Exhibit_A_-_Functional_Requirements_Matrix.xlsx

XLSX spreadsheet 73 KB Posted Jul 7, 2025

Attached to: Time and Labor Management System Solution
Solicitation number: RFP-25-0704
Issued by: Maricopa County, Phoenix City, Arizona

About this file

Written by GovTribe AI · Sep 22, 2025

The document is an Exhibit A Functional Requirements Matrix for a Time and Labor Management System Solution for the City of Phoenix, Arizona. The City is seeking a comprehensive solution to replace its current time and labor management system, with a five-year contract expected to commence on or about March 1, 2026. The matrix details extensive functional requirements across multiple domains including employee information management, earnings processing, self-service capabilities, workforce management, time entry, scheduling, leave management, and reporting and analysis functionalities.

The requirements matrix is highly detailed, covering 503 specific functional requirements that span complex organizational needs such as position management, payroll processing, schedule bidding, mobile access, and sophisticated reporting capabilities. The solution must integrate with the City's existing systems like eCHRIS and Phoenix U (Cornerstone Learning Management System), support multiple work schedules and employee types, handle various union and labor agreement rules, and provide robust mobile and web-based access. The document indicates the City seeks a solution that can accommodate diverse workforce needs across multiple departments, with capabilities for configurable workflows, real-time calculations, and comprehensive data tracking and reporting.

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Other files

File	Type	Posted
Time_and_Labor_Management_System_Solution_(Addendum_#4_Revision).pdf	PDF	Aug 29, 2025
Supplemental_Terms_And_Conditions_To_All_Airport_Agreements_(Rev._5-22-24).pdf	PDF	Jul 7, 2025
Acceptance_of_Offer_Form_2025.pdf	PDF	Jul 7, 2025
RFP-25-0704_Time_and_Labor_Pricing_Proposal.xlsx	XLSX spreadsheet	Jul 7, 2025
Addendum_Form.docx	DOCX document	Apr 8, 2025
Attachment_B_-_FTA_-_Federal_Certifications_(March_2025).pdf	PDF	Apr 8, 2025
Aviation_Only_-_Sensitive_Security_Information_Acknowledgement_Form.docx	DOCX document	Apr 8, 2025
Supplemental_Terms_and_Conditions_to_All_Airport_Agreements.pdf	PDF	Apr 8, 2025

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Instructions

Exhibit A - Functional Requirements Matrix
City of Phoenix
Version	Date	Comments
Version 1	18-May	Updated with Must Have requirements; edited/cleaned
Version 1	21-May	1. Updated sheet names to align with CoP T&L SOW and BCM (i.e., old name = new name)

- Administer HR Core = Supporting Information

- Payroll Management & Compensation = Earnings

- Self Service = T&L Self Service

- Workforce Management = T&L Management

2. Added Not-Mandatory line items to the list per client request (confirmed with Mitch). These are document "NM" in hidden column E and highlighted in yellow.

INSTRUCTIONS:

Per the instructions provided in the subject RFP, the Offeror shall save a copy of this file for use in its Proposal. For EACH REQUIREMENT listed in this file, the Offeror shall respond as outlined below.

OFFEROR’S RESPONSE: The Offeror shall select an Indicator per the Response Table provided below by marking with an "x".

Response Table
Response	Indicator	Description
YES	M	YES, Requirement Met and Proposed (Delivered out-of-the-box or via configuration).
CUSTOM	C	YES, Requirement Met and Proposed with Custom Development.
THIRD-PARTY SOFTWARE	T	YES, Requirement Met and Proposed by Third-Party Product.
NO	N	NO, Requirement Not met with Proposal.

Supporting Information

Exhibit A - Functional Requirements Matrix
#	Requirements	One Response Per Requirement
		M	C	T	N
Employee Information
1	The solution shall provide the ability to store the following employee information and records within a centralized and accessible Employee Master File:
2	Employee Name
3	Employee Record (e.g., Active, Retirement, MERP, Rehire)
4	Phone number
5	City email address
6	City of Phoenix Department
7	Prior Job Class Title and Description
8	Prior position effective date
9	Current position
10	Current position effective date
11	Employee status
12	Job Class code and title
13	Position number
14	City of Phoenix Employee Number
15	Employee Labor Groups
16	Serial Number
17	Squad
18	The solution shall support the following pay statuses (but not limited to):
19	Full time/Standard
20	Part-time
21	Variable/Complex
22	On call
23	Hybrid
24	Fee-based
25	Combination(s) of the multiple pay statuses
26	The solution shall provide the ability to store Org Chart functionality with Office 365 integration, showing dual and dotted line reporting relationships.
27	The solution shall maintain employee information including job class and title, supervisor's name.
28	The solution shall provide the ability to track position specific requirements based on user-defined criteria.
29	The solution shall provide the ability to report on position specific requirements, by individual and by individual hours as a cumulative total.
30	The solution shall provide the ability to create effective dated records, maintain history, enter future dated actions (pending actions to be flagged with email reminders). Also, track date entered into solution (transaction date), who entered, who approved.
31	The solution shall be able to store multiple dates for each employee to drive processes/eligibility, such as, but not limited to the following:
32	Hire date
33	Seniority date
34	Service award date
35	Leave of absence begin and end date
36	Union code effective date
37	Transfer date
38	Termination date
39	Date to rank/promotion
40	The system shall maintain data on employee and contractor facilities/space entitlements based on user-defined criteria.
41	The solution shall provide employee "name" fields accommodate the following (but not limited to):
42	Hyphenated last name
43	Special character sets
44	Other character sets
45	Married and maiden names
46	Nicknames / Additional names
47	The system shall provide the ability to search for classification based on employee job skills (for example, table to link skills to classification).
Use of the Employee ID:
48	The solution shall allow for identifying employees, applicants, and retirees by a unique identification number other than the City of Phoenix Employee ID.
General - Position Management
49	The solution shall store unique position identifier for each position.
50	The solution shall have the ability to store positions as any combination of the following: regular, supplemental, dual employment in multiple orgs or classification, Part-time, Full-time, classified or not classified, FLSA status, pay group, EEOC, standard hours, etc.
51	The solution shall store position management which identifies requirements linked to specific positions, with ability to override, including but not limited to:
52	Assessments
53	Qualifications
54	Commercial Driver’s License (CDL)
55	Health/Medical Exams
56	The solution shall provide the ability to store multiple employees to a single position.
57	The solution shall provide the ability to store and allow position sharing by more than one employee based on percentage of time worked. Summation of total percentages for the position should not exceed 100%.
58	The solution shall provide the ability to store and allow for employees to be assigned to and paid from multiple positions in different funds, organizational units, classes, statuses, etc.
59	The solution shall provide the ability to store and track position history for each employee.
60	The system shall provide the ability to store and establish time limited positions (i.e. only valid for a defined period of time).
61	The solution shall store seniority list tracking for certain positions for bidding and scheduling purposes.
62	The solution shall provide the ability to store and override the FLSA status assigned to a position when assigning the position to the employee (employee FLSA different from the position FLSA).
63	The solution shall provide the ability to provide support for a position reclassification review and approval process. Record historical information with effective dates.
64	The solution shall provide the ability to store position-reporting (e.g., change of position, termination) relationships.
65	The solution shall have the ability to automate information changes to occur simultaneously on departmental internal solutions and sync in real time.
66	The solution shall have the ability to update employee classification and time reporting policies with real-time sync from eCHRIS.
67	The system shall provide the ability to store and change authorized hours (e.g., part-time positions).
68	The solution shall have the ability to track employees who are not actively working, such as those on long-term leave.
Organization Data
69	The solution shall provide the ability to store organizational data and have the ability to route data based on organizational hierarchy.
70	The solution shall provide the ability to automatically route transactions based on business or union rules (MOUs).
71	The solution shall provide the ability to provide approval sequences in alignment with the organizational hierarchy (rather than individuals). When an employee's supervisor changes, the approval sequence should automatically change.
Total:		0	0	0	0

Earnings

Exhibit A - Functional Requirements Matrix
#	Requirements	One Response Per Requirement
		M	C	T	N
General - Pay Rules
72	The solution shall provide the ability to support a schedule that can be specified that will automatically time capture holiday pay to eligible employees and recognize when employees are not eligible. The solution shall also have the ability to manually override such ability by designated staff.
73	The solution shall provide the ability to track, validate and reconcile actual hours worked by work schedule by position, classification and employee.
74	The solution shall provide the ability to verify Work Out of Class (WOC) codes during time collection processing to verify the WOC code and position data (i.e., job class, vacancy, pay, etc.).
75	The solution shall provide tracking of compensatory time with different rules for different groups of employees.
76	The solution shall provide the ability to trigger shift differentials based on clock time reported by an employee (check in time).
77	The solution shall support employee classification by the following:
78	Hourly/Salary
79	Salary grade
80	Job evaluation
81	Bargaining unit/employee group
82	Status (active/terminated)
83	Full-time/Part-time
84	Exempt/Non-exempt
85	Overtime eligible/ineligible
86	Cost center
87	Payroll
88	The solution shall store earnings/time codes including, but not limited to, the following:
89	Earning group
90	Earning type
91	Date-sensitive earning types
92	The solution shall store the following pay statuses (but not limited to):
93	Full time / Standard
94	Part-time / Complex
95	Variable / Hybrid
96	On call
97	Combination(s) of the multiple pay statuses
98	The solution shall provide the ability to have multiple authorized hours for a specific employee.
99	The solution shall provide the ability to have different hourly rates for an employee for different days or time segments in a day within the same pay period.
100	The solution shall provide the ability to override minimum hours calculation.
101	The solution shall provide the ability to pay a minimum number of hours of overtime when coded as callback, with override capability.
102	The solution shall provide the ability to pay standby time as a flat rate or a percentage of one-hour’s pay.
103	The solution shall allow users to define FLSA periods that do not match a pay period (e.g. cross multiple pay periods, including calculations of FLSA adjustments on the FLSA period end date).
104	The solution shall provide the ability to store organization and labor agreement-specific rules (e.g., MOU rules) to schedules and pay policies, including but not limited to the following:
105	Time banks
106	Overtime
107	Compensatory time-off
108	Shift differential
109	Special shift rules pertaining to MOUs
110	Work out-of-class premiums (dual rate, shift mgt pay)
111	The solution shall provide the ability to calculate and assign earnings/time codes to time reported by employees based on payroll codes for assigned work schedule and employee classification (labor agreement).
112	The solution shall provide the ability to correctly code work hours (i.e., straight time, overtime, shift differential, premiums due) when an employee works several different shifts, including changes in day start time (shifts that cross the daybreak of assigned work schedule or change in work schedule that crosses daybreak of previous work schedule).
113	The solution shall support out-of-the-box ability to configure, using the application's tool kit, complex, multi-layered pay rules based on pay group (salary policy or trades and labor), applicable labor agreement and assigned work schedule.
114	The solution shall have the ability to create temporary work groups in time reporting to accommodate outage, shared services, etc.
115	The solution shall ensure holiday pay is computed in real-time based (a) eligibility conditions for the holiday such as hours worked, length of service, or work on the day before/after the holiday, and (b) number of scheduled hours, and (c) type of holiday (e.g., different holidays such as Christmas could have different rules), and (d) whether or not the holiday was worked or not worked, and (e) any other condition which may appear in our future HR or union policies.
116	The solution shall ensure when any pay elements are computed, the effective date of the policy will be taken into consideration, thus enabling different rules or rates to be applied for days prior to or after the effective date change. Effective date changes can occur in the middle of a week/period.
117	The solution shall support (a) entry of production quantities on the timesheet or via an import from another solution, and (b) pay based on the amounts produced and a calculation or lookup formula, and (c) automatic application of the minimum wage if the employee did not earn enough from the production.
118	The solution shall have the ability to calculate multiple pay rules based on pre-determined hierarchy.
119	The solution shall ensure that when different holidays apply to different groups or types of employees, it will be able to be specified in the solution setup.
120	The solution shall ensure that rules will be configurable to determine if an employee works regularly scheduled hours on a holiday or if they get the day off when the solution schedules employees.
121	The solution shall able to generate the proper number of holiday hours to pay an employee as (a) a fixed number such as eight, or (b) a variable number based on their scheduled hours, or (c) a calculation based on their standard daily/weekly hours from their HR record, or (d) a calculation based on number of hours worked in the prior days/week, such as average in the last four weeks, or (e) any other calculation that might appear in a future HR or union policy.
122	The solution shall have the ability to apply an hours modifier and reflect overtime and other pay changes.
123	The solution shall only allow authorized users to award shift differentials.
124	The solution shall calculate differential based on transaction types including, but not limited to:
125	Schedule/shift/days off
126	Paid overtime
127	Held overtime
128	Any other entries according to MOU negotiations minus leave
General - Payroll
129	The solution shall store organizational classifications which are broken down by the following categories (but not limited to):
130	Division
131	Department
132	Location / Station
133	Job Class
134	Section
135	Function
136	Cost center
137	Work area
138	General Ledger account number
139	Project
140	Work order
141	The solution shall provide the ability to allow position sharing by more than one employee based on percentage of time worked. Summation of total percentages for the position should not exceed 100%.
142	The solution shall provide the ability for employees to be assigned time from multiple positions in different funds, organizational units, classes, statuses, etc.
143	The solution shall ensure that audit trails will be able to reconstruct and show the original timesheet and the amended timesheet.
144	The solution shall allow for prior period timesheets to be reprocessed by the payroll administrator with corrected policies in the solution setup, corrected timesheets, or corrected HR data, being used when it is reprocessed.
145	The solution shall calculate any adjusted amount of time automatically with the ability to manually override this adjustment by authorized staff members.
146	The solution shall ensure that when timesheets are reprocessed, all secondary calculations (e.g., accrual balances, attendance point balances, accumulators, FMLA) are recalculated as well.
147	The solution shall ensure when employee data is loaded from the HR solution, the solution will detect any changes to prior periods that may affect how prior periods were processed and will automatically initiate a retroactive process and the computation of the adjustment amounts, as described above, with an audit trail of the amounts paid previously and the amount as recomputed.
148	The system shall provide the ability to enter pay overrides, such as flex/inflex, manager's overtime, and dual rate) with ability to edit and/or cancel.
149	The system shall ensure adjustment amount can be automatically (or manually overridden to be) paid in the next scheduled period or in an off-cycle payment.
150	The system shall show vacation, sick time, etc. program allowed, taken, and balance on the pay stub.
Shift Differentials
151	The solution shall prevent shift differential changes if already processed by the City's payroll.
152	The solution shall have built in data validation checks to prevent unauthorized or duplicate entries for any overtime, differential, hold holiday, or any other exception pay submissions for same day/time.
153	The solution shall provide automatic notification to an employee when supervisors and/or HR staff make corrections to weekly time forms.
General - Earnings/Deductions Calculations
154	The solution shall provide the ability to make mass changes to rate amounts by job classification, union rules, or any other defined criteria.
155	The solution shall have the ability to capture special earnings outside of the regular pay cycle (e.g., special pay).
156	The solution shall allow for overtime, or any other special payment or calculation, to be approved by a supervisor before being paid.
157	The solution shall have the ability to support varying City of Phoenix departments' standard and complex calculations (e.g., differential pay, skill-based pay, etc.) of employee earnings.
158	The solution shall have the ability to streamline pay calculations within one solution; Can be accessible and integrate with eCHRIS and internal department solutions.
159	The solution shall have audit checks to prevent errors in data entry.
160	The solution shall allow use of earnings/time codes to calculate another earning code as part of formula calculations for holiday pay.
Variable Compensation
161	The solution shall provide the ability to track recurring and non-recurring allowances, including taxable, non-taxable, maximum amounts, fixed amounts, etc.
162	The solution shall provide the ability to accommodate incentive compensation calculation and administration for both short term and long term compensation.
163	The solution shall provide the ability to track additional compensation justifications and reasons.
164	The solution shall provide the ability to calculate multiple pays using multiple rates; also, for multiple durations to pay out according to pay lag rules (e.g., retention, premium pay, longevity).
165	The solution shall provide the ability to provide for working condition or time based-differentials.
166	The solution shall provide the ability to calculate whole-shift and piecework pay.
167	The system shall provide the ability to store an employee salary and other variable compensation history which includes the following criteria:
168	Hourly salary
169	Annual rate
170	Pay period rate
171	Effective dates
172	Lump Sums
173	Other User-defined compensation
Total:		0	0	0	0

T&L Self Service

Exhibit A - Functional Requirements Matrix
#	Requirements	One Response Per Requirement
		M	C	T	N
Manager Self Service (MSS)
174	The solution shall provide with the ability to provide electronic workflow and paperless processes of time and attendance processing. Workflow should include electronic routing, approvals, and electronic notification of events. Ability to view the status of a transaction at anytime.
175	The solution shall provide the ability for an employee to request a Leave of Absence through self-service. This should require a supervisor approval and HR as part of the workflow.
176	The solution shall provide granular and flexible security for employee documents with personal identifiable information (PII), especially for cases including medical documentation.
177	The solution shall provide the ability for managers to access employee information for which they have security rights like viewing time and leave information.
Employee Self-Service (ESS)
178	The solution shall provide the ability to provide employee self-service for selected time and attendance processes. The solution shall also provide the ability to control how and when these processes are rolled out to employees. Potential processes include but are not limited to, updating personal data, access to information about attendance policies and procedures. The solution shall provide the ability to view the status of a these changes at anytime.
179	The solution shall provide the ability to perform mass approvals for time approvals or leave/absence approvals.
180	The solution shall provide the ability to view PTO balances through ESS.
181	The solution shall enforce authorization rules and restrictions for all self-service transactions.
182	The solution shall have the ability for employees to see at-a-glance (real-time) how much leave they currently have; also, ability to see how much FMLA or Military leave is available for them to use for the remainder of the calendar year.
183	The solution shall provide a self-service feature to review, modify, and submit their own timesheet on a PC, smartphone, or tablet that is city-owned or through VPN access.
184	The solution shall provide a self-service feature to view absences, holidays, and availability in a calendar view.
185	The solution shall provide a self-service feature to view reports of historical timesheets.
186	The solution shall provide a self-service feature to view time-off balances and calculated pay for a period.
Self Service Documentation
187	The solution shall have the ability to accommodate complex leave codes from Union rules (MOUs).
188	The solution shall accommodate each departments' set of HR-related information, documentation, procedures, and policies within a knowledgebase.
Mobile and Web Access
189	The solution shall be supported on GPS enabled mobile devices.
190	The system shall provide accessibility from tablets and/or other mobile devices.
191	The solution shall provide support for handheld platforms:
192	Cell phones
193	Tablets
194	Android
195	Other
196	The solution shall provide the ability to facilitate electronic signatures via mobile devices.
197	The solution shall provide the ability to enter elapsed and/or punch time via mobile devices.
198	The solution shall be mobile-enabled/cellular so that City-owned devices can access on-the-go.
199	The solution shall support World Wide Web Consortium and Open Web Platform standards currently in effect at the City (e.g., HTML5, CSS, SVG, API).
200	The solution shall support https protocol for web-based access that secures communication and data transfer.
201	The solution shall support the latest, publicly available versions of Chrome, Microsoft Edge, and Safari.
202	The solution shall support Windows v10 operating system or newer.
Total:		0	0	0	0

T&L Management

Exhibit A - Functional Requirements Matrix
#	Requirements	One Response Per Requirement
		M	C	T	N
General - Leave Management
203	The solution shall create, assign, and track leave by the type of leave/absence.
204	The solution shall track employees on workers’ compensation using sick leave and/or vacation.
205	The solution shall be able to implement retroactive corrections.
206	The solution shall allow an employee (e.g., full-time) to accrue leave.
207	The solution shall calculate leave earned based on union contract rules and automatically adjust accruals for certain exceptions (e.g., leave without pay or TDI leave).
208	The solution shall be able to track admin leave with varying expiration dates per employee (must be used by a certain date). Notification sent if not taken and nearing expiration.
209	The solution shall be able to prorate leave accruals for part-time and full-time employees.
210	The solution shall be able to calculate vacation forfeiture based on business rules and allow manual adjustment to accruals.
211	The solution shall be able to calculate dollar cost for leave types for fiscal year end liability reporting, employee transfers between departments, employee separations, and source of funding changes.
212	The solution shall be able to process time-off requests.
213	The solution shall automate notifications based on user-defined criteria (e.g., employee going into unpaid status, milestone reached) and allow administrative ability to manually override if necessary.
214	The solution shall provide leave balances accessible to supervisors and employees based on user-defined configurable.
215	The solution shall provide ability to scan and store required supporting documentation with time entry records for specified leave types (e.g., Administrative, court, military, non-work pay).
216	The solution shall provide the ability to support online Leave Request Form and process request to supervisor and approval/denial notification to employee via the application's work flow based on user-defined criteria; leave approved via the leave request form is auto deposited on timesheet.
217	The solution shall provide the ability for employees to take leave hours in accordance with the City's policy and Federal leave law (e.g., annual leave is acceptable up to employee's current leave balance plus hours to be accrued through end of leave year, sick leave is allowed to go -240 hours, FMLA is accepted up to 480 hours unpaid leave plus paid leave).
218	The solution shall provide the ability to limit (assign maximums) the amount of leave employees can accrue or take (e.g. FMLA requirements) for each individual leave type.
219	The solution shall provide the ability for staff to view online administrative time balances and history at time-entry (e.g., pop-up display of leave history and various time bank balances including Compensatory, Sick, and Vacation banks).
220	The solution shall allow staff to select the time bank (Compensatory, Sick, or Vacation) they want to use for request leave based on business rules.
221	The solution shall allow for time in additional leave banks to be used once one bank has been exhausted (e.g., in situations when an employee takes extended leave).
222	The solution shall provide the ability to validate employee sick time, leave, and other time bank balances at time entry and generate warnings and/or prohibitions for time usage exceeding balances.
223	The solution shall provide the ability to automatically update accruals based on business rules for, including but not limited to, vacation, sick leave, comp time, paid non-working days, etc.
224	The solution shall provide the ability to convert leave balances for specific employees when switching between varying work shifts i.e. 56 hour shift and 40 hour shift (for firefighters).
225	The solution shall provide the ability to "cascade" leaves as appropriate. For example, Short Term Disability may automatically become a Long Term Disability after a period of time.
226	The solution shall provide the ability to capture detailed reasons/data elements to further track leave reasons.
227	The solution shall provide the ability to capture in the solution if the leave is paid or unpaid.
228	The solution shall provide the ability to create approval process for LOA.
229	The solution shall provide the ability to pay employee for difference between Jury or Military pay and employee's regular pay.
230	The solution shall provide the ability to track details about leaves, including leave status, start and end date, multiple types of leaves, including FMLA, STD/LTD, Worker's Comp. Faculty, Personal, Military, Faculty Parental, Union.
231	The solution shall provide the ability to track forms received by employee for leave approval.
232	The solution shall provide the ability to track if employee is eligible for benefits while on leave and integrate with payroll to take appropriate action.
233	The solution shall provide the ability to track leave start and expected return dates and notify HRA when EE return date is approaching.
234	The solution shall provide the ability to configure whether the time off plan is available for contingent workers only, employees only, or both.
235	The solution shall provide the ability to display projected balances in the Inbox Notifications during the leave request process.
236	The system shall allow employees to be able to request time off or leave 12 months in advance in the system.
237	The system shall be able to automatically track time off used against availability of both categories with a single transaction when time off taken is also an FMLA event.
238	The solution shall provide the ability to store time off balances.
Employee Leaves
239	The solution shall have the ability to track multiple leaves concurrently (e.g. FMLA and STD).
240	The solution shall have the ability to record and track time off days used in conjunction with a leave.
241	The solution shall have the ability to calculate the duration of the leave (# of days) and notify appropriate individuals (supervisor, leave manager, etc.) when the employee is nearing or exceeds the allowable days for that type of leave.
PTO Administration
242	The solution shall have the ability for the employee or supervisor/department administrator to record the use of PTO for an employee.
243	The solution shall have the ability for the employee to make a request to take PTO and have it routed to their manager for approval. Ability for the solution to record the manager approval/rejection and have a notification sent to the employee.
244	The solution shall provide the ability to automatically suspend the accrual calculation while an employee is on a leave of absence. Leave of absence may be paid or unpaid.
245	The solution shall provide the ability to calculate accruals and record correct usage for employees working a standard work schedule and for employees working a modified work schedule.
246	The solution shall provide the ability to calculate accruals and record usage based on an employment anniversary year (varies for each employee).
247	The solution shall provide the ability to calculate annual accruals and perform rounding of those accruals differently by plan.
248	The solution shall provide the ability to calculate Time Off Units Used in Time Off Accrual Calculations.
249	The solution shall provide the ability to create and send notices to employees/ managers for PTO processes (i.e., employee goes in the negative, employee is going to lose time).
250	The solution shall provide the ability to define grace periods (allow employee to exceed accrual by a specified amount or percentage) for different groups. The solution will provide the ability to override rules on an exception basis (with special approvals required).
251	The solution shall provide the ability to have accruals start either on the 1st of the month, or on the hire date, or on a leave return date, or other specified date. Ability for this to vary by plan.
252	The solution shall provide the ability to limit the number of PTO days that can be paid at termination to the maximum days the employee has accrued. The solution will provide the ability to override this on an exception basis (with special approvals required).
253	The solution shall provide the ability to limit the number of PTO days that can be used during a leave of absence to the maximum days the employee has accrued.
254	The solution shall provide the ability to override accrual rates on a case-by-case basis to accommodate special arrangements. This may include the solution will provide the ability to record a PTO accrual date (different from a hire (or rehire) date), The solution will provide the ability to grant a one-time lump sum of days, etc. The solution will provide the ability to enter an override should be limited to HR only or should automatically follow a different approval path requiring additional review/signoff.
255	The solution shall provide the ability to perform PTO accrual for employees based on accrual schedules defined by relationship, status, union rules / MOU(s), employment and/or eligibility dates, etc. Multiple schedules exist for different employee populations.
256	The solution shall provide the ability to record carryover rules and maximum accrual rates for different groups. The solution will provide the ability to override rules on an exception basis (with special approvals required).
257	The solution shall provide the ability to record multiple accrual plans, each based on a variety of factors and with varying accrual rates, maximum accrual limits, carryover provisions, grace periods, etc.
258	The solution shall have the ability to generate timecard transactions to pay out any accrued, unused time in the next pay cycle for the employee if they become ineligible to earn PTO (e.g. goes from FT to PT).
259	The solution shall have the ability to either transfer accrued, unused days from one plan to another or to pay out the days under the old plan and begin accrual under the new plan if an employee changes from one PTO accrual plan to another.
260	The solution shall accommodate various leave accrual rates based upon multiple accrual dates in accrual calculations (seniority date, employment date, etc.) The rates may be accrued on an hourly basis, daily basis, bi-weekly basis at the end of the pay period, on a monthly basis at the end of the month or on an annual basis at the beginning of the calendar year.
261	The solution shall provide the ability to dock an employees pay when PTO days taken are in excess of what was earned. This may occur on an exception basis, or occur at termination.
262	The solution shall provide the ability to not pay out accrued PTO at termination depending on the reason for termination (e.g. if terminated for cause).
263	The solution shall provide the ability to pay out more than the annual allotment at termination on an exception basis (with special approvals required).
264	The solution shall have LOA PTO processing, the ability to systematically create transactions to be sent to the payroll solution to pay an employee for the use of pto days during a Leave of Absence, using the calculated daily rate the employee was earning immediately prior to going on leave.
265	The solution shall have the capability to perform retroactive leave calculations for hours or days entered after the fact.
266	The solution shall support the ability to easily manage retroactive impacts on leave accruals.
267	The solution shall provide the ability to send the accrued and unused PTO balance to the payroll solution so it can be displayed on the employee earnings statement.
268	The solution shall provide the ability to track and report on the PTO liability by plan for any period of time.
Time Off and Accruals Tracking
269	The solution shall be able to track an unlimited number of time off categories such as sick, vacation, PTO, and jury duty.
270	The solution shall provide the ability as time off is recorded, it must be validated against the time off available and appropriate errors are displayed.
271	The solution shall be able to allow time off to be entered, even if not available, with the unavailable portion automatically converted into unpaid time.
272	The solution shall fully manage time off balances including accrued or awarded amounts.
273	The solution shall allow for time off balances to automatically transfer between “current year” and “prior year” banks at designated transfer points, with the option for a maximum balance.
274	The solution shall allow for time off to be able to be accrued on any frequency, including, but not limited to, daily, each holiday, weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annually, and/or annually.
275	The solution shall allow for time off balances to be maintained for prior periods, enabling actual balances in the past to be retrieved.
276	The solution shall allow for time off balances for the future to be automatically computed for any future dates in real-time, enabling projected balances for a future date to be viewed. These balances shall be stored in the database so that future dated balances can be reported on.
277	The solution shall allow time off requests (a) to be able to be submitted by employees through a virtual assistance option, and (b) to show the employee and supervisor whether the time off requested will actually be available at the future date, when considering all other approved time off and any other accrued time off in the meantime that is scheduled to occur, and (c) to have a manager review and approval process, and (d) to be restricted if the employee does not have enough time off available.
278	The solution shall be able to manage compensatory (in lieu) and allow employees to take time off from their compensatory time off bank, as designated by our HR and union rules for salaried or salaried exempt employees.
279	The solution shall allow for time off requests completed by an employee to notify the manager of the request via email and in the solution.
280	The solution shall allow for time off requests to be done on multiple devices (with VPN access), including a PC web interface, city-owned data collection devices, city-owned smartphones, and city-owned tablets.
281	The solution shall allow managers to approve or reject employee time off requests via (with VPN access) a PC web interface, city-owned data collection devices, city-owned smartphones, and city-owned tablets.
282	The solution shall allow employees to be able to attach documents to a leave request. For example, if requesting time off for jury duty, employees must be able to attach the jury summons to the request.
General - Work Scheduling
283	The solution shall provide the ability to track and maintain work schedules by position, classification of employee and work location (to include Squad, Truck, Station).
284	The solution shall provide the ability to define and track work schedules at multiple levels, including but not limited to the following:
285	Employee
286	Position
287	Classification
288	Work Group
289	Division
290	Department
291	Location (e.g., Squad, Truck, Station)
292	The solution shall provide the ability to assign employees to hours, shifts, positions, departments, etc. outside of their normal schedule and accumulate and track all associated time and related data without affecting the employees normal schedule.
293	The solution shall provide comments fields to provide reason for changes in work schedules.
294	The solution shall support out-of-the box user configurable work schedules such as fixed, rotating (days and weeks), multi-shift, single-shift, etc. and assignment of work schedules by employee or work group.
295	The solution shall provide ability to configure validations for work schedule assignment (e.g., change on Monday only based on security level, work schedule, valid for pay group, classification, etc.).
296	The solution shall provide the ability to create work schedules (single-shift, multi-shift, rotating, fixed) based on business need and allow definition and assignment of schedule based on user-defined criteria, e.g., employee type (hourly, part-time, etc.).
297	The solution shall provide the ability to create default timesheet activities for individuals or groups of users to facilitate time entry based on user-defined needs and criteria (e.g., 4/40, 9/80 work schedules).
298	The solution shall provide the ability to keep track of work hours when an employee works several different shifts.
299	The solution shall provide the ability to vary the number of regular hours by position.
300	The solution shall provide the ability to enter time for an employee from multiple pre-determined assignments (assigned work schedule for a work week and shift change within the work week).
301	The solution shall allow work schedule modifications based on user-defined rules and parameters.
302	The solution shall provide ability to assign multiple non-concurrent work schedules to an individual.
303	The solution shall provide the ability to define and assign employees to an unlimited number of labor group codes as defined in the organization's chart of accounts and pre-load default code assignments.
304	The solution shall provide the ability to accommodate authorized schedules of any number of hours up to a specified limit.
305	The solution shall provide the ability to manage multiple types of complex work environments across the departments within the City of Phoenix.
306	The solution shall provide the ability to accommodate multiple types of employees (e.g., standard, complex, hybrid, on-call, etc.)
307	The solution shall provide the ability to accommodate various shift types (e.g., shift pattern does not begin and/or end within a calendar month/year or pay period, and crosses over a 24-hour period. Ability to modify assigned schedule mid-pattern).
308	The solution shall provide the ability to support trading of shifts based on user-defined criteria.
309	The solution shall provide the ability to send notifications when temporary schedule changes cause overtime, differentials, or premium pay.
310	The solution shall be able to define an unlimited number of standard schedules.
311	The solution shall be able to schedule specifics such as projects, departments, or activities.
312	The solution shall be able to rotate employees through one or more schedules.
313	The solution shall allow employees to see schedules online.
314	The solution shall allow HR staff or administrators the ability to manipulate schedules for groups of employees.
315	The solution shall allow HR staff to quickly add or change an entire crew’s or group of employees' schedule online in real time.
316	The solution shall accommodate multiple alternative work schedules including, but not limited to, 9/80 and 48/96 schedules.
317	The solution shall optionally allow us to specify the number of staff needed on different days/shifts, the skills needed for each position, and have the solution automatically schedule employees (with the ability to manually override for designated staff) based on their skills and availability while keeping in compliance with federal and state laws, regulatory work hour limits, and our HR and union policies.
318	The solution shall ensure schedules that are created in the solution are accessible on a scheduling screen and also on timesheets.
319	The solution shall permit schedules to be copied to the timesheet and used as a default timesheet.
320	The solution shall allow employees to swap shifts with other employees. (Employee initiated shift swaps require notification and approval from the employee being offered the request and the manager. Requesting employee should not be able to request a shift swap with an unqualified employee.)
321	The solution shall have automatic call-out features (with the ability to manually override for designated staff) to call, email or SMS text employees when an open shift is available. The employees to be called must be qualified and must be called in a specific order, based on defined business rules.
322	The solution shall allow for baseline staffing requirements to be managed in the solution and notify managers when over or understaffed.
323	The solution shall allow managers to fill an open shift by providing a pre-sorted list of available employees that are qualified to work the shift.
324	The solution shall allow for schedules to take into consideration holidays, and where appropriate for an employee group, replace the scheduled worked time with the holiday, or the holiday with a scheduled work day.
325	The solution shall have the ability to create overtime posts in bulk and individually.
326	The solution shall allow locations to be assigned (e.g., through sub-assignments, block demand, or based on truck and station skill needs) and displayed as a chart in the location (station) view.
327	The solution shall have the ability to create and utilize templates to preschedule employees.
328	The solution shall be able to store detailed information regarding scheduling in the solution for reporting purposes.
329	The solution shall have the ability to sort employees through customers, units, and locations.
330	The solution shall allow employees and managers to make customized notes on scheduling activities and assignments (and sub-assignments).
331	The solution shall have the ability to display daily, weekly, two-week, and monthly scheduling views.
332	The solution shall have the ability to configure overtime business rules and allow sorting features to create Mandatory Overtime lists.
333	The solution shall allow employees to request shift swaps / swap offs/ schedule swaps.
334	The solution shall have the ability to visualize staffing numbers and create coverage watches.
335	The solution shall allow schedule updates in real time or as close to real time as possible.
336	The solution shall allow employees to submit overtime or out of class time entry on the same day overtime or out of class work is worked after completion up to 30 days post day it is worked.
337	The solution shall allow employees to edit, cancel, or delete overtime entries up until supervisory approval
338	The solution shall prevent employees to change canceled or deleted overtime entries.
339	The solution shall allow supervisors to edit or cancel overtime entries made by their direct reports prior to payroll processing.
340	The solution shall allow supervisors to submit overtime entries on behalf of their direct reports with comments.
341	The solution shall allow supervisors to deny and comment on overtime requests or out of class work submitted by their direct reports.
342	The solution shall provide a warning message to supervisors approving overtime entries older than 30 days
343	The solution shall have the ability for employees to enter overtime hours that exceed start and end times according to MOU guidelines. Types of overtime codes are courts standby, city courts, non-city courts, standby, call-out.
344	The solution shall ensure reporting codes have data validation based on business rules related to overtime types.
345	The solution shall ensure overtime business rules are to be configurable based on Union and/or MOU (e.g., allowable hours/units depending on overtime type).
346	The solution shall provide list overtime codes based on an employee’s rank and/or type.
347	The solution shall prevent overtime entries during an employee’s normal work shift.
348	The solution shall be able to send email notifications to employee and supervisor when an overtime request has been approved or denied.
349	The solution shall have configurable deadlines for time entry (overtime, out of class, standard) to be completed.
350	The solution shall have the ability to account for various schedule breaks (e.g., break, lunch, etc.) for different employee types (e.g., civilian employees).
351	The solution shall provide the ability to store dates/times, by whom, etc. when information changes for a schedule, including when updates are made via a "mass action."
Schedule Bidding
352	The solution shall have the ability to facilitate and manage the schedule bidding process for the City.
353	The solution shall have the ability to record and apply changes to City personnel profiles and schedules based on bidding outcomes.
354	The solution shall support multiple department locations and varying workforce sizes. This functionality should ease the burden of complex analysis and trigger actions on behalf of HR administrators and managers. This includes support for unique processes for assigning shifts by department, job, qualification, or location, and the functionality to manage schedule changes (e.g., absence, leave, transfers, rebidding/bidding, etc.).
355	The solution shall have the ability to streamline scheduling capabilities that integrate to internal City of Phoenix departmental solutions and eCHRIS.
356	The solution shall have automated scheduling capabilities to accommodate special event scheduling (e.g., off-duty scheduling, special events, etc.).
General - Time Entry
357	The solution shall be able to track task based work, combined with time-based premiums (e.g., time sent out, time worked past shift, time worked after truck or manpower available, etc.).
358	The solution shall be able to track premiums based on various factors (e.g., number of consecutive shifts worked, minimum rest between shifts, over 34 hours worked since getting minimum rest between shifts, etc.).
359	The solution shall provide the ability to enter time at decentralized locations by the following methods, including but not limited to:
360	By timekeeper
361	By employee
362	Electronic time card (magnetic strip)
363	Batch (inbound)
364	Online (with keyboard "shortcut" keys)
365	Intranet
366	Touch screen
367	Web browser (Internet)
368	Personal digital assistant (PDA)
369	File transfers
370	Interfaces with other solutions (outbound)
371	Interfaces with other solutions (inbound, e.g., via work management solution)
372	The solution shall allow entry of time by exception and positive entry capabilities.
373	The solution shall provide the ability to adjust exception hours based on user defined criteria (i.e., classification, physical location, bargaining unit, work year, etc.).
374	The solution shall provide ability to set a default number of hours for hourly employees and alter the number of hours worked on an exception basis.
375	The solution shall allow multiple units of time entry and processing, including but not limited to:
376	Hours and minutes
377	Hours and decimals
378	The solution shall provide the ability to enter time based on user-defined parameters (i.e., daily, weekly, biweekly, quadri-weekly (every four weeks), and/or monthly basis, etc.).

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Sep 22, 2025.