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					                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                           Vendor
Function   Req #          Requirement                                       Needs Detail                                Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                         Yes    No
Setup      PRRQ-00001     Provide for accurate and flexible payroll
                          data entry and reporting that supports
                          annual, monthly, daily, hourly and on time                                                                             X
                          stipend type of earnings and the retirement
                          bases of those earnings.
           PRRQ-00002
                          At a minimum accommodates the following
                          SDCOE payroll cycles: each month there is
                          a regular end of the month payroll, a payroll                                                                          X
                          on the 5th of the month and two additional
                          supplemental payrolls during the first 9 days
                          of the month.
           PRRQ-00003     Ability to electronically archive, retrieve and
                                                                                                                                                 X
                          manipulate payroll records.
           PRRQ-00004     Notes field available on all screens.
           PRRQ-00005
                          Automated tracking of retiree’s payments to                                                                            X
                          vendor for benefits continuation.
           PRRQ-00006
                          Ability to open multiple screens at a time.
           PRRQ-00007     Hire date and Retiree dates are non
                          changeable date fields. Include a Adjusted
                          Service Date field for start date
                          modifications.
           PRRQ-00008     Ability to easily locate empty/vacant
                          position numbers that have never been
                          assigned.
           PRRQ-00009     Ability to stop an employee from working in
                                                                                                                                                 X
                          specific positions.
           PRRQ-00009.1                                                     For example: Poway's contract states
                                                                            that any employee that has a contract
                                                                                                                                                 X
                                                                            with the district can not work in a "Noon
                                                                            Duty" position.
           PRRQ-00010
                                                                                                                                                 X
                          Position field to be numerical to six digits.
           PRRQ-00011     Ability to store a salary schedule specific to
                                                                                                                                                 X
                          an employee's category.
           PRRQ-00012     Ability to search for an employee by just
                          part of the name or last name and first
                          initial.



                                                                                                                   1                                                                                 10/26/2011 10:17 PM
                                                                        Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                         Vendor
Function   Req #          Requirement                                     Needs Detail                                Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                       Yes    No
           PRRQ-00013     All screens to be consistent for data entry
                          purposes i.e. always start with entering
                          employee ID.
           PRRQ-00014
                          Provide a flexible and accurate payroll
                          process that supports annual, monthly, daily,
                          hourly and one time stipend earnings. Also                                                                           X
                          provides for accurate retirement calculation
                          depending on the Retirement system the
                          employee is a member of.
           PRRQ-00015     Provides a new employee entry workflow
                          that walks the user through the screens and
                                                                                                                                               X
                          data fields required for entering a new
                          employee.
           PRRQ-00015.1                                                   The workflow is definable by each
                                                                          district. Have provisions to add
                                                                          employee data, position data, attach
                                                                          employee to a position number, attach
                                                                          employee position to an expense                                      X
                                                                          distribution; attach employee position to
                                                                          stipend if applicable, set up employee
                                                                          benefit/deductions.

           PRRQ-00015.2                                                   All predetermined fields are required to
                                                                          be populated prior to adding a new                                   X
                                                                          employee.
           PRRQ-00016     Provides for both types of employee and
                          dependent identification, Social Security
                          number and Employee ID number.
                                                                                                                                               X
                          Employee ID is system generated one per
                          employee across all districts.

           PRRQ-00016.1                                                   Employee Dependent ID could be
                                                                          Employee ID+sub number.
           PRRQ-00017
                          Provides a automated checklist for new hire
                          employees that contain a flexible listing of
                                                                                                                                               X
                          any forms, policies, procedures that require
                          a response by the employee or verification
                          by the district.



                                                                                                                 2                                                                                 10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                             Vendor
Function   Req #          Requirement                                       Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                           Yes    No
           PRRQ-00017.1                                                     For example: If a retiree comes back to
                                                                            work they must have a completed I-30                                   X
                                                                            form on file.
           PRRQ-00018     Ability to pay employees that are currently
                          only working 10 months and elect to receive
                                                                                                                                                   X
                          12 monthly payroll warrants. This is known
                          as 10/12 pay.
           PRRQ-00018.1                                                     Employees working 10 months have an
                                                                            option of receiving 12 warrants. Each
                                                                            month 16.66 % of their net is deposited
                                                                            in a trust fund. In the month of July and
                                                                                                                                                   X
                                                                            August, the trust fund releases the funds
                                                                            onto two equal payments for the
                                                                            employee, one in July and one in
                                                                            August.
           PRRQ-00019     Ability to pay employees that are currently
                          only working 11 months and elect to receive
                          12 monthly payroll warrants. This is known
                          as 11/12 pay.
           PRRQ-00020     System provides for a full range of
                          employee and employer deductions. If
                          certain limits apply, there is sufficient                                                                                X
                          tracking ability to determine if limits are met
                          or exceeded.
           PRRQ-00020.1                                                     i.e. IRS set limit for 403b and 457
                                                                                                                                                   X
                                                                            contributions
           PRRQ-00021     Ability to allow for setup, tracking and
                          payment of dependents and post                                                                                           X
                          employment COBRA benefits.
           PRRQ-00022     Ability to mass change various aspects of
                          deductions, such as, employer and/or
                          employee amounts and changing medical
                          provider.
           PRRQ-00023
                          Link between the retirement edit
                          combination that is being used in
                                                                                                                                                   X
                          conjunction with the earnings, retirement
                          system and pay calendar. These
                          combinations are controlled by SDCOE.




                                                                                                                      3                                                                                10/26/2011 10:17 PM
                                                                    Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                     Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00023.1                                                   When payroll runs ensure that
                                                                                                                                                X
                                                                          retirement is correctly calculated.
           PRRQ-00024     Ability to view an employee tax and
                          retirement subjectivity.
           PRRQ-00025
                          Capability of user defined edits that prevent
                          common errors from happening, such as, a
                                                                                                                                                X
                          member of STRS should not have Social
                          Security, and student earnings are exempt
                          from State Unemployment Insurance.
           PRRQ-00026     Ability to enter, retrieve and report on note
                          fields on all screens.
           PRRQ-00027     Ability to copy down all fields when
                                                                                                                                                X
                          entering time transactions.
           PRRQ-00028     Screens provide pull down menus for table
                          data and functions; and have numerous                                                                                 X
                          search and listing functions.
           PRRQ-00029     Provides a termination workflow that walks
                          the user through the screens and data fields
                                                                                                                                                X
                          required for terminating an employee.

           PRRQ-00029.1                                                   The workflow is definable by each
                                                                          district. The process has provision to
                                                                          continue employer benefits, COBRA,
                                                                          delete earnings and deductions that no
                                                                                                                                                X
                                                                          longer valid, stop direct deposit,
                                                                          terminate any associated employee
                                                                          additional pays and stop future
                                                                          payments.
           PRRQ-00029.2                                                   All district predetermined fields are
                                                                          required to be terminated prior to                                    X
                                                                          terminating an employee.




                                                                                                                   4                                                                                10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                           Vendor
Function   Req #          Requirement                                      Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                         Yes    No
           PRRQ-00030     Re-hiring a retiree workflow that walks the
                          user through the required screens and data
                          entry fields. The process ensures that a
                          certificated retiree cannot be hired back in a
                          classified position and they cannot be set up                                                                          x
                          in the system prior to submitting an I-30
                          (Certification of freedom from Contagious
                          or infectious disease) Form.

           PRRQ-00030.1                                                    The workflow is definable by each
                                                                                                                                                 X
                                                                           district.
           PRRQ-00031     Ability to pay terminated employees salary
                          and benefits who have been separated for                                                                               X
                          more than 180 days.
           PRRQ-00032     Users to have various levels of access
                          determined by authorization form. The
                          setup of levels of access is a simple, screen                                                                          X
                          driven process. Districts only have access to
                          their own data.
           PRRQ-00033     Ability to create a pay warrant on demand.                                                    See
                                                                                                                        Appendix...EdCode        X
                                                                                                                        45167
           PRRQ-00034     System provides a method for cancelling
                                                                                                                                                 X
                          warrants.
           PRRQ-00034.1                                                    The cancellation will reverse the whole
                                                                           warrant and adjust the employee’s
                                                                           month to date totals, employee’s pay
                                                                           history and the general ledger at both the
                                                                           district and SDCOE. Detail and                                        X
                                                                           summary reports are available for
                                                                           cancellation of direct deposit, cancelled
                                                                           warrants and pay history adjustment.

           PRRQ-00035     The option to create a replacement warrant
                                                                                                                                                 X
                          for cancelled or lost warrants.
           PRRQ-00036     Ability for monthly and quarterly tracking of                                                 See Appendix...
                                                                                                                                                 X
                          time worked and rates.                                                                        EdCode 45137
           PRRQ-00037     Ability to sort warrants and W-2's by
                          different location codes.




                                                                                                                   5                                                                                 10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                       Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00038     Ability to be flexible enough to accept the
                          different bargaining unit parameters that are                                                                         X
                          negotiated by district.
           PRRQ-00039     Ability to electronically archive, retrieve and
                          manipulate payroll records. Ability to input,
                          store and report on unlimited years of
                          payroll and position control historical
                          information on-line including salary,
                          position, benefits and expenditure
                          information for all employees based on all
                          changes.
           PRRQ-00040     Automation of the distribution,
                          encumbering, disencumbering, allocation,
                                                                                                                                                X
                          transferring of salary expenses. All updates
                          to be real time.
           PRRQ-00040.1                                                     For example: payroll, benefits, employer
                                                                            paid expenses.
           PRRQ-00041     Ability to set up employee fixed schedules
                          based on individual bargaining units.
                                                                                                                                                X
                          Audit/edit/recalculation of time
                          functionality.
           PRRQ-00042
                                                                                                                                                X
                          Ability to reactivate a terminated employee.
           PRRQ-00043     Ability to track and notify when employee Specified by Bargaining unit
                          reaches the maximum number of hours for
                          their classification.
           PRRQ-00044     Ability to track substitutes time and sends
                          notification to their direct supervisor when
                          they are close to reaching their authorized                                                                           X
                          amount of time worked as defined by district
                          policy.
           PRRQ-00045
                          Work calendars are easy to set up and show
                          the year at a glance. Linking with the salary                                                                         X
                          schedule so that earnings and retirement
                          base are correctly generated in Payroll.
           PRRQ-00046
                          Calendars provide the ability to define work                                                                          X
                          vs. pay months and work vs. paid days.




                                                                                                                  6                                                                                 10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                     Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00047     Calendars allow integration with mapping to
                                                                                                                                                X
                          Substitute-calling systems.
           PRRQ-00048     Provision for various types of paid and
                          unpaid days such as holidays, recesses, staff                                                                         X
                          development, etc.
           PRRQ-00049     Provides accurate and complete online
                          salary calculations so that users can verify
                                                                                                                                                X
                          the accuracy of hourly, daily, monthly and
                          annual salaries.
           PRRQ-00050
                          Automatic calculation and posting of payroll
                          encumbering for all salary and benefit costs                                                                          X
                          with automatic adjustment of encumbrances
                          when payroll data is modified.
           PRRQ-00051
                                                                                                                                                X
                          Ability to set up employee's direct deposit.
           PRRQ-00052     Ability to cancel ACH transactions.                                                                                   X
           PRRQ-00053     Accurate computation of taxes based on
                                                                                                                                                X
                          Federal and State tax tables.
           PRRQ-00053.1                                                   Uses the annual State and Federal tax
                                                                          tables updated and maintained by
                                                                          SDCOE. Allows entry of new tax tables
                                                                          and any rate changes with a future                                    X
                                                                          effective date including an effective date
                                                                          in a future calendar year.

           PRRQ-00054     Ability to withhold additional Federal and
                                                                                                                                                X
                          State taxes.
           PRRQ-00055     Upon setting up a employee, the user is
                          notified if the employee is already a member
                                                                                                                                                X
                          of a Retirement program and which program
                          they were in.
           PRRQ-00055.1                                                   Example: if there is a substitute that was
                                                                          in the STRS Retirement program and is
                                                                          now coming back to work, the system
                                                                                                                                                X
                                                                          indicates that the employee was
                                                                          previously in the STRS program.




                                                                                                                  7                                                                                 10/26/2011 10:17 PM
                                                                       Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function      Req #          Requirement                                    Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
              PRRQ-00055.1                                                  Example: if there is a substitute that was
                                                                            in the STRS Retirement program and is
                                                                            now coming back to work, the system
                                                                                                                                                  X
                                                                            indicates that the employee was
                                                                            previously in the STRS program.

              PRRQ-00056     Ability to automatically route forms to
                             SDCOE Retirement, Payroll Audit,
                                                                                                                                                  X
                             Financial Accounting and Human
                             Resources.
              PRRQ-00057     Extra pay types and codes to extend out to 4
                             digits. Current system limitation is two
                             digits.
              PRRQ-00058
                             Vendor Sub codes to extend out to 3 digits.
                             Current system limitation is two digits.
              PRRQ-00059
                                                                                                                                                  X
                             Ability to view employee's garnishments
              PRRQ-00060     Ability to see employee Garnishments Log
                             history
              PRRQ-00061     Provides for flexible and date driven rate
                                                                                                                                                  X
                             changes to be modified at any time.
              PRRQ-00062     Provides a record for the SDCOE to set
                             guidelines for a district regarding type of
                                                                                                                                                  X
                             retirement systems, ID numbers, type of
                             payroll taxes, etc.
              PRRQ-00063     Provides the capability for SDCOE to
                             establish and control guidelines for all
                                                                                                                                                  X
                             districts such as object codes that can be
                             used for Payroll.

Adjustments   PRRQ-00064     Calculates and posts payroll real time
                             encumbering for all salary and benefit costs
                             with automatic adjustment of encumbrances                                                                            x
                             when payroll is processed.

              PRRQ-00065     Provides a method to adjust employee’s pay.
                             These adjustments could be positive or
                             negative. Must take into account and update                                                                          x
                             employees history and retirement records.



                                                                                                                    8                                                                                 10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                           Vendor
Function   Req #          Requirement                                       Needs Detail                                Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                         Yes    No
           PRRQ-00066     Ability to automatically calculate
                          overpayments to determine either how much
                          the employee owes the district or the amount
                          the district owes the employee.

           PRRQ-00067     Ability to enter unlimited adjustments
                          without incorrectly impacting employee's
                          warrant.
           PRRQ-00068     Districts to have the ability to view worker's
                          compensation abatements for employees.

           PRRQ-00069     Ability to set up salary schedules that are
                          flexible in length and width, or ranges and
                                                                                                                                                 X
                          steps, allowing for various descriptions of
                          each.
           PRRQ-00070     Salary schedules provide for identifying the
                          schedule as annual, monthly, daily and
                          hourly pay; and allows for the entry of the                                                                            X
                          corresponding annual, monthly, daily and
                          hourly amounts.
           PRRQ-00071     Salary schedules can be updated through an
                                                                                                                                                 X
                          upload from an Excel spreadsheet.
           PRRQ-00072     Salary schedule amounts can automatically
                          be increased and decreased following
                          spreadsheet formulas. Changes can be
                          effective both at the beginning of the year
                                                                                                                                                 X
                          and mid-year. Salary schedule increases and
                          decreases can be done by either a percentage
                          or flat dollar amount.

           PRRQ-00073     Ability for an individual and Mass
                          retroactive pay calculation process that can
                          calculate the pay due to a retroactive pay                                                                             X
                          change for current fiscal year and prior fiscal
                          years.
           PRRQ-00073.1                                                     Ability to accommodate both mid-year
                                                                            salary adjustments and Collective
                                                                                                                                                 X
                                                                            Bargaining Unit salary modifications.




                                                                                                                    9                                                                                10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                         Vendor
Function   Req #          Requirement                                      Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                       Yes    No
           PRRQ-00073.2                                                    Ability to make changes for position
                                                                           earnings, supplemental earnings and
                                                                                                                                               X
                                                                           stipends as well as off schedule salary
                                                                           bonuses.
           PRRQ-00073.3                                                    Ability for retroactive pay to be
                                                                           modified, if necessary, and is
                                                                           automatically posted onto the system to                             X
                                                                           eliminate manual data entry.

           PRRQ-00073.4                                                    Ability to properly report to both PERS
                                                                           and STRS retirement systems.                                        X


Leave      PRRQ-00074     Workflow processes and functionality for
                          Leave tracking/approving. Ability to import
                                                                                                                                               X
                          leave transactions from an alternative Leave
                          system.
           PRRQ-00075
                          Ability for each district to setup based on                                                                          X
                          their bargaining unit/contracts agreements.
           PRRQ-00076     Ability to set leave parameters based on
                                                                                                                                               X
                          service years and what has been earned.
           PRRQ-00077
                          Ability to automatically and manually assign                                                                         X
                          a new employee to a group upon hiring.
           PRRQ-00078     Allocation of Leaves types is automated,
                          manual and can be done annually or
                          monthly. Leave can affect more than one
                                                                                                                                               X
                          allocation (i.e. personal necessity affects
                          both sick leave and personal necessity
                          balances).
           PRRQ-00079     Allow parameters to be set by position and
                                                                                                                                               X
                          assigned to a person.
           PRRQ-00080     Real time entry of new employees.
           PRRQ-00081     Ability to print/download in Word, Excel
                                                                                                                                               X
                          and PDF.
           PRRQ-00082     Ability to setup new employees with a set
                          probation time (can be different per district)
                                                                                                                                               X
                          with the ability to extend probation as
                          needed.




                                                                                                                 10                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                       Vendor
Function   Req #          Requirement                                       Needs Detail                            Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                     Yes    No
           PRRQ-00083     For employees with multiple positions, have
                          the ability to assign leave type for each
                          position they hold.
           PRRQ-00084     On each employee screen provide a text
                          field for additional comments/notes.
           PRRQ-00085     Provide the ability to input, store, and report
                          on unlimited years or employee leave
                          historical information online.
           PRRQ-00086     Ability to adjust years of service if they
                                                                                                                                             X
                          change pay rates midyear.
           PRRQ-00086.1                                                     For example: example: Jan – March old
                                                                                                                                             X
                                                                            rate and March – Dec new rate
           PRRQ-00087     Ability to setup groups with specific
                          parameters and transfer employees to                                                                               X
                          different groups without losing history.
           PRRQ-00088     Ability to keep track of employees on
                          workers compensation leave.
           PRRQ-00089     Ensure that an employee is able to designate
                          a proxy.
           PRRQ-00090
                          Have the ability to import information from                                                                        X
                          MS Office or other software application.
           PRRQ-00091     Dropdown boxes for calendars and
                                                                                                                                             X
                          scheduling time off.
           PRRQ-00092
                                                                                                                                             X
                          Leave balances to be printed on pay stubs.
           PRRQ-00093
                          Notifications to be sent to an employee that
                          is out of any type of leave and a payroll
                          deduction is necessary. If an employee has
                                                                                                                                             X
                          exhausted all of a particular leave and a
                          negative payroll deduction is necessary,
                          system provides notification and/or
                          integration of the negative deduction.
           PRRQ-00093.1                                                     System to automatically adjust
                                                                            employee's pay.
           PRRQ-00094     When entering leave transactions, a warning
                          that the employee’s leave is going negative
                          prior to submitting.




                                                                                                               11                                                                                10/26/2011 10:17 PM
                                                                        Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                              Vendor
Function       Req #          Requirement                                     Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                            Yes    No
               PRRQ-00095     Capability of tracking employees on long
                              term leave.
               PRRQ-00096     Ability to track the 100 days of
                              unpaid/differential leave for employees on
                              long term leave.
               PRRQ-00097     Automatic notification to district Payroll
                              department as to when the employee
                              qualifies for California Family Rights Act
                              (CFRA).
               PRRQ-00098     Integration with the Payroll system                                                                                   X
               PRRQ-00099     Ability to calculate sick leave for an
                                                                                                                                                    X
                              employee that is less than 100% FTE.
               PRRQ-00100     Mass update capability.                                                                                               X
               PRRQ-00101     Ability to place an employee on long term or
                              full year leave without ending the position
                              attachment. There is a designation of type                                                                            X
                              of leave, FTE or leave and effective dates of
                              leave.
               PRRQ-00102     Year end process for setting beginning and
                              ending leave balances for the fiscal year.                                                                            X

               PRRQ-00103     Ability to transfer employee's leave balances
                                                                                                                                                    X
                              from one district to another.
               PRRQ-00103.1                                                   Automatic notification to the new
                                                                              district that the employee's leave balance                            X
                                                                              has been transferred.

Transactions   PRRQ-00104     Employee ability to enter time worked
                              electronically. Eliminating the need for                                                                              X
                              paper time sheets.
               PRRQ-00105     Upon entry of Employee ID number, system
                              automatically populates employee name,
                                                                                                                                                    X
                              position number, salary step, range and
                              column.
               PRRQ-00105.1                                                   For employees holding multiple
                                                                              positions, ability to select the position
                                                                              to see the employee data.
               PRRQ-00106     Fields included are Employee ID number,
                              budget number, position number and if
                                                                                                                                                    X
                              substituting, who they substituted for.




                                                                                                                      12                                                                                10/26/2011 10:17 PM
                                                                       Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                       Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00107     Ability to route time sheets for approval,
                          modification, rejection, resubmission.                                                                                  X

           PRRQ-00107.1                                                     For employees with multiple positions,
                                                                            ability to set approval route based on
                                                                            position held.
           PRRQ-00108     Provide the ability to input, store, and report
                          on unlimited years of employee time sheets
                                                                                                                                                  X
                          for historical information online.

           PRRQ-00109     Ability to track hours, dates, locations
                          worked, and assignment type and track more
                          than one assignment worked per day.

           PRRQ-00110     Allow overtime authorization with proper
                          tracking of type of work performed. Such
                          authorization may be made at any time for
                                                                                                                                                  X
                          any time period with appropriate approval,
                          security and audit trail.

           PRRQ-00111     Real time edits for time entry.                                                                                         X
           PRRQ-00112     Time can be entered and accepted to payroll
                          up to the point that payroll processing                                                                                 X
                          begins.
           PRRQ-00113     Ability to lock out individual school sites
                          upon final submission of time sheets.

           PRRQ-00114     Electronic time sheets must be able to accept
                          and process district specific defined business
                          rules.
           PRRQ-00114.1                                                     For example: 75% of a work year is
                                                                            deemed a full year of work for a
                                                                                                                                                  X
                                                                            probationary certificated teacher for
                                                                            determining tenure.
           PRRQ-00115     Track and accurately calculate pay, leave,
                          retirement (PERS and STRS etc. ) for a                                                                                  X
                          100% or less FTE.
           PRRQ-00116     Allow for multiple budget charge numbers
                                                                                                                                                  X
                          per assignment.




                                                                                                                    13                                                                                10/26/2011 10:17 PM
                                                                   Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                         Vendor
Function   Req #        Requirement                                     Needs Detail                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                       Yes    No
           PRRQ-00116   Allow for multiple budget charge numbers
                                                                                                                               X
                        per assignment.
           PRRQ-00117   Users can only access and enter Payroll
                        accounts that are valid and have been
                        established for them through the Finance
                        validation process.
           PRRQ-00118   Basic payroll entry screen provides for
                        description of earnings, type of earnings,
                        relationship to salary schedule, relationship
                        to position control, frequency, time period,
                        retirement base, retirement edits for STRS
                        and PERS reporting account codes with
                        percentages or units of distribution and
                        employer benefit distribution flag.

           PRRQ-00119   Provide a flexible payroll entry for regular
                        earnings that are hourly, daily, monthly or
                        annually. Ability to enter multiple overtime
                        and holiday rates of pay per employee.
                        Most regular pay comes from position
                        attachment but also can be manually
                        entered. Regular pay is mainly linked to
                        salary schedule but sometimes they are not.
                                                                                                                               X
                        Retirement bases or pay rates are accurate.
                        With many different types of regular pay,
                        system is able to integrate and separate all
                        types of pay as required by retirement and
                        tax reporting and are system generated not
                        requiring user selection.



           PRRQ-00120   Capability of accurate and complete real
                        time salary calculations so user can verify
                                                                                                                               X
                        the accuracy of hourly, daily, monthly and
                        annual salaries.
           PRRQ-00121   Allows for a onetime payment of additional
                        earnings. Provides for various additions to
                        employee’s earnings that are not part of the                                                           X
                        retirement base.




                                                                                                 14                                                                                10/26/2011 10:17 PM
                                                                       Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                       Vendor
Function   Req #          Requirement                                    Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                     Yes    No
           PRRQ-00121.1                                                  These might include longevity, mileage,
                                                                         shift differential, department
                                                                         chairperson, and education stipends.                                X
                                                                         These amounts can be dollars or
                                                                         percentage.
           PRRQ-00122     Accounting for PERS Reduction is available
                          in payroll, position control and reporting.
                          The PERS Reduction process is automated
                                                                                                                                             X
                          and addresses the exclusion of processing to
                          certain Federal resources and funds.

           PRRQ-00123     Automatically add the correct number of
                          preparation time hours worked based on the
                                                                                                                                             X
                          position of the employee and class they are
                          teaching.
           PRRQ-00123.1                                                  Preparation hours to be defined by each
                                                                                                                                             X
                                                                         district.
           PRRQ-00124     Have the ability to translate lecture hour
                          equivalents (LHE) into hours for time                                                                              X
                          computation.
           PRRQ-00124.1                                                  Preparation hours to be defined by each
                                                                         district.
           PRRQ-00125     Ability to sort by funding source.
           PRRQ-00126     Ability to pay an employee's extra pays from
                          a previous position.
           PRRQ-00126.1                                                  For example: an employee's position
                                                                         changes but their pay was incorrect for
                                                                         their previous position. Need to be able
                                                                         to pay the employee against their
                                                                         previous position including extra pays,
                                                                         stipends.




                                                                                                               15                                                                                10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                           Vendor
Function   Req #          Requirement                                     Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                         Yes    No
           PRRQ-00127     Ability to allow transactions for changing
                          the account codes and moving expenses
                          from one account code to another for current
                          year and prior years. These adjustments
                          become part of historical payroll reports and                                                                          X
                          reflect the expenditure history. These
                          changes will be reflected in the Payroll and
                          Financial systems.


Year End   PRRQ-00128     Provide for an Automated Accrual process                                                      See
                                                                                                                        Appendix..."Payroll
                                                                                                                        Accruals Automated
                                                                                                                        Process" MS Word         X
                                                                                                                        documentation from
                                                                                                                        SDCOE Systems
                                                                                                                        Utilization.
           PRRQ-00128.1                                                   System has ability for prior fiscal year
                                                                          Accrual transactions and posting to FIS
                                                                                                                                                 X
                                                                          until prior year is closed.

           PRRQ-00129     Fiscal and Calendar year reporting
                                                                                                                                                 X
                          capabilities.
           PRRQ-00130     Automated rollover of fixed schedules from
                                                                                                                                                 X
                          one fiscal year to the next.
           PRRQ-00131     Ability for working with rules and methods
                          for rolling or not rolling expense
                                                                                                                                                 X
                          distributions from one year to the next.

           PRRQ-00131.1                                                   i.e. bargaining units, district IDs,
                                                                                                                                                 X
                                                                          expense distributions, work calendars,
                                                                          leave balances
System     PRRQ-00132     District specific training regarding Payroll
                          setup.
           PRRQ-00133     Capability of system site map and HELP
                          screen.
           PRRQ-00134     Tutorial on the new system – quick start
                          guide.




                                                                                                                   16                                                                                10/26/2011 10:17 PM
                                                                         Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                              Vendor
Function    Req #          Requirement                                       Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                            Yes    No
            PRRQ-00135     Documentation is available in a variety of
                           formats with the ability to access
                                                                                                                                                    X
                           documentation easily and adapt it to
                           SDCOE or district guidelines.
            PRRQ-00136     Ability for approving authority to assign a
                                                                                                                                                    X
                           Proxy as needed.
            PRRQ-00137     Provide an interface with County Treasury.
                                                                                                                                                    X
            PRRQ-00138     Provide an interface with STRS and PERS.
                                                                                                                                                    X
            PRRQ-00139     Provide an interface with Wells Tax.                                                                                     X
            PRRQ-00140     Provide an interface with IRS.                                                                                           X
            PRRQ-00141     Ability to restrict districts to only see their
                                                                                                                                                    X
                           employee data.
            PRRQ-00142     Ability to assign inquiry only access of
                           employee payroll information for all districts
                                                                                                                                                    X
                           to specified SDCOE departments.


Reporting   PRRQ-00143     Robust, flexible and user friendly report
                           writing system that integrates all aspects of
                           Payroll, HR, Leave and Financial databases.

            PRRQ-00144     Provides flexibility with specific criteria
                           reporting.
            PRRQ-00144.1                                                     For example: track and report district
                                                                             specific data
            PRRQ-00145     Process to provide the file for California
                           Employment Development Department New
                                                                                                                                                    X
                           Hire reporting for all districts on a quarterly
                           basis.
            PRRQ-00146     Report to capture days worked for hourly
                           employees for credentialing and workers
                           compensation. Ability to report employee
                           pay information weekly, daily, monthly and
                           yearly.
            PRRQ-00147     Ability to print reports, specify printers,
                           print either 1-up or 2-up and to determine
                                                                                                                                                    X
                           number of copies to be printed.




                                                                                                                      17                                                                                10/26/2011 10:17 PM
                                                                           Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                                 Vendor
Function       Req #          Requirement                                      Needs Detail                                   Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                               Yes    No
               PRRQ-00148     Ability to download reports into different
                                                                                                                                                       X
                              file formats.
               PRRQ-00148.1                                                    For example: PDF, MS Office or other
                                                                                                                                                       X
               PRRQ-00149     Automated uploading of information for
                              reporting.
               PRRQ-00150     Information to identify employees scheduled
                              for a step increase as of a period of time.                                                                              X

               PRRQ-00151     Flexible report reporting available that serve
                              the employees as well as districts needs.


System         PRRQ-00152     Integration between HR, Payroll, Leave,
Integration                   Position Control and Finance.
               PRRQ-00153     SDCOE is required to integrate all districts
                              payrolls for one production. This
                              integration requires countywide pre-payroll
                              process, pre-list reports, and post payroll                                                                              X
                              reports that give summarized payroll
                              expenses and exceptions for each district.


Position Control PRRQ-00154   Capability for Position Control to be
                              integrated with Finance, Payroll and HR.                                                                                 X

               PRRQ-00154.1                                                    This includes an option to auto number
                                                                               the position code, description, a table
                                                                               driven organization structure, job class
                                                                               specific to certificated or classified, link
                                                                               with salary schedule and work calendar,
                                                                               multi account code distribution, district
                                                                               defined business rules, retirement rules.
                                                                               There are start and stop dates on the                                   X
                                                                               position and a provision for continuing
                                                                               and deferring a position to become an
                                                                               available vacancy at a future date which
                                                                               may be in future fiscal year.




                                                                                                                         18                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                       Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00155     Ability to attach an employee to one or more
                          positions or more than one employee to the
                          same position provided the position is
                          variable. There are complete and accurate
                          employee position information available that
                          can be used for payroll, budgeting,                                                                                   X
                          negotiations and other SDCOE and district
                          functions. System has dates for an
                          employees position start and stop date which
                          trigger the employee’s pay.

           PRRQ-00156     Ability to adjust prior positions.                                                                                    X
           PRRQ-00157     For employees holding multiple positions,
                          users are able to designate a single position
                          attachment as primary. Ability to distribute
                                                                                                                                                X
                          health and welfare benefit percentages
                          amongst employee multiple positions.

           PRRQ-00158     FTE (Full Time Equivalent): Provides a
                          provision for a district to define, by position
                          type, how to determine employees FTE on                                                                               X
                          hours per day, hours per week and days per
                          year.
           PRRQ-00159     If there is a period of time that two
                          employees overlap the FTE for a position,
                          need the ability to account for this without
                          duplicating the FTE but provides a warning                                                                            X
                          and reporting capabilities of positions with
                          more than the defined FTE limit.

           PRRQ-00159.1                                                     For example: 100% FTE is leaving and
                                                                            there is a timeframe where there will be
                                                                            2 people in the same position that are                              X
                                                                            considered 100%. No more than 2.

           PRRQ-00160     FTE (Full Time Equivalent) designation to
                          four decimal places.
           PRRQ-00161     Notification of employee status changes,
                          flag the employee for priority processing.




                                                                                                                  19                                                                                10/26/2011 10:17 PM
                                                                    Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                        Vendor
Function   Req #          Requirement                                   Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                      Yes    No
           PRRQ-00162     Provides a methods for employees to receive
                          an automatic step increase as defined by
                          Collective Bargaining unit and increment
                          rules. Salary schedule incrementing process
                          for payroll and position control takes into
                          consideration the following: rule for                                                                               X
                          increment, date the rule should use,
                          timeframe of increment, if defined the
                          employee’s educational units in excess of
                          degree and the degree earned.

           PRRQ-00163     Ability to associate additional pays or
                                                                                                                                              X
                          stipends to a position.
           PRRQ-00163.1                                                 Ability to define the pay amount as a flat
                                                                        dollar amount, a percentage of the
                                                                                                                                              X
                                                                        position amount, or from a salary
                                                                        schedule cell.
           PRRQ-00163.2                                                 Ability to indicate if this pay amount
                                                                        increases the position’s retirement pay                               X
                                                                        rate.
           PRRQ-00163.3                                                 Ability to expense additional pays or
                                                                        stipends to an expenditure account other
                                                                                                                                              X
                                                                        than the position salary expenditure
                                                                        account.
           PRRQ-00163.4                                                 Ability to mandate specific funding for
                                                                                                                                              X
                                                                        additional pay that is non salary.
           PRRQ-00163.5                                                 Ability to specify a different timeframe,
                                                                        but if none provided use that from the                                X
                                                                        position.
           PRRQ-00163.6                                                 Ability to integrate and separate all
                                                                        types of pay as required by Retirement
                                                                                                                                              X
                                                                        and income tax reporting.




                                                                                                               20                                                                                 10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                              Vendor
Function   Req #          Requirement                                       Needs Detail                                   Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                            Yes    No
           PRRQ-00163.7                                                     Ability to determine different tax
                                                                            liabilities such as income tax, social
                                                                            security, Medicare, worker’s
                                                                            compensation, State Unemployment
                                                                            insurance and is subject to retirement.
                                                                            This include stipend amounts that
                                                                                                                                                    X
                                                                            require the employee’s full annual
                                                                            retirement base, substitute pay,
                                                                            supplemental amounts being paid to
                                                                            classified employees that require
                                                                            longevity to be coded separately.

           PRRQ-00164     Ability for employees to receive an
                          automatic longevity increase as of a defined
                          longevity date based on district policy and
                                                                                                                                                    X
                          Collective Bargaining unit agreement rules
                          for longevity pay and calculation.

           PRRQ-00165     Ability to transfer an employee from one
                          position to another; the original position and
                          any associated additional pays for that
                          position would become vacant. Provides the
                          ability to specify an effective date for the
                          transfer so that known transfer can be
                          entered ahead of time and be budgeted
                          accordingly.
           PRRQ-00166     Provide a screen that reflects all of the costs
                          associated with a position including
                                                                                                                                                    X
                          employer paid benefits and additional pays
                          and earnings.
           PRRQ-00167     Ability to view a snap shot of employee's
                          position control information.

           PRRQ-00168     Allow for "What if" scenarios for salary and
                                                                                                                                                    X
                          benefits.




                                                                                                                      21                                                                                10/26/2011 10:17 PM
                                                                           Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                                  Vendor
Function        Req #          Requirement                                       Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                                Yes    No
                PRRQ-00168.1                                                     Method for determining the cost of step
                                                                                 advance, the cost of column movement,
                                                                                 employer paid benefit costs and the
                                                                                 ability to project these costs for multiple
                                                                                 years. Reports are available that provide
                                                                                 at a minimum: step cost, column cost,
                                                                                                                                                        X
                                                                                 and combined step and column cost by
                                                                                 Bargaining unit, by salary schedule, and
                                                                                 by user defined account mask (i.e. by
                                                                                 resource and major object).


                PRRQ-00169     Flexibility of all funded vacant positions are
                               encumbered against the position expenditure
                               accounts. The encumbrance includes the                                                                                   X
                               salary and employer paid mandatory and
                               health benefits.

Employee Self   PRRQ-00170     Provide an employee portal for electronic
                                                                                                                                                        X
Service                        self service items.
                PRRQ-00171     Ability for employees to log on remotely.
                                                                                                                                                        X
                PRRQ-00172     Ability to check all leave balances, sick
                               leave, personal business, personal necessity.                                                                            X

                PRRQ-00173     Show balances and transaction history at all
                                                                                                                                                        X
                               times.
                PRRQ-00174     Transaction to be routed electronically for
                               approval and employee notified of approval                                                                               X
                               or rework.
                PRRQ-00175     Ability to enter vacation either daily or as a
                                                                                                                                                        X
                               range of time.
                PRRQ-00176     Ability to see approved and pending sick
                                                                                                                                                        X
                               leave and vacation.
                PRRQ-00177     Allow for districts to set their specific Leave
                               types and timeframes allowed.
                PRRQ-00177.1                                                                                                See Appendix… Ed
                                                                                 Ability to assign, track, input and report Code 45194 -
                                                                                                                                                        X
                                                                                 Bereavement leave determined by either Classified Bereavement
                                                                                 EdCode or district guidelines.




                                                                                                                         22                                                                                 10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                     Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00177.2                                                   Provide a subcategory to enter who
                                                                                                                                                X
                                                                          passed away.
           PRRQ-00177.3
                                                                          Ability to assign, track, input and report                            X
                                                                          Personal Business Leave type.
           PRRQ-00177.4
                                                                                                                     See Appendix… Ed
                                                                          Ability to assign, track, input and report Code 45207 -               X
                                                                          Personal Necessity Leave type.             Classified personal
           PRRQ-00177.5                                                                                              See Appendix… Ed
                                                                          Ability to assign, track, input and report Code 45197 -               X
                                                                          Vacation Leave balance.                    Classified Vacation
           PRRQ-00177.6
                                                                          Ability to assign, track, input and report See Appendix… Ed           X
                                                                          Community Colleges Holiday time off. Code 88190-88210
           PRRQ-00178     Ability for an employee to update their
                          personal information only and automatically                                                                           X
                          update Payroll system.
           PRRQ-00179     Ability to update the W-4 tax information
                                                                                                                                                X
                          and have history associated.
           PRRQ-00180     Ability to freeze the W-4 tax information for
                          a specific period of time.                                                                                            X

           PRRQ-00181     Password reset capability.                                                                                            X
           PRRQ-00182     View/print paystub online including
                          previous years or as selected timeframes.                                                                             X


Misc.      PRRQ-00183     Ability to have group broadcast messaging.

           PRRQ-00183.1                                                   Including the ability to store employee
                                                                          email addresses. Ability to send
                                                                          messages to individual bargaining units,
                                                                          retirement systems and/or pay locations.

           PRRQ-00184     Online integrated Abatement system
           PRRQ-00185                                                     District ability to process Abatements
                                                                          real time.
           PRRQ-00186                                                     Ability to view Abatements processing
                                                                          status.




                                                                                                                  23                                                                                10/26/2011 10:17 PM
                                                                       Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function     Req #          Requirement                                       Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
SDCOE
Retirement
Setup        PRRQ-00187     Ability to electronically archive, retrieve and
                            work with payroll and retirement records.                                                                             X

             PRRQ-00188     Have the Alternative Retirement System
                            (ARS) to process similar to PERS and
                            STRS.
             PRRQ-00189     Have the ability to flag retirement if a
                            employee is setup incorrectly in PERS,                                                                                X
                            STRS or ARS.
             PRRQ-00190     Membership effective date to be any day of
                            the month and have any changes to be                                                                                  X
                            effective on any day of the month.
             PRRQ-00190.1                                                     Example: A membership change is
                                                                              entered on 03/15. The following month
                                                                              the system is only accepting the change                             X
                                                                              as of April 1 and does not capture
                                                                              March 15th - 30th.
             PRRQ-00191     Ability to maintain CHRS (classified hours)
                            for Classified employees and the
                            Certificated Contract Days for Certificated
                                                                                                                                                  X
                            employees for use in the calculation of
                            employees warrants and retirement
                            reporting.
             PRRQ-00192     Ability to update the software reporting for
                            legislative compliance changes that come                                                                              X
                            down almost yearly.
             PRRQ-00193     Need history and the ability to bring the
                            current Retirement history (RHIST) into                                                                               X
                            new retirement functionality.
             PRRQ-00194     Provide a notes field on retirement screens.

             PRRQ-00195     Ability to maintain a special compensation
                            list with reporting parameters (State,
                            Federal, social security, retirement, workers
                                                                                                                                                  X
                            compensation and unemployment
                            insurance).




                                                                                                                    24                                                                                10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                       Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00196     Method to identify and automatically notify
                          districts of any retirement changes that affect
                          employees status and warrant.

           PRRQ-00197     Upon setting up a employee, user is notified
                          if the employee is already a member of a
                                                                                                                                                  X
                          retirement program and which program they
                          were on.
           PRRQ-00197.1                                                     Example: if there is a substitute that was
                                                                            in the STRS retirement program and is
                                                                            now coming back to work the Payroll
                                                                                                                                                  X
                                                                            system to recognize that the employee
                                                                            was previously in the STRS program.

           PRRQ-00198     Integrated retirement system with PERS,
                          STRS database for determining membership
                          eligibility.
           PRRQ-00199     Ability to automatically route electronic
                          forms to SDCOE Retirement department.

           PRRQ-00200     Separate membership date field for
                          employees that are members of both PERS
                          and STRS.
           PRRQ-00201     Ability to upload MS Office or other file
                          types into the system to save data entry.

           PRRQ-00202     Special compensation (Extra pay types and
                          codes) to extend out four digits. Currently
                          have 99 different extra pay types and code
                          and more are needed.
           PRRQ-00203     Allow PERS and STRS Employer Paid
                          Member Contributions (EPMC) and allow
                                                                                                                                                  X
                          for the contribution rate to be variable based
                          on contract negotiations.
           PRRQ-00203.1                                                     Can be different per district.                                        X
           PRRQ-00204     Ability to enter unlimited adjustments
                          without incorrectly impacting employees
                          warrant.




                                                                                                                    25                                                                                10/26/2011 10:17 PM
                                                                    Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                             Vendor
Function   Req #          Requirement                                      Needs Detail                                   Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                           Yes    No
           PRRQ-00205     Ability to permanently retain final PERS
                          and STRS files in readable format.                                                                                          X
                          Currently image reports in PDF.
           PRRQ-00206     Ability to maintain and update employee's
                                                                                                                                                      X
                          retirement records.
           PRRQ-00207     Automatically notify district as soon as an
                          employee meets the requirements for a
                                                                                                                                                      X
                          different retirement system utilizing the
                          Right of Election (ROE form).
           PRRQ-00207.1                                                    Example: employee moves to a new
                                                                           position that requires a new retirement
                                                                                                                                                      X
                                                                           system such as PERS or STRS.


PERS       PRRQ-00208     System that fully meets the government code                                                     http://www.michie.com
                          requirements of PERS (Public Employee                                                           /california/lpext.dll?f=t
                          retirement System) submission of employee                                                       emplates&fn=main-           X
                          and employer contributions and payroll data.                                                    h.htm&cp=calpers

           PRRQ-00209     Ability to determine retirement system
                          membership eligibility based on employee                                                        See Appendix…
                          position and automatically enroll and code                                                      Government                  X
                          the employee into the Retirement system.                                                        Code:20281 and 20305
                                                                                                                          (A)(3)(B)
           PRRQ-00210     Ability to automatically notify the retirement
                          system of membership and employee data
                          changes (hire, termination, leave of absence,                                                                               X
                          employee data changes)

           PRRQ-00210.1                                                    Enrollment file for my|CalPERS                                             X
           PRRQ-00211     Ability to calculate retirement system
                          employer and employee contributions based
                          on employee and employer annual rates.                                                          See Appendix…               X
                          Allow for social security modification                                                          Government Code:
                          formula.                                                                                        21354.1 (B) and 20677
           PRRQ-00211.1                                                    Includes: tax deferred and non tax
                                                                           deferred, employer paid member
                                                                           contributions (EPMC), service credit                                       X
                                                                           repurchases tax deferred and non tax
                                                                           deferred.




                                                                                                                     26                                                                                10/26/2011 10:17 PM
                                                                    Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                      Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00212     Ability to extract and generate reports from
                          payroll processing for reviewing accuracy of
                          employee and employer paid contributions                                                                                X
                          and accompanying detail.

           PRRQ-00212.1                                                    Data elements for payroll contribution
                                                                                                                                                  X
                                                                           file.
           PRRQ-00213     Ability to create retirement adjustments that
                          affect employee and employer contribution                                                                               X
                          and retirement information.
           PRRQ-00214     Ability to create and upload to my|CalPERS
                          the Retirement Payroll Contribution File in
                          XML for SDCOE Payroll districts. Need to
                                                                                                                                                  X
                          be able to append Charters and Independent
                          Districts.

           PRRQ-00214.1                                                    Contribution file for my|CalPERS                                       X
           PRRQ-00215     Ability to create accounting transfers and
                          electronic funds transfers (EFT) into
                          my|CalPERS Retirement employee and
                                                                                                                                                  X
                          employer contributions for SDCOE payroll
                          districts, Charters, Independent Districts and
                          College payments.
           PRRQ-00216     Ability to calculate PERS contributions for a
                          variable position. For a monthly 100% FTE
                          employee that only works 10 or 11 months                                                                                X
                          and also works in a variable position in the
                          summer months.
           PRRQ-00217     Ability to accept PERS response files for
                                                                                                                                                  X
                          enrollment and contributions.
           PRRQ-00218     Provide a 10 digit field for CalPERS ID for
                          PERS enrollment and contribution file.                                                                                  X

           PRRQ-00219     Retroactive pay calculation report that
                          complies with PERS reporting requirements.                                                                              X

           PRRQ-00219.1                                                    Includes: pay rate, earnings, special
                                                                                                                                                  X
                                                                           compensation and dates.




                                                                                                                    27                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                       Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00220     Ability to exclude overtime from PERS.                                                         See Appendix…
                                                                                                                         Government Code:
                                                                                                                         20636.1
           PRRQ-00220.1                                                     Overtime over 40 hours is not
                                                                            reportable. If overtime is paid under 40
                                                                            hours it is reportable at the regular rate
                                                                            (not at the overtime rate).

           PRRQ-00221     Ability to monitor PERS hours limit for                                                        See Appendix…
                          classified retired employees that are                                                          Government Code:
                          working.                                                                                       21220
           PRRQ-00221.1                                                     Retirees that work limited term need the
                                                                            ability to track number of hours for
                                                                            PERS employees work.
           PRRQ-00222     PERS Retirement system to deduct from
                          employee's monthly time then hourly time.                                                                               X

           PRRQ-00223     Automatically track and notify SDCOE
                          Retirement and district when a classified
                                                                                                                                                  X
                          employee has worked 1000 hours fiscally.

           PRRQ-00224     Automated name/social security verification
                          process for PERS.
           PRRQ-00225     Ability for districts to modify social security
                          names and have it reported to PERS
                          Enrollment file.

STRS       PRRQ-00226     System that fully meets the Education code                                                     www.calstrs.com/help/f
                          (EdCode) requirements of STRS (State                                                           orms_publications/prin
                          Teachers Retirement System) submission of                                                      ted/TeachersRetiremen
                          employee and employer contributions and                                                        tLaw.pdf
                          payroll data.
           PRRQ-00227     Ability to determine STRS system (defined
                          benefit or cash balance) membership                                                            See Appendix… Ed
                          eligibility based on employee position and                                                     Code: 22581, 225028,
                                                                                                                                                  X
                          automatically enroll and code the employee                                                     26400(E),26107,
                          into the retirement system.                                                                    22503, 22504(B)(D)
                                                                                                                         and 26400(F)




                                                                                                                    28                                                                                10/26/2011 10:17 PM
                                                                    Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                         Vendor
Function   Req #          Requirement                                     Needs Detail                                Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                       Yes    No
           PRRQ-00228     Ability to automatically notify the STRS
                          (defined benefit or cash balance) of                                                        See Appendix…
                                                                                                                                               X
                          nonmember, membership and employee                                                          CalSTRS_MR87_File_
                          name changes.                                                                               Specification.pdf
           PRRQ-00229     Ability to calculate STRS retirement system
                          employer and employee contributions based
                                                                                                                                               X
                          on employee and employer annual rates.

           PRRQ-00229.1                                                   Includes: tax deferred and non tax
                                                                          deferred, employer paid member
                                                                                                                                               X
                                                                          contributions (EPMC), service credit
                                                                          repurchases tax deferred.
           PRRQ-00230     Ability to extract and generate reports from
                          payroll processing for reviewing accuracy of
                          employee and employer paid contributions                                                                             X
                          and accompanying detail.

           PRRQ-00230.1                                                   Data elements for STRS F496 File and
                                                                                                                                               X
                                                                          Cash Balance.
           PRRQ-00231     Ability to create retirement adjustments that
                          affect employee and employer contribution                                                                            X
                          and retirement information.
           PRRQ-00232     Ability to create, modify/exclude records
                          and upload to STRS Secure Employer
                          website (SEW) the Retirement F496 and
                          Cash Balance files for SDCOE payroll                                                                                 X
                          districts. Need the ability to append
                          Charters and Independent Districts.

           PRRQ-00233     Ability to create accounting transfers and
                          request warrant of employee and employer
                          contributions for STRS, Cash Balance for
                                                                                                                                               X
                          SDCOE Payroll districts, Charters and
                          Independent districts payments.

           PRRQ-00234     Ability to handle STRS service credit
                          repurchases during months in which an
                                                                                                                                               X
                          employee does not receive a monthly pay.




                                                                                                                 29                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                       Needs Detail                                 Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00234.1                                                     Deduct buyback deductions per
                                                                                                                                                  X
                                                                            employee/STRS agreement.
           PRRQ-00235     Ability to create and upload a Service Credit
                                                                                                                                                  X
                          Repurchase file to SEW.
           PRRQ-00236     Ability for Payroll system to accept STRS
                          response files for Match file and Fast track                                                                            X
                          process.
           PRRQ-00236.1                                                     Match file and Fast track process =
                                                                            request payroll files, upload files to
                                                                            SEW, (STRS compares) download and
                                                                                                                                                  X
                                                                            either upload to payroll or filter from
                                                                            SEW, print for review for discrepancies.

           PRRQ-00237     Field for STRS Client ID for identification
                          purposes.
           PRRQ-00238     Ability for districts to modify social security
                          names and report on the STRS MR87 file.

           PRRQ-00239     Retroactive pay calculation report that
                          complies with STRS reporting requirements.                                                                              X

           PRRQ-00239.1                                                     Includes: pay rate, earnings, special
                                                                                                                                                  X
                                                                            compensation and dates
           PRRQ-00240     Ability to calculate and report annual pay
                          rate for STRS members paid daily or hourly.                                                                             X

           PRRQ-00240.1                                                     Formulas:
                                                                            1. hourly rate x hours per day x days in
                                                                            the year = annual rate.                                               X
                                                                            2. Daily rate x days in the year = annual
                                                                            rate
           PRRQ-00241     Ability to handle STRS reduced workload
                          pay and adjustments.
           PRRQ-00241.1                                                     Employee/Employer contributions based
                                                                            on pay rate not earnings.
           PRRQ-00242     Ability to monitor earnings limit for
                          certificated retired employees that are                                                        See Appendix… Ed
                          working.                                                                                       Code: 24214




                                                                                                                    30                                                                                10/26/2011 10:17 PM
                                                                            Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                               Vendor
Function          Req #          Requirement                                     Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                             Yes    No
                  PRRQ-00242.1                                                   Retirees that work limited term need the
                                                                                 ability to track earnings STRS
                                                                                 employees.
                  PRRQ-00243     Ability to block a STRS retiree from                                                       See Appendix… Ed
                                                                                                                                                     X
                                 working in a classified position.                                                          Code: 45134
                  PRRQ-00244     Ability to block a newly retired certificated
                                 employee from working without a
                                 completed I-30 form (freedom from                                                          See Appendix… Ed         X
                                 infectious and contagious diseases).                                                       Code: 44839.5 and
                                                                                                                            87408.5
                  PRRQ-00245     A method to identify employee or position
                                 changes made by a district that affect
                                 retirement membership eligibility,
                                 contribution reporting or change of base
                                 (STRS).
                  PRRQ-00246     Automatically track and notify SDCOE
                                 Retirement and district when a certificated
                                                                                                                                                     X
                                 employee has worked 100 days fiscally/60
                                 hours in a month.
                  PRRQ-00247     Ability to flag an employee's retirement
                                 record that has become a member of STRS
                                                                                                                                                     X
                                 utilizing a Permissive Election form.

                  PRRQ-00248     Automated name/social security verification
                                 process for STRS.
                  PRRQ-00249     Ability to upload and update STRS SEW
                                 employer notifications to update payroll                                                                            X
                                 retirement records.
                  PRRQ-00249.1                                                   Retired, disability, death, refund,
                                                                                 member, nonmember and cash balance.                                 X


Social Security   PRRQ-00250     System that fully meets the IRS and Social
/Medicare                        Security Administration code requirements
                                 of Social Security and Medicare submission
                                                                                                                                                     X
                                 of employee and employer tax deposits,
                                 quarterly 941 form and corrected W-2s.
                                                                                                                            www.IRS.gov




                                                                                                                       31                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                          Vendor
Function   Req #          Requirement                                       Needs Detail                               Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                        Yes    No
           PRRQ-00251     Ability to calculate Social Security and
                          Medicare employer and employee
                                                                                                                                                X
                          contributions based on employee and
                          employer annual rates.
           PRRQ-00252     Ability to determine Social Security and
                          Medicare eligibility based on employee
                          position and automatically enroll and code                                                                            X
                          the employee into Social Security and
                          Medicare.
           PRRQ-00253     Ability to extract and generate reports from
                          payroll processing for submission of Social
                                                                                                                                                X
                          Security and Medicare tax deposits.

           PRRQ-00254     Ability to create adjustments for Social
                          Security and Medicare that affect employee                                                                            X
                          and employer contribution.
           PRRQ-00255     Ability to create accounting transfers and
                          submit Social Security and Medicare tax
                                                                                                                                                X
                          deposits into Wells Tax software.

           PRRQ-00256     Ability for districts to modify social security
                          names and have it reported to Social
                          Security Administration at W-2 time.

           PRRQ-00257     Ability to determine Social Security and
                          Medicare contributions on retirement
                                                                                                                                                X
                          incentives based on last position held.                                                      www.IRS.gov
                                                                                                                       Publication 963
           PRRQ-00258     Ability to adjust employee's calendar year to
                                                                                                                                                X
                          date for W-2 purposes.
           PRRQ-00258.1                                                     Includes year end reportable items.                                 X
           PRRQ-00259     Automated name/social security verification
                          process for Social Security Administration
                          (SSA).
           PRRQ-00260     Ability to upload all W-2 reportable items
                          into employee's calendar year to date in
                                                                                                                                                X
                          Payroll system for W-2 reporting.




                                                                                                                  32                                                                                10/26/2011 10:17 PM
                                                                      Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                         Vendor
Function     Req #          Requirement                                     Needs Detail                              Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                       Yes    No
             PRRQ-00261     Ability to change social security numbers
                            and calendar year to date information.                                                                             X       X


SDCOE Payroll PRRQ-00262    Provide a comprehensive garnishment                                                       www.IRS.gov
Audit                       program that calculates all types of
                            garnishments received from Local, State and
                            Federal agencies that have set rules, with
                            access to Payroll system for correct earnings
                            and deductions and automatically updates
                            deductions for garnishments. Ability to
                            produce warrants for the agencies and                                                                              X
                            recipients of the garnishments; and produces
                            the electronic file for submission of child
                            support garnishments to the State. District
                            to have the ability to view start/stop dates
                            and number of payments of the garnishment.



             PRRQ-00263     Ability to produce warrants for the agencies
                            and recipients of the garnishments; and
                            produces the electronic file for submission
                            of child support garnishments to the State.
                                                                                                                                               X
                            Allow for the automatic transfer of funds
                            from SDCOE Payroll Audit to the Vendor.


             PRRQ-00264     Provides the ability to enter Tax Sheltered
                            Annuities (TSA) as an individual TSA
                            vendor and address, but map them for
                            SDCOE Payroll Audit to produce a single
                            vendor warrant to a common remitter
                            vendor.
             PRRQ-00264.1                                                   Produces an electronic file of the TSA
                                                                            payroll deduction transactions with
                                                                            employee social security number and
                                                                            TSA vendor addresses to be sent to the
                                                                            common remitter.
             PRRQ-00264.2                                                   Electronic TSA file to be encrypted




                                                                                                                 33                                                                                10/26/2011 10:17 PM
                                                                     Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                            Vendor
Function   Req #          Requirement                                      Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                          Yes    No
           PRRQ-00265     Ability for SDCOE Payroll Audit to
                          establish at the SDCOE level all available
                                                                                                                                                  X
                          benefit and deduction major codes available
                          to a district.
           PRRQ-00265.1                                                    Major codes can be established as fully
                                                                           controlled by SDCOE Payroll Audit (i.e.
                                                                           worker’s compensation, State
                                                                                                                                                  X
                                                                           Unemployment Insurance) others can be
                                                                           established as partially controlled by
                                                                           SDCOE.
           PRRQ-00265.2                                                    Ability to modify rates at the district
                                                                           level. Partially controlled allows the
                                                                           district to modify the individual amounts
                                                                           (i.e. SDCOE establishes the code
                                                                           number for a TSA (Tax Shelter                                          X
                                                                           Annuity) and the district can only add
                                                                           sub code number and change the
                                                                           amount for each employee).

           PRRQ-00265.3                                                    Ability to restrict vendor use for TSA
                                                                                                                                                  X
                                                                           and 457 if non-compliant.
           PRRQ-00266     Ability to set deductions and benefits with
                          correct tax subjectivity, such as section 125c
                                                                                                                                                  X
                          being pre-tax and exempt from Social
                          Security and Medicare.
           PRRQ-00267     Utilizing the annual State and Federal tax
                          tables, provide SDCOE Payroll Audit the
                          ability to update and maintain the tax tables.
                          Allows for the entering of new tax tables                                                                               X
                          and any rate changes with a future effective
                          date including an effective date for a future                                                  www.IRS.gov
                          calendar year.                                                                                 www.edd.ca.gov




                                                                                                                    34                                                                                10/26/2011 10:17 PM
                                                                       Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                                              Vendor
Function   Req #          Requirement                                        Needs Detail                                  Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                                            Yes    No
           PRRQ-00268     Must provide interface data necessary for
                          California State income tax withholding and
                          unemployment insurance reporting in output
                          media and format suitable for transfer to the
                          State of California. Reports and downloads                                                                                X
                          providing summary and detailed data in
                          electronic and paper format must be
                          available.
                                                                                                                           www.edd.ca.gov
           PRRQ-00269     Capability to complete manual adjustments
                          to employee’s W-2 all through the year. All
                          adjustments to be reflected on employee’s                                                                                 X
                          calendar year to date totals for W-2.

           PRRQ-00269.1                                                      For example: third party sick leave,
                                                                             employee history adjustment due to                                     X
                                                                             cancelled warrants, etc).
           PRRQ-00270     Multiple direct deposit capabilities and
                          ability for SDCOE Payroll Audit to re-
                          instate direct deposit without pre-noting.

           PRRQ-00270.1                                                      Ability for SDCOE Payroll Audit to
                                                                             send the direct deposit file to the
                                                                             Financial Institutions for all payroll
                                                                             cycles including supplemental cycles.

           PRRQ-00271     SDCOE Payroll Audit requires the
                          capability to set the calendar for all districts                                                                          X
                          payroll run dates.
           PRRQ-00272     Capability of direct deposit for vendor
                          checks.
           PRRQ-00273     Provides for Electronic Vendor remittance.

           PRRQ-00274     Ability to electronically route wire or
                          auditor transfers to SDCOE Finance the day
                          completed and enter the date that the
                          auditing and processing should happen.                                                                                    X
                          Notify SDCOE on the date that was entered
                          by SDCOE Payroll Audit for auditing and
                          processing.



                                                                                                                      35                                                                                10/26/2011 10:17 PM
                                                                         Appendix K - Payroll Functional Requirements - RFP No. 1112-04
                                                                                                                                               Vendor
Function       Req #        Requirement                                      Needs Detail                   Regulatory Reference Current 1    Response   Required comments for response of "NO"
                                                                                                                                             Yes    No
               PRRQ-00275   Provide the districts with the ability to
                            process abatements electronically.
               PRRQ-00276   Journal Vouchers (JV's) to be electronic
               PRRQ-00277   Vendor codes setup to easily identify which
                            ones are tax deferred. Vendor code to                                                                    X
                            extend out three digits.

               PRRQ-00278   Maintain the employee Salary Reduction
                            Agreement online for the employee to fill
                            out. Logic to recognize if the employee is
                            close to their maximum contribution limit                                                                X
SDCOE                       then require the employee to also fill out the
Deferred                    Maximum Contribution form.
Compensation
               PRRQ-00279   Display employee's Roth, 403B and 457                                           See Appendix…
                            contributions that the employee has made.                                       FBC_403b_Basic_Plan
                                                                                                                                     X
                                                                                                            _Document.pdf
                                                                                                            457-BPD.pdf
               PRRQ-00280   For employees dealing with a hardship,
                            completion of the Salary Reduction form
                            online which will automatically stop their                                                               X
                            contributions in the Payroll system.

               PRRQ-00281   Store and display the employee's
                            contribution amount and their year to date                                                               X
                            amount paid.




                                                                                                       36                                                                                10/26/2011 10:17 PM

				
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