DRAFT-Civilian_Payroll_Software_-_Projected_Statement_of_Work__Updated_31_August_2015.pdf

STATEMENT OF WORK

FOR

DEVELOPMENT OF LOCAL NATIONAL

HOSTED PAYROLL PROGRAM

AVIANO AIR BASE, ITALY

1. BACKGROUND

The 31st Fighter Wing provides payroll services for Local National (LN) employees hired in accordance with art. IX c. 4 of the London Convention dated 19 June 1951 and ratified by

Italian Law nr. 1335 dated 30 November 1955.

2. SCOPE

The contractor shall provide a hosted payroll program for automated processing of Italian

Local National payroll without manual intervention on output products. Furthermore, the contractor shall:

a. Load all existing historical data provided up to date of final acceptance in order to ensure the program is ready for use by the operators for daily operations;

b. Correct all initial program deficiencies;

c. Train 31st Fighter Wing Civilian Payroll Office employees on the use of the program and its features;

d. Furnish printed or electronic system manager literature describing program, operator instructions, keyboard templates, reference cards, an on-line HELP feature, listings of menus, Literature should be in sufficient enough detail that any person with reasonable computer knowledge can operate the program. Literature should be indexed for any reference.

3. TRAINING

Training is to be provided by the contractor to 31 FW Civilian Payroll Office employees (6) that are to operate the program. The contractor is to demonstrate the total operation and capabilities of the program to the Civilian Payroll Office employees (6) and then provide sufficient hands on training (8 hours minimum) so that the Air Force employees demonstrate the capability to operate the entire program. The contractor will comply with AFI 33-332, Air

Force Privacy And Civil Liberties Program, para1.1.2.3, 52.224-1, Privacy Act Notification;

and 52.224-2, Privacy Act as required by the Federal Acquisition Regulation (FAR).

4. PERFORMANCE PHASES

This requirement of this contract shall be performed in the following phases:

a. Phase I, 30 calendar days after contract award: Delivery of hosted payroll program, access to payroll program, debug access restrictions if any, familiarization with U.S.

Government Payroll procedures; printing of blank forms.

b. Phase II, 60 calendar days after contract award: Testing of program, correction of deficiencies, loading of historical payroll data, and its updating to final date of acceptance of program. Training of U.S. Government personnel and Local National employees (4).

c. Phase III, 60 calendar days after contract award: Delivery of printed literature.

d. Phase IV, 90 calendar days after contract award: Delivery of fully functioning hosted payroll program for installation dissemination.

5. PROGRAM REQUIREMENTS

The contractor will host an Interfacing Payroll Program for the 31st Fighter Wing on a dedicated hardware platform reserved solely for the 31st Fighter Wing Local National

Employees. Users will have access to the online hosted payroll program with a Username and Password. The contractor will provide the following capabilities with the Hosted Payroll

Program:

a. Electronic Timecard module accessible to Local National employees, U.S. Government and Local National supervisors and timekeepers. Timecards will be accessed through a URL on a U.S. Government computer.

1. Authorize employee access to a minimum of 700 Local National employees to input, view, edit and sign timecards as identified by the 31st Fighter Wing.

2. Authorize supervisor access to a minimum of 150 U.S. Government and Local

National supervisors to view, edit, and approve timecards as identified by the 31st Fighter

Wing.

3. Authorize timekeeper access to a minimum of 80 U.S. Government and Local

National timekeepers to input, view, and modify timecards as identified by the 31st

Fighter Wing.

4. Authorize Civilian Payroll Administrative access to a minimum of 6 Civilian Payroll

Office employees to view and modify timecards as identified by the 31st Fighter Wing.

The Civilian Payroll Office employees will require administrative access to conduct standard actions including, at a minimum, the ability to enroll new employees, update personnel actions, authorize user access, change user access, pull reports/data, validate overall payroll, close payroll, and pull a payroll file.

5. Employee access increase up to 20% must be authorized as required by 31st Fighter

Wing.

b. Italian Model F24, Tax Payment module;

c. Interface capability with Entratel;

d. Interface capability with UniEmens;

e. Interface capability with Telemaco;

f. Interface capability with Alpi on Line;

g. Interface capability with all payroll applications required by Italian laws applicable to the

31st Fighter Wing;

h. Interactivity: the program should allow interactivity and data changes in real time.

Program shall accept data input through PC keyboard.

i. On Line Help: Program shall contain this feature with access through a single functional key without exiting the program or menu in which the operator is working. A single function key shall permit exiting this feature and restoration on the monitor of the initial operator working screen. This feature shall provide explanations and assistance to the operator directly on the screen, to avoid consultation of manual. Exiting the HELP mode, the operator will be able to go back to the initial point.

j. Security: The contractor must ensure the program is in compliance with the Conditions of Employment for Local National employees of the U.S. Armed Forces in Italy, 1

November 2013. The contractor will be flexible to make adjustments based upon future

Conditions of Employment for Local National employees of the U.S. Armed Forces in Italy.

The contractor will comply with AFI 33-332, Air Force Privacy And Civil Liberties

Program, para1.1.2.3, 52.224-1, Privacy Act Notification; and 52.224-2, Privacy Act as required by the Federal Acquisition Regulation (FAR). The contractor must ensure the program is in compliance with the Italian Personal Data Protection Code, Legislative Decree

no. 196 of 30 June 2003. Program shall permit access to data files only to authorized operators identified by the 31st Fighter Wing. The contractor will take on responsibility as the Responsible Party. 31 CS/CC approves all system security requirements as listed with the option to add requirements as necessary based on the contractor standard requirements presented at the time of solicitation. The contractor will protect employee data with a minimum of the following requirements;

1. computerized authentication;

2. implementation of authentication credential management procedures;

3. use of an authorization system;

4. regular updates of the specification concerning the scope of the processing operations;

5. protection of electronic means and data against unlawful data processing operations;

6. protection from unauthorized access;

7. implementation of procedures for safekeeping backup copies and restoring data and system availability;

8. implementation of encryption techniques;

9. program shall contain built in editing features to preclude insertion of erroneous, incomplete or incompatible data; the error shall be displayed on the monitor of the operator (ex. Blinking cursor, etc…);

10. program shall only contain the Names (Last Name, First Name, Middle Initial) of any

U.S. Government supervisors of Local National employees;

k. Program Modification: The Payroll Program shall have future change capability to accommodate Italian legislation practices and regulation changes that impact payrolls. The contractor shall be responsible for ensuring these changes are updated automatically without manual intervention from the 31st Fighter Wing.

l. The contractor must provide an emergency recovery service and must be responsible for backup services to ensure the integrity of data.

m. The contractor will be responsible for uploading the current and historical payroll data provided the 31st Fighter Wing to the new Payroll Program. The 31st Fighter Wing will provide the current and historical payroll data to the contractor through a text file.

n. Data Base Management: Research of data shall come about either by name or codes in order to avoid manual operator consultation of printed products such as employer and employee codes and variable pay items. Response to inquiries shall be immediate without necessitating file re-organization. Data concerning a code shall be automatically displayed on the monitor for the requested field/range. Data inserted for the monthly pay codes program shall permit operator correction of any data displayed without exiting the program:

this implies the ability to recall employee data, its modification and return to the computation program as well as program performance of data elaboration until the desired result is obtained without having to re-enter employee code or pay item. The program must compute the net pay thorough input of gross pay or costs, taking into consideration all the fiscal and social contribution characteristics pertaining to an employee.

o. Printed Products: The program shall allow the selection of a printer as well as product or portion of product selected for printing by the operators. The Local National employees must be granted the possibility to download and print directly from the program, specifically their Leave and Earning Statements and their Tax Report (Certificazione Unica).

p. The contractor shall ensure the Payroll Program shall provide the capability to determine the costs related to the Local National employees in accordance with the U.S. Government accounting requirements.

q. The contractor shall ensure the Payroll Program has the capability to convert data from

Euro to Dollars, in accordance with the U.S. Government accounting requirements, specifically the designated exchange rates identified by the 31st Fighter Wing.

r. The contractor shall ensure all Bonus Payments are reported by Fiscal Year (1 October through 30 September).

s. The contractor shall ensure each pay element is identified with 3 alphanumerical codes in accordance with the U.S. Government accounting requirements. (P123456, F123456, D123456) Specific guidance will be provided to the contractor by the 31st Fighter Wing.

t. The contractor shall ensure the Local National employee expense/cost is exportable into a text file.

u. The contractor shall ensure the system offers supporting documentation upload capability with the timecard module. Supporting documentation may be uploaded and saved indefinitely.

6. SOFTWARE MAINTENANCE

Maintenance will consist of any Payroll Solution modifications required to comply with changes to Italian Law and U.S. Government requirements in order to maintain Local

National payroll.

7. PAYROLL PROCEDURE

The U.S. Government’s Italian Local National payroll will be separated into two Major

Divisions which may only be accessed by the 31st Fighter Wing identified employees and

Codice Fiscales identified for Appropriated Funds and Non-Appropriated Funds:

a. Major Divisions:

1. Appropriated Funds: 570 employees approx., possible 20% increase.

2. Non-Appropriated Funds: 76 employees approx., possible 20% increase.

b. Accounting Data Reports: Separate for each major division, plus consolidated capability.

c. The applicable payroll procedures consists of the following principle taskings:

1. Administration of files;

2. Administration of tables and parameters;

3. Administration of employee files;

4. Automatic variations of common data (cost of living increase, etc.);

5. Administration of employee personal data file;

6. Loading of employee pay variations;

7. Printing of Leave and Earning Statements “Prospetto paga”;

8. Printing of Union fee deductions;

9. Printing of form for Tax Payments;

10. Printing of Leave and Earning Statement Summary;

11. Printing of Time and Attendance sheets;

12. Printing of Severance Accruals and Automatic Reevaluation;

13. Printing of INAIL hours subdivided by month and totals;

14. Annual Reports;

15. Utility Program;

16. Sickness and Reimbursements Computations;

17. Form to request data for New Hires “Modulo richiesta dati ai nuovi assunti”;

18. Form to declare number of dependents “Modello dichiarazione dei carichi familiari per detrazioni d’imposta”;

19. Print of Privacy Policy “Informativa sulla privacy”;

20. Information to new hires on the destination of the End of Employment Pay

“Informativa ai nuovi assunti sulla destinazione del TFR maturando” and form to select destination of End of Employment Pay “Scelta per la Destinazione del

Trattamento di Fine Rapporto”;

21. TFR 2 Form;

22. Print of Family Allowance form “Modello richiesta assegno nucleo familiare (ANF–

DIP)”;

23. Print of Modification Family Members “Modello variazioni assegno nucleo famigliare”;

24. Print of automated Mandatory Employee Report of Occupational Status for Human

Resources “Libro Unico del Lavoro”;

25. Print of details on Maternity Leave/Sick Leave reimbursements and integrations

“Prospetto liquidazione malattia/maternità”;

26. Print of Statement of Responsibility for Blood Donors “Modello di dichiarazione di responsabilità per i donatori di sangue”;

27. Print of list of employees with Breast Feeding Leave “Prospetto dipendenti con riposi per allattamento”;

28. Print of Statement of Medical Examination for children under 8 years old “Modello di dichiarazione visita medica per minori”;

29. Print of Details on End of Employment Pay/ Advance EEP Pay “Prospetto liquidazione TFR al licenziamento/acconti/anticipazioni” ;

30. Print of Employee Tax Report upon request or on termination “CU a richiesta o al licenziamento”;

31. Management and print of notes on tax report “Gestione e Stampa Note Modello CU”

32. Print of tax report “Stampa Modello CU con Annotazioni”;

33. Print of list of employees receiving the yearly tax report “Stampa Elenco Dipendenti che hanno ricevuto il modello CU”;

34. Management and Print of Social Security Data report “Gestione e Stampa Dati

Previdenziali CU (ex Modello O1/M)”;

35. Print list of tax codes paid “Stampa totalizzazione tributi per codice”;

36. Print Financial Account “Bilancino contabile suddiviso per stabilimento, centri di costo, reparti, qualifiche”;

37. Print of Pay Codes Summary “Riepilogo delle voci retribuzione” (per stabilimento, centri di costo, reparti, qualifiche, matricola);

38. Print Individual Cost Statement “Prospetto costi individuali suddiviso per stabilimento, centri di costo, reparti, qualifiche”;

39. Print Cost to the Governament divided by employee “Prospetto costo mensile della manodopera”;

40. Print Net Amount Salaries “Prospetto retribuzioni nette”;

41. Print Salaries Statement divided by Bank “Distinta competenze suddivisa per banche”;

42. Generating file for salaries payment through Home Banking “Creazione flusso per gestione automatizzata Home Banking”;

43. Print Statement for Accrued TFR “Distinta nominativa accantonamenti TFR”;

44. Print Accrued Cost “Prospetto accantonamenti progressivi (per stabilimento, centri di costo, reparti, matricola, qualifiche)”;

45. Print Withholding Union “distinta trattenute sindacali”;

46. Print Statement of Complementary Retirement Funds “Fondi Previdenza

Complementare Utilizzati dalla Ditta”;

47. Print Statement Supplemental Health Insurance” Fondi Sanitari Utilizzati dalla

Ditta”;

48. Print of Form F24 “Stampa modello F24versamenti unificati”;

49. Print of organizations with unused credits “Lista ditte con crediti non compensati (nel

Modello F24)”;

50. Management of DM10 form, file generation and print “Gestione Modello DM10 e stampa modello cartaceo e creazione flusso per invio telematico”;

51. Print of employees with residual tax credits (730) and proportional reimbursements

“Stampa dipendenti con riproporzionamento Crediti 730 per Incapienza Imposte”;

52. Print of monthly payments to Complementary Retirement Funds “Stampa Prospetti mensili fondi di previdenza complementare”;

53. Print of monthly payments of end of employment paid to Social Security Institute

“Stampa mensile versamenti al fondo Tesoreria INPS”;

54. Print of deadlines for relevant employees events “scadenzario eventi dipendenti”;

55. Print the monthly list of employees with children over 18 years old “Elenco dipendenti con figli a carico compienti i 18 anni” (Gestione A.N.F.);

56. Print the monthly list of employees with children over 3 years old “ Elenco dipendenti con figli a carico compienti i 3 anni” (Detrazione d’Imposta);

57. Management data for yearly tax income 770 report “Modello 770 ordinario e semplificato”;

58. Print of yearly calculation and payment of injury on the job insurance

“Autoliquidazione INAIL”;

59. Print of detailed INAIL calculations “Dettaglio Calcoli INAIL”;

60. Print of INAIL Totals “Stampa Totali INAIL”;

61. Print of Base Calculation INAIL “Dati INAIL Dipendente e Basi di calcolo”;

62. Calculation of the amount due to INAIL “Calcolo Premio, Ricalcalo Interessi, Stampe

Autoliquidazione INAIL”;

63. Print of Salaries Form also on 1031 Form“Modulo per la Dichiarazione delle

Retribuzioni anche su modello 1031”;

64. Print of 17% payment tax deposit and balance on End of Employment “Prospetto

Imposta Sostitutiva 17% TFR: calcolo acconto e saldo –importi” IAW Article 11 of the Advance payment of Italian Income Tax on End of Employment Pay for Local

National Employees of the U.S. Forces in Italy and Article 1, Para 623 effective 23

December 2014;

65. Print of residual credit tax income “Lista crediti residui Irpef al 31/12 dell'anno

Precedente”;

66. Management of general tables “Gestione Tabelle Generali”;

67. Print and view of pay codes “ Stampa Voci Paga”;

68. Print and view of tables rates contribution “Tabella Contributi INPS”;

69. Print of tax table: State, Regional, Municipalities rates“Tabella Aliquote Regioni, Province, Comuni”;

70. Print Tables of: Nationality, INPS codes, Statistical Code, Events Codes, Union

Codes, Bank Codes, Family Allowance Amount, Income Brackets, Revaluation End of Employment, Tribute Delegation Codes “Nazionalità, Qualifiche INPS, Codici

Statistici, Causali Eventi, C.A.A.F, Codici ABI e CAB, Importi A.N.F, Scaglioni di

Reddito, Rivalutazione T.F.R, Codici Tributo Delega F24”;

71. Print of Base calculation for Complementary Retirement Funds “Tabella Imponibili per Fondi Previdenza Complementare”;

72. Print of Social Security Contribution Rates, National minimal/ceilings “Tabella

Minimali Contributivi”;

73. Print of tables code divided by Facility, Department, LN number,“Tabella Codici

Conto per Stabilimento, Centri di Costo, Reparti, Matricola”;

74. Print of Tables Contribution Codes F24 “Tabella Causali Contributo Sez. 3 F24”;

75. Print of Tables Offices “Tabella Enti e Sedi Sez. 6 Parte II F24”;

76. Print of Tables Contribution Codes F24” Causali Contributo Sez. 6 F24”;

77. Print of Calendar Tables “Tabella Sigle Calendario”;

78. Print of Tables Reference Period for communication and media overtime hours

“Tabella Periodo di Riferimento per Comunicazione e Media Ore Straordinari”;

79. Print of Supplementhal Health Insurance Tables “Fondi Assistenza Sanitaria”;

80. Print of Pay Code Classification Tables “Tabella Classificazione Voci Paga”;

81. Print of INPS codes new hiring “Tabella Tipi Assunzione INPS”;

82. Print of INPS codes termination employees “Tipi Cessazione INPS”;

83. Print of Tables Family Allowance “Tabella Codice Assegno al Nucleo Familiare”;

84. Print of qualification codes “Codici Qualifica INPS ai fini EMENS”;

85. Print of overtime and allowance codes “Stampa Straordinari e Maggiorazioni”;

86. Print of employees Awards Accrual and Progressive Award “Rateo e progressivo

Premi per i Dipendenti”;

87. Print and Calculation of Household Composition “Composizione Nucleo Familiare e

Calcolo importo assegno”;

88. Print of Household Composition for tax purpose “ Situazione Carichi Famiglia ai

Fini Fiscali”;

89. Print of Family Allowance List “lista importi assegni nucleo familiare”;

90. Print of data 730 (annual income tax return) “Stampa dati modello 730Anno XXXX

Ordinario/Integrativo/Rettificativo”;

91. Print of details 730 Form “Dettaglio Modello 730”

92. Print of Sick Leave reimbursements and integrations “Gestione Liquidazione

Carico INPS (Malattia o Maternità)”;

93. Calculation and Print of end of employment “Calcolo Liquidazione T.F.R.”;

94. Print of fixed Pay Codes “Tabella Sigle Fisse Calendario”;

95. Print of L.U.L. codes “Stampe Sigle Libro Unico”;

96. Print of Archived Data “Stampa Archiviazioni Dati”;

97. Management of Backup Months “Gestione Salvataggi Mesi Precedenti”;

98. Print of End of Month “Stampe Chiusure Mese”;

99. Print of LES “Stampa Cedolini Ditta”;

100. Print of Annual leave previous year “Controllo Ferie Anni Precedenti”;

101. Print of Annual leave balance “Stampa Prospetti FERIE/PIR/ROL”;

102. Print of in and out “Stampa Registro Presenze”;

103. Control Agencies Processed “Controllo Ditte Elaborate”;

104. Print of elaborated paystubs “Stampa Elaborazioni del Mese”;

105. Print list of employees statements “Stampa Distinta Anticipi”;

106. Absence Maternity Leave “Assenza Congedo Parentale”;

107. Anticipated, Mandatory and Optional Maternity Leave. “Maternità Anticipata , obbligatoria e Posticipata”;

108. Reimbursement of Indemnity “Rimborso Indennità”;

109. Night Work Communication;

110. Over Time Communication “Comunicazione DPL Straordinario”;

111. Print of Absence hours “Stampa ore Assenteismo”;

112. Print of Uniemens Control before sending to INPS “Stampa Uniemens di controllo”;

113. Print of File XML “Stampa file XML”;

114. Print of Attendance Calendar “Controllo Presenze Calendario”;

115. Print of “Controllo Ferie Anni Precedenti”;

116. Print of Pay Percentage “Percentuali Paga”;

117. Print verification Pay Percentage “Controllo % Part-Time, Tipo Rapporto”;

118. Print of Accrued Cost “Prospetti Costi ratei”;

119. Print form Work-Related Stress “Valutazione Stress lavoro Correlato”;

120. Generating File For Home Banking “Creazione Flusso Stipendi per Home

Banking”;

121. Print List of Net Amounts “Stampa Lista Netti”;

122. Print result of Tax Reimbursement “Comunicazione per la Ricezione in via telematica dei dati relativi ai modelli 730/4 resi disponibili dall'Agenzia delle

Entrate”;

123. Print F24 data “Dati Modello F24”;

124. Print of “Ravvedimento Operoso”;

125. Print summary “Riepilogativa Ravvedimenti”;

126. Print control list F24 form “lista di controllo modello F24”;

127. Generating home banking file for F24 payment “creazione file home banking per modello F24”;

128. Accrual Listings;

129. Accounting Classification;

130. Payment Orders;

131. Nonrecurring pay items;

132. Leave balance;

133. Union leave.

d. ADMINISTRATION OF TABLE AND PARAMETERS

A file of table and parameter which are modified according to the conditions of employment and Italian law and affect the following tasks:

1. 1092 Report

2. Accounting classification

3. Bonus and Accrual listings

4. Leave balance and hours for sickness

5. Union Leave report

e. ADMINISTRATION OF EMPLOYEE FILE

Contains all the data pertaining to each employee to include: name, address, social security, contribution, tax amounts, family allowance, etc… As well as the following:

1. Temporary assignment and expiration date;

2. Type of employee (firefighter, rotational shift, part-time);

3. Expiration date related to:

a. Temporary assignment of duty (TAD)

b. Termination of trial period

c. Termination of leave without pay

d. Reaching the 18 th year of age (family allowance)

4. A conventional service computation date as well as the actual data.

5. The number of salary component factors must not be less than eleven (11).

8. FUTURE HOSTED PAYROLL PROCESS

An example of the required Future Hosted Payroll Process chart is attached.

Below is a breakdown of the requirements by user type and processes:

a. Employee: The Employee shall input and validate their timecard online via the hosted payroll program. The employee shall update and make changes to their timecards online via the hosted payroll program. The employee shall approve their timecards. The employee shall have substantiating record capabilities in order to upload supporting documentation with their timecard online via the hosted payroll program.

b. Timekeeper: The Timekeeper shall input and update timecards as necessary on behalf of the employee online via the hosted payroll program.

c. Supervisor: The Supervisor shall validate and update timecards as required for their employees online via the hosted payroll program. The supervisor shall approve timecards for their employees online via the hosted payroll program. The supervisor shall validate supporting documentation uploaded by the employee or timekeeper in reference to the timecard online via the hosted payroll program.

d. Civilian Pay Technician: The Civilian Pay Technician shall run reports, validate timecards, validate supporting documentation, adjust/correct timecards as required to ensure proper payment, and return timecards for corrections for all employees identified in the hosted payroll program. The Civilian Pay Technician shall provide and update employee, timekeeper, and supervisor accesses to the hosted payroll program.

e. Civilian Pay Supervisor: The Civilian Pay Supervisor shall complete employee personnel actions and updates as required online via the hosted payroll program. The Civilian Pay

Supervisor shall validate overall payroll, close payroll, pull a payroll file, and submit for payment via the hosted payroll program. The Civilian Pay Supervisor shall produce reports, upload accounting data specific to each employee, and complete an audit of the payroll process online via the hosted payroll program. The Civilian Pay Supervisor shall provide and update employee, timekeeper, and supervisor accesses to the hosted payroll program.

9. FUNDING

The contract will be funded with Appropriated and Non-Appropriated Funds. The cost will be split based on the numbers of employees funded with Appropriated or Non-Appropriated

Funds. The breakdown shall be provided to the contractor by the 31 Fighter Wing.