The vendor required to provide payroll and human resources software solution for the replacement of the current payroll, employee onboarding, training and scheduling and recruitment solutions.
- Requirement:
1. Employee experience
• Ability for administrator to assign user and role defined permissions within each module without vendor development or programming.
• Self-service – employees can view and print pay advice slips, and t4s.
• Self-service – employees can view work schedule, record time (clock in and clock out).
• Self-service – employees can request time off.
• Manager self–service – review and approve and decline time off requests and approve and revise (correct) timesheets.
• Manager self -service – able to create employee job scheduling.
• Solution allows robust ad-hoc, user defined reporting.
• Solution includes commonly used standard reports. Provide list of standard reports with samples.
• Metrics dashboard with ability to pull and convert data to excel.
• Maintain employee demographic data for all employment-related details (e.g. Birth date, employee number, gender, hire date, contract information).
• Maintain historical data for current and former employees (e.g. Names, employment, job and assignments, performance rating, status and pay).
• ability to classify employees using different criteria: employment type, benefit eligibility, pension eligibility, etc.
• Employee records are transferable between business units without need to recreate the record (changing job roles or departments).
2. Recruitment
• Application submissions completed and submitted via web interface.
• Collects and organized all applications by requisitions.
3. Training and onboarding
• Ability to upload specific training materials
• Onboarding and offboarding with digital forms
• Ability to create an onboarding and offboarding checklist.
• Ability to track employee required training and provide alerts to supervisor for overdue training.
4. Scheduling
• Ability to set up multiple rule sets to accommodate collective bargaining agreements or employee categories.
• Ability to schedule employees to work at multiple locations and at different hourly rates within the same pay period, ensuring that hours do not exceed work hours.
• Alert schedulers when hours exceed set hours allowable per pay period.
• Ability to set up automatic alerts for rule violations, such as clock in/out early/late, exceeding overtime banking cap, convert bankable hours to paid, etc.
• Ability to create schedules for the season, or the entire year, along with a vacation plan.
5. Time and attendance
• Allow employees to punch in and out using a software-based interface (“virtual timeclock”).
• Ability to assign time worked against particular codes
• Ability to assign, approve and pay multiple shift premiums to an employee based on hours worked, schedule and policy and cba rules, within a pay cycle.
• Requested time off is added automatically to timesheet.
• Ability to track salaried overtime and sick time separately, including bi-weekly reporting to direct supervisor.
• Ability to track and repost over-time worked and refused.
• Automatic bank (vacation, sick, float, overtime) entitlements and carry over calculations based on user defined rules.
• Workflow approval processes are included for time off management.
6. Payroll – general
• Solution allows multiple WSIB rates, benefit pay codes, earning codes and deduction codes.
• Payroll staff can set up and maintain pay codes as required without requiring vendor service or support.
• Solution allows payment types, e.g., Salary, hourly, firefighter, committee member, councilor.
• Solution allows earning distribution. e.g., Split among multiple departments.
• Ability to configure deductions to be applied pretax
• Solution to follow legislative changes such as tax (tax tables), CPP and EI, rates, basic personal amount, and remittance requirements.
• Generates roe data for terminated employees or on request.
• Sends to service directly or generates upload file to web xml format.
• Ability to accept employee reimbursements and include in payroll payment to employee.
• Remits deductions to appropriate authority.
• Automatically or generates report stating amount to be remitted.
• Tracks YTD amounts by pay code, occupation codes, pay period, etc. For each employee.
• Calculate pension adjustment for t4
• All pay codes (earning, benefit, deduction) can be override by the payroll administrator.
• Variance analysis – can provide variance reports for each pay cycle (budget compared to actuals)
7. Payroll – taxes and year-end
• Provides all necessary end of year payroll processing reports.
• Can produce accurate t4 tax documents on appropriate t4 box coding.
• Allows payroll staff to create, print and amend t4s.
8. Payroll – processing
• Salaried employee hour and pay values can automatically be generated by the solution.
• Hourly employee hours worked can be imported from scheduling and time and attendance module.
• Ability to process multiple pay for each employee on a single pay period. E.g., regular weekly pay, plus lump sum, retroactive, etc.
• Solutions can track and process employees’ pay with multiple pay rates and multiple departments and cost centers.
• Supports and maintains overtime and pay specific rules including legislative-specific rules.
• Solution allows for deposit to multiple bank accounts.
• Solution provides pre-payroll registers and audit reports prior to final processing.
• Provides online pay statements to employees without creating paper statements.
• Solution able to generate a manual bank transfer file or provider is able to submit payment on behalf of the municipality.
• Provide an employee change report providing an audit trail of additions, changes and deletions of basic employee information and employee salary information and salary history.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 6, 2026
