The Vendor is required to provide for a financial and human resource enterprise resource planning solution.
- The following modules are utilized in LINQ: Financial Accounting, Check Reconciliation, Accounts Receivable, Fixed Asset, Human Resource System, Payroll Processing and Procurement.
- Deployed a number of third party systems for specific functions, including time and attendance (Time Clock Plus), applicant tracking (Frontline Recruiting and Hiring), and document management (AppEnhancer).
- Software Modules
• General ledger
• Budgeting
• Accounts receivable & invoicing
• Cash receipts
• Accounts payable
• Employee expense reimbursement
• Position control
• Payroll
• Time and attendance
• Purchasing
• Fixed assets
• Grant & project accounting
• Student activity accounting
• Human resources
• Benefits
• Employee self-service
• Applicant tracking
• Professional development (optional)
• Performance management
- Implementation Plan
• Project management
• Change management
• Software installation
• Software configuration
• Report and dashboard development
• Data conversion
• Integrations and interface development
• Training
• Testing
• System documentation
• Knowledge transfer
- Monitoring for, reporting on, and proactively mitigating impact of resistance to change
- Monitoring the implementation and adoption of change
- Routine reporting needs to be performed without impacting the performance of the transactional system. It is also expected that the system will provide the ability to upload and download information ensuring integrity of uploaded information.
- System requirement:
• Ability to adjust an invoice to reflect damaged goods received and returned, unapplied discounts, etc.
• Ability to annotate on invoices / POs / payments during approval workflow
• Ability to report on inactive vendors with no activity within a definable time period for potential purging/clean-up
• Ability to track local business, minority-owned, and women-owned business status within vendor records
• Ability to track parent/child vendor relationships (i.e. a vendor with many sub-companies)
• Ability to generate a 'pre-check run' report for review prior to final disbursement.
• Ability to provide AI-powered review tools for automated review/validation of invoices, P-card transactions, and expense reimbursement requests
• Ability to capture an audit trail for check payments including who entered and approved each payment and when.
• System prevents processing of invoice payments to salary accounts.
• System provides the ability to hold payments on any specific open item or for all invoices of a particular vendor.
• System provides ability to automatically liquidate encumbrances for invoiced purchase orders
• Ability to recall an issued or drafted invoice, adjust terms or amounts, and reissue to a customer without needing to re-start with a new invoice
• Ability to write-off unreceived/unrecognized revenue and apply effects automatically to related cost centers
• Ability to attach supporting documentation to an invoice prior to issuing to a customer, and to save supporting documentation along with the invoice record in history
• Ability to define custom invoice numbering schemes and rules
• Ability to provide standard invoice templates common for school districts out-of-box (i.e. grant reimbursement, facilities rental, student/parent fees) and also allow for creation of custom templates
• Ability to support decentralized invoice entry where schools/departments create invoices that are routed through central finance for approval and issuance to customers
• System provides intuitive invoice designer/creation wizard that allows for creation of invoices with account and invoice number, amount due, date due, customer's name and address, line items, description, etc.
• System maintains payment history for all customers, including invoice information, past payments, dates, and outstanding invoices and payments
• System maintains records of customer information, including names, addresses, contact info, payment information, etc.
• Ability to accept credit card payments in a PCI compliant method
• Ability to add credit card processing fee to credit card transactions
• System is able to receive payments of multiple types (including checks, currency, ACH, wire, credit card)
• Ability to flag or report on accounts that should be sent to collections based on definable criteria/rules
• Ability to split/spread invoice amounts between multiple cost centers, accounts, locations, etc. based on type, category, or other definable rules/criteria
• System provides ability to view and inquire on invoicing/billing history, including drill-down capabilities
• System supports recording of revenues received (by various methods), matching against invoice, and integration/posting to general ledger
• Ability to provide standard templates for cash receipts out-of-box for common deposit types in K-12, and for administrators to design custom templates
• Ability to calculate years of service based on a date field (e.g., as of a certain day)
• Ability to perform update of employee benefit enrollment status for each benefit plan
• Ability to automatically adjust benefits premiums and deductions when an employee begins a leave of absence (with notifications to benefits administrators)
• Ability to receive retirement plan enrollment and contribution change files (401(k), 457, 403(b)) from providers/portals and automatically update payroll deductions, replacing email/PDF workflows.
• Ability to generate an 834 file for reporting to carriers with either all enrollees or just changes in enrollment during a specific time period.
• Ability to allocate budgeted amounts across accounting periods by dollar amount, percentage, or prior year actual spread results
• Ability to define thresholds beyond which spending is prohibited for a particular account (including hard and soft thresholds)
• Ability to manage/work on multiple years' budgets at the same time within the system
• Ability to save many what-if scenarios within the system for reporting/comparison without actually amending the budget
• Ability to generate alerts to budget owners and administrators when definable budget thresholds are approaching or exceeded
• Ability to provide a budget book builder tool with visualization and presentation components for creating board and public facing versions of budgets
• Ability for unusual expense entries or patterns to be flagged and for supervisors to be notified
• Ability for employees to view the status of all current and historical expense reimbursement requests (submitted, in review, reimbursed)
• Ability for employees to enter a status change or life event (including upload of evidence/documentation) and update/modify benefits if eligible
• Ability for employees to use a paycheck calculator function that allows them to see what potential deduction changes would do to their pay prior to submission
• Ability to provide 12 month ESS access to separated employees for receiving tax forms/W2s
• Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories
• Ability to allow increases in asset values when asset lives have been extended due to asset remediation or preventive maintenance of an asset.
• System is designed for portability, allowing it to be easily deployed across different environments, including other cloud hosting environments, on-premises, and hybrid environments, without significant modifications
• System supports integration with iPaaS (Integration Platform as a Service) solutions to streamline and manage complex integrations
• System supports the Ed-Fi data model to ensure standardized data exchange and interoperability within the education sector
• System provides low latency by utilizing edge computing and content delivery networks (CDNs) to deliver fast response times.
- Contract Period/Term: 5 years
- Pre-Proposal Conference (Non-Mandatory) Date: February 11, 2026
- Questions/Inquires Deadline: February 13, 2026
