22-2025 4-23-2025
16-31 4-24-2025 4-25-2025
MAR 16-31 4-29-2025 4-30-2025
APR 1-15 5-01-2025 5-02-2025
1-15 5-06-2025 5-07-2025
1-15 5-08-2025 5-09-2025
1-15 5-13-2025 5-14-2025
1-15 5-15-2025 5-16-2025
16-30 5-20-2025 5-21-2025
16-30 5-22-2025 5-23-2025
16-30 5-27-2025 5-28-2025
16-30 5-29-2025 5-30-2025
MAY 1-15 6-03-2025 6-04-2025
1-15 6-05-2025 6-06-2025
1-15 6-10-2025 6-11-2025
1-15 6-12-2025 6-13-2025
16-31 6-17-2025 6-18-2025
16-31 6-24-2025 6-25-2025
16-31 6-26-2025 6-27-2025
JUN 1-15 7-01-2025 7-02-2025
1-15 7-03-2025 7-07-2025
1-15 7-08-2025 7-09-2025
1-15 7-10-2025 7-11-2025
1-15 7-15-2025 7-16-2025
16-30 7-17-2025 7-18-2025
16-30 7-22-2025 7-23-2025
JUN 16-30 7-24-2025 7-25-2025
16-30 7-29-2025 7-30-2025
16-30 7-31-2025 8-01-2025
JUL 1-15 8-05-2025 8-06-2025
1-15 8-07-2025 8-08-2025
1-15 8-12-2025 8-13-2025
1-15 8-14-2025 8-15-2025
16-31 8-19-2025 8-20-2025
16-31 8-21-2025 8-22-2025
16-31 8-26-2025 8-27-2025
16-31 8-28-2025 8-29-2025
AUG 1-15 9-02-2025 9-03-2025
1-15 9-04-2025 9-05-2025
1-15 9-09-2025 9-10-2025
1-15 9-11-2025 9-12-2025
16-31 9-16-2025 9-17-2025
16-31 9-18-2025 9-19-2025
16-31 9-23-2025 9-24-2025
16-31 9-25-2025 9-26-2025
16-31 9-30-2025 10-01-2025
SEP 1-15 10-02-2025 10-03-2025
1-15 10-07-2025 10-08-2025
1-15 10-09-2025 10-10-2025
1-15 10-14-2025 10-15-2025
SEP 16-30 10-16-2025 10-17-2025
16-30 10-21-2025 10-22-2025
16-30 10-23-2025 10-24-2025
16-30 10-28-2025 10-29-2025
16-30 10-30-2025 10-31-2025
OCT 1-15 11-04-2025 11-05-2025
1-15 11-06-2025 11-07-2025
1-15 11-13-2025 11-14-2025
16-31 11-18-2025 11-19-2025
16-31 11-20-2025 11-21-2025
16-31 11-25-2025 11-26-2025
NOV 1-15 12-02-2025 12-03-2025
1-15 12-04-2025 12-05-2025
1-15 12-09-2025 12-10-2025
1-15 12-11-2025 12-12-2025
16-30 12-16-2025 12-17-2025
16-30 12-18-2025 12-19-2025
16-30 12-23-2025 12-24-2025
16-30 12-30-2025 12-31-2025
DEC 1-15 1-02-2025 1-03-2025
1-15 1-07-2025 1-08-2025
1-15 1-09-2025 1-10-2025
1-15 1-14-2025 1-15-2025
16-31 1-16-2025 1-17-2025
DEC 16-31 1-21-2025 1-22-2025
16-31 1-23-2025 1-24-2025
16-31 1-28-2025 1-29-2025
16-31 1-30-2025 1-31-2025 image1.emf
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