Web Based Payroll System

Seeking a vendor to provide a web-based payroll system covering payroll processing, tax filing, employee self-service, and benefits administration for a three-year contract.

Demonstrate a proven track record of successfully providing similar payroll solutions and services to other governmental entities
Provide at least 2 governmental references, preferably in Connecticut
Have sufficient training and implementation staff for a 1/1/2027 go-live date
Not be involved in any adverse claims against the Town or be delinquent in any financial obligation to the Town
Able to meet all required services listed in Section II
Ability to have multiple pay rules per department
Ability for employees to select different departments or codes when clocking in
Ability to restrict available pay codes depending on department or union
Ability to handle unique schedule rotations, including 24-hour coverage for public safety
Ability to calculate and accurately apply differentials not affecting base pay
Ability to recognize the correct rate of pay depending on day of the week, holiday, shift, or number of hours working
Employee self-service access to request benefit time, review and approve time cards
Supervisor access to review and approve timecards and leave requests, override or change pay codes, add time or comments
Audit tracking of all changes made by time, date, and username
Calculates time to quarter hour increments
Historical schedules, punches, comments can be viewed without time limit restriction
Ability to allocate pay and/or hours of an employee to two or more departments
Ability to accept employee punching through both timeclocks and web-based log-in
Error reporting for missing punches
Flagging for pre-determined parameters (long shift, short shift, early/late punch)
Accurately compute and award time for Vacation, Personal, Sick, and Holiday accruals
Accurately compute and award time on a monthly or annual basis, related to both anniversary and fiscal year
Accrual calculations must vary between and within employee groups
Accurately and timely process bi-weekly payrolls based on timeframe determined by the Town
Flexibility of one-day processing to accommodate holiday schedule
Ability to process a combination of payment methods including direct deposit and paper checks
Manage deduction and payment of garnishments, State and Federal Taxes, Social Security, and Medicare liabilities
Accurately prepare and file quarterly 941
Issue employee W2s in compliance with federal requirements
File employer portion of W2 reporting in compliance with federal requirements
Have optional approval hierarchy for statutory reporting before release
Ability to run checks outside the regular payroll schedule for corrections and terminations
Ability to make one-time, recurring, or finite term deductions
Provide a combination of pre-made and on-demand reports that are simple and intuitive to create
Provide weekly report of earnings sortable by labor department, pay code, employee, or other characteristics
Provide weekly reports of leave use and balance for each employee
Provide summary and detail reports for leave, earnings, deductions
Provide weekly audit trail of changes to any employee record since previous payroll run
All reports must be available in Excel format
Payroll interface to Town’s general ledger system, Gemni, for accurate posting of all payroll data
Provide a 52-week wage statement by date selected (Workers Comp reporting)
Ability to run reports for flexible date ranges, including spanning calendar years
Ability for employees to make changes to benefit enrollment status during open enrollment
Town designee review and documentation of changes requiring documentation
Ability for new hires/newly eligible employees to make benefit selections during eligibility window
Qualifying event changes are made by Town designee with documented sign-off
Automated deduction payments when employee is enrolled in a plan
Provide all required ACA reporting including 1095 and 1094 reporting
Provide reports by deduction code for reporting with remittance to voluntary plans
Provide pension reports
Provide customizable reports for census, billing, summary of benefits
Allow for multi-level access with sensitive fields masked and revealed based on security level
Allow for read-only access depending on level of management/security
Allow for access or restriction to employee data in modules depending on level of management/security
Provide scheduled notifications of events (anniversaries, leave expiration, enrollment deadlines, step increases)
Maintain an audit trail by date, time, username of all personnel changes made
Historical data saved and able to be displayed and exported
Ability to mass update multiple records at once
Provide alerts/notifications if changes are made in certain areas
Provide data archiving capabilities for inactive/terminated employees
Ability to upload documents as support for employee changes
Ability to host documents for employees to reference such as policies and handbooks
Employee self-service for management of personal information (address, contacts)
Employee self-service to submit changes for payroll (direct deposit, voluntary deductions)
Employee self-service to view paystubs and W2s
Employee self-service access to policies and handbooks
Provide on-site implementation training for front-line users, managers, HR and Finance Department staff
Provide training for staff on using electronic time cards and requesting benefit time
Ensure a consistent training team for the full length of implementation
Provide clear, concise step-by-step instructions for basic functions for new hires
Provide a dedicated support contact for Town account with a designated backup
Support hours that match East Coast business hours
Provide online help screens for processes and user tools for employees, managers, and HR staff
Ability to provide for disaster recovery, both for vendor site and Town
The Town owns all data and will be provided a searchable copy if services are terminated
Maintain Workers’ Compensation Insurance (Statutory Coverage, Employer’s Liability $1,000,000 each accident, waiver of subrogation)
Maintain Commercial General Liability (premises and operations, products and completed operations, personal and advertising injury, contractual liability and independent contractors, $1,000,000 each occurrence, waiver of subrogation)
Maintain Error and Omission Liability or Professional Services Liability Policy ($1,000,000 each occurrence or per claim, 7-year extended reporting period)
Indemnify and hold harmless the Town from claims, damages, losses, and expenses arising from Respondent’s work or negligence
Comply with all applicable Town of Winchester, state, and federal anti-discrimination laws, rules, regulations and requirements

$150,000 – $450,000

Date Issued: February 10th, 2026

Question Deadline: February 20th, 2026, 12:00pm EST

Submission Deadline: March 19th, 2026, 10:00am EST

RFP Opening: March 19th, 2026, 10:00am EST

Oral Presentations: Week of March 30th, 2026

Selection Deadline: Week of April 15th, 2026

Anticipated Go-Live Date: January 1st, 2027

Town of Winchester

Organization overview and procurement intelligence available on paid plans.

An organization is seeking a qualified vendor to provide a web-based payroll system under a three-year contract. The comprehensive solution should encompass payroll processing, tax filing and remittance, and facilitate data interface services to third-party vendors and systems.

The selected system must include modules or features supporting time and attendance, compensated accruals, employee self-service, benefits administration, and document management. This opportunity is intended for vendors offering robust, integrated payroll platforms capable of streamlining payroll operations and enhancing employee access to payroll and benefits information.

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