Loading...
Item 5G, - Texas MEMORANDUM August 15, 2006 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Subject: Award of bid to Automatic Data Processing, Inc. for payroll outsourcing Action Requested: City Council award of bid to Automatic Data Processing, Inc. in the amount of $22,576 for outsourcing of payroll. Background Information: Currently, payroll processing requires each employee to complete a paper time sheet. The division secretary then prepares a paper summary time sheet for the entire division. The paper documentation is forwarded to the appropriate supervisor /director for approval, and then sent to Finance for entry into the New World payroll module. This process supports a manual system that possesses a number of points for human error as well as triple entry of the same data. Outsourcing the payroll process will dramatically increase efficiency and decrease the triple entry currently required to process pay checks. The Finance Division is currently working with a minimal level of staffing. Although an outside consulting firm recommended adding staff to the division, we believe re- allocating the Accounting Assistant's time from payroll to assisting with daily operations and special projects will aide the Director in determining the class of employee, if any, required by the division. The annual cost to outsource payroll is significantly less than the annual cost to hire another full -time staff member, thus is a more cost effective alternative for the Finance Division. Bids were solicited from five nationally recognized vendors. We received two bids for the service and three were unresponsive. Each responding vendor provided three references who were contacted by city staff and questioned regarding the vendor's reliability, training, on -going support, ease -of -use of the product, and overall impression. Comments were fairly consistent and positive for both vendors. A product demonstration was made in a 30 minute time frame to provide 10 management and non - management staff an opportunity to view the easc- of -use of the products and reconunend a preferred vendor. Automatic Data Processing, Inc. was the unanimous choice. To evaluate the bids, we used the following factors and weighted emphasis: Pricing 30% Shana Yelverton, City Manager Page 2 Implementation 15% Training 15% Support 20% Ease of Use 20% The total number of points available was 3. Pricing was allocated based on total and component price factors. All other evaluation factors were allocated based on reference comments and demonstration impressions. Automatic Data Processing, Inc. emerged the best value for the city with a scored 2.55 out of 3. Financial. Consideration: Funding for this project in fiscal year 2006 in the amount of $22,576 has been previously approved by the City Council on April 18 , 2006 as a mid- year budget amendment. Anticipated costs for implementation ($1,500) and processing through 2006 fiscal year end ($3,426) total $4,926. The annual amount totals $20,554, excluding potential contingency amounts ($2,022). The term of the contract is 5 years with I year renewal options at the conclusion of each year. Financial Impact: Not applicable. Citizen Input/ Board Review: Not applicable. Legal Review: Contract is currently being reviewed by City Attorney. Alternatives: Alternatives may include: Council approval of payroll outsourcing proposal Council modification of payroll outsourcing proposal Council decline to approve payroll outsourcing proposal Supporting Documents: Supporting documents include: Proposal from Automatic Data Processing (ADP), Inc. for payroll outsourcing and time and attendance processing. Staff Recommendation: City Council award of bid to Automatic Data Processing, Inc. in the amount of $22,576 for annual payroll outsourcing only. City of Southlake RFB0605A160SG600103 Bid Tabulation Payroll Outsourcing and Time & Attendance Processing Factor Emphasis Rank Sage Rank Rank ADP Inc. Rank Escalation Pricing 30% 3 0.9 2 0.6 Implementation* 15% 2 0.3 2 0.3 Training On -Site and Web -Based Tutorials ** 15% 1 0.15 3 0.45 Customer Support (user and administrator) On- Going ** 20% 2 0.4 3 0.6 Ease of Use (interface ability and user - friendliness) * ** 20% 1 0.2 3 0.6 1.95 2.55 *Rank based on price in total and by component * *Rank based on reference comments and demo impression ** *Rank based on # of yes votes by demo participants Rank Decline if score is less than 1 0 Unacceptable Not the best value if score is less than 2 1 Marginal Acceptable evaluation if score is 2 or greater 2 Acceptable Absolute best value in all factors 3 Exceptional ADP PAY EXPERT® Proposal For City of Southlake June 2006 1 Presented by: 1 �' a 0 Christopher White Major Accounts District Manager Automatic Data Processing, Inc. (214)678 -2438 Note: Product features subject to change. 1 1 1 1 1 1 1 I I I b b ► i i ADP PAY EXPERT TABLE OF CONT'ENT'S TABLE OF CONTENTS ADP PAY EXPERT OVERVIEW CAPABILITIES STANDARD FEATURES TECHNOLOGY OVERVIEW HARDWARE REQUIREMENTS IMPLEMENTATION TRAINING SERVICEISUPPORT PRICING VALUE —ADDED SERVICES COMMITMENT TO SUCCESS 2 3 4 6 10 11 15 16 19 20 23 PROPOSAL FOR CITY OF SOUTHLAKE 2 ADP PAY EXPERT ADP PAY EXPERT OVERVIEW A Web -based solution that combines onsite payroll control with flexible outsourcing from ADP - the industry leader. ADP's Pay eXpert provides you with payroll control -- and the flexibility of Internet access. By harnessing the power of the Web, ADP's Pay eXpert makes it easier and more convenient than ever to manage your payroll, because virtually all you need is a Web browser and security access. At the same time, Pay eXpert lets you enjoy the value -added services and world class support of ADP; the leader in payroll administration services. ■ Simplify and reduce time spent on the entire payroll processing function. ■ Access payroll data from any PC with Internet access and Microsoft Internet Explorer 5.5 or 6.0. ■ Perform key payroll functions at the time and place best suited to your schedule, ■ Handle remote locations through a centralized system. ■ Generate reports for individual locations, or all locations and save report data in standard formats that can be easily printed and archived using commonly available tools such as Microsoft® Excel. ■ Comply more easily with new local, state and Federal regulatory requirements. ■ Simplify management of employee deductions. ■ Minimize time spent on banking issues, ■ Reduce the risk of fines and penalties from employee and payroll related mandates. ■ Benefit from 50 years of outstanding service and support from the industry leader. ADP's Pay eXpert is the solution that can help your company save time, money, and effort every pay period. PROPOSAL FOR CITY OF SOUTH-LAKE 3 ADP PAY EXPERT CAPABILITIES ADP's Pay eXpert provides you with an intuitive Web -based interface to the powerful ADP payroll processing system. ■ The Web interface gives you the ability to collect, validate, retrieve, audit and. report on payroll data from virtually any PC with Internet access. ® ADP calculates gross -to -net payroll and can send the data to tax jurisdictions, banks and third -party benefit administrators. It returns post processing data to your secure site for reporting and inquiries. ■ Reports can be printed at your site or at ADP — whichever you prefer. Functionality ■ Easy navigation — You will feel comfortable with the simple browser -based environment and the intuitive, activity driven processes. ■ User - friendly operation - ADP's unique graphical interface guides you intuitively through the payroll process. Pull -down lists for field population help ensure accurate data entry. • The ability to share data — The Web -based interface enables you to effortlessly retrieve information and share it with other applications. • Fast access to current data — Gather up -to -date payroll information from the Web for reporting to management and responding to employee inquiries. • Customizable features — Customize data entry grids to fit the way you work. • Report Writer — Create custom reports using the optional Report Writer wizard. ■ Integrated HR and Self Service — Choose these other ADP Internet solutions and your data is fully integrated with the payroll data. PROPOSAL FOR CITY OF SOUTHLAKE 4 ADP PAY EXPERT • Internet support center - Connect with ADP's support center that is dedicated to answering your Pay eXpert questions via phone, or e-mail. • Flexible training - Get up to speed quickly with Web -based training (WBT) modules and virtual classroom training that offers you instruction from your desk with an ADP expert. • On -line assistance — Access context - sensitive help for quick reference to the tasks you are performing at any time. • Flexible search capabilities — Retrieve, analyze and report on specific payroll issues --- quickly and easily. Additional selection criteria allow you to define exactly which records you need to locate. PROPOSAL FOR CITY OF SOUTHLAKE ADP PAY EXPERT STANDARD FEATURES With its robust features, ADP's Pay eXpert enables you to perform payroll management tasks with greater ease and confidence than ever before. ■ Employee Masterfile Maintenance - Enter and review employee data relating to pay, taxes, deductions, personal information and more. • Pay Entry — Enter data for regular pay, multi -line pay, manual checks, voids, and remote site paydata access. • CheckView - Replace paper files with permanent, computerized images of employees' hours, earnings, deductions and tax information right from their paychecks. ■ Security— Use Digital Certificates to access the application, IDs and passwords control access to hourly rates or salaries, maintenance /file changes, transmission procedures and rate changes. Permit access based on a variety of criteria including department, role or function /task. : Export - Save any report to a text file to export data to other applications such as Excel and other accounting systems of your choice. ! ■ Import — Accept any data in a text file from another application to share 0 employee and/or hours and earnings data, including time and attendance l systems or ADP's eTime® product. ■ Validation Table — Reduce data entry errors by creating pull -down lists of valid entries for specific fields. Enter your Transit/ABA numbers to simplify banking tasks. ■ Payroll Cycle Control - You won't miss a step in the payroll process with the unique graphical interface that guides you through the entire cycle. PROPOSAL FOR CITY OF SOUTHLAKE 6 ADP PAY EXPERT Standard Reports — Review data, track labor costs, spot trends and provide decision - making information through a wide array of standard reports, including: Payroll Reports ® Accumulator Report o Standard Scheduled Deductions Report o Employee Changes Report e Manual Checks Summary Report o Paydata Full Report o Paydata Summary Report ♦ 401 K Report e Allowed and Taken Report ♦ Active and Hourly Employees Without Pay ♦ Year -To -Date (YTD) Reporting - download accumulated payroll and tax fields for review Human Resources Reports- With Optional HR eXpert ■ Disaster Recovery — Because ADP is hosting the database, we eliminate your concerns over disk crashes and other in -house system errors. We protect the safety of your payroll processing data by retaining a complete backup at no extra charge, in accordance with mandated storage times. ® Automatic Upgrades - Your application is constantly kept current with the latest enhancements from ADP. Since the software is hosted at ADP, we perform the upgrades transparently and notify you of the enhanced features. PROPOSAL FOR CITY OF SOUTHLAKE 7 1 ADP PAY EXPERT TECHNOLOGY OVERVIEW ADP's Pay eXpert is a primarily J2EE -based application and complies with the J2EE standards as defined by Sun MicrosystemsTm and its partners. The architecture follows an N -tier model that cleanly separates the Presentation tier, the Business Logic tier, Data Tier and the Back -end systems. The user interface relies on the HTML /DHTML language (with Java Script) supported by Internet Explorer browsers and on the HTTP /HTTPS protocol to access the server -side presentation components. The HTML pages are dynamically generated through either Java Server Pages or a page - builder mechanism that creates HTML templates and XML t files containing metadata stored outside the application. The reporting component of Pay eXpert utilizes Active Server Pages and Crystal Server Pages for building the user F interface and Crystal Enterprise SDI{ for interacting with the Crystal Enterprise@ R reporting engine. The server -side components use Java Servlets, which are Java classes that go beyond the traditional CGI components to provide superior services and E performance. The Web Application Server is WebSphereO from IBM, and the Web k Server is I ISO from Microsoft@. The back -end systems consist of a relational database (Oracle WRAC), EMC Storage and a batch gateway server to perform the interface to the ADP mainframe, where payroll processing is completed. Oracle 9i /RAC and EMC �5 help to ensure that data - intensive enterprise applications like Pay eXpert are highly t scalable and highly available. A streamlined two -way gateway between Pay eXpert and Benefits eXpert is also available for clients with both products. PROPOSAL. FOR CITY OF SOUTHLAKE g ADP PAY EXPERT ,r Networking Environments ADP's Pay eXpert can be accessed through any number of standalone or networked PCs with Internet access - whether through a local area network (LAN) or wide area network (WAN) or direct high -speed telephone connection. 128-bit encryption is utilized for Secure Socket Layer (SSL) protocol. In addition to basic authentication (with user ID and password), a Digital Certificate for an end -user is required for access to Pay eXpert, except for employee self service features. Single sign -on is available with /for many applications from ADP/ES. PROPOSAL FOR CITY OF SOUTHLAKE 9 ADP PAY EXPERT HARDWARE REQUIREMENTS Because all major processing functions take place on the ADP Web server, Pay eXpert has minimal hardware requirements. Microsoft@ Windows@ 2000 Professional or Windows XPO A Intel@ Pentium@ 233 MHZ or higher processor * 128 MB RAM s 800 x 600, 856 color screen resolution ■ Internet Explorer 5.5 or 6.0 A high speed connection (for example, DSL, cable) ; minimum 384 kb per second Virtual Training Class Hardware Requirements With ADP giving you the ability to train in a virtual environment, you will need the following hardware: ■ 16 -bit Sound Card • 10mb Free Disk Space • Connection for headsettmicrophone. (ADP provides headset). PROPOSAL FOR CITY OF SOUTHLAKE 10 ADP PAY EXPERT IMPLEMENTATION The ADP commitment to World Class Service includes a thorough, well- planned approach to implementation. Our national implementation network ensures highly - trained specialists will work with you -- no matter where you're located. What You Can Expect From Us ADP recognizes that the value of our solutions goes beyond features and functionality. That's why you can expect us to deliver proven, effective implementation methodologies. We want to make sure our system meets your goals and objectives from the first time you process payroll with ADP. What We Need From You Your organization has a key role in the implementation process. ADP highly recommends the following involvement from your project team: ■ Clear Definition of Your Goals: Develop a statement of objectives to communicate to ADP your clearly- defined goals. ■ Periodic Reviews: Conduct a review of your goals on a periodic basis and communicate any changes to us as they occur. You can also review the status of the implementation process to determine that the process is being managed to your satisfaction. Technical Environment: Establish an environment compatible with the requirements specified in this document to provide you with the most efficient access to the ADP application. e Completion of Computer -based Training: Establish a training plan for your users compatible with your organization's day -to -day operations. You will need to ensure that all employees complete the on -line training modules and attend the virtual classes as scheduled. If you choose the Employee Self Service option, you will need to distribute instructions to your employees as well. PROPOSAL FOR CITY OF SOUTHLAKE 11 1: I ii ADP PAY EXPERT lF? w Data Conversion: Work with the ADP implementation specialist on a plan to ' convert your data to the ADP's Pay eXpert application. AC P will import your data and you will be responsible for verifying its accuracy. ® System Security: Assign a security administrator to create and manage i your assigned user community while also monitoring the access of users to 1 the ADP application. r Your team's involvement ensures successful use of the ADP applications. The Project team should consist of several client roles: m A project manager is needed to coordinate all activities and be responsible I for the day -to -day decision making. ® A technical contact should ensure that the environment meets the requirements and the connection to the Internet is operational. a The payroll professional will be responsible for the integrity of the payroll data, and must be familiar with your existing payroll system and procedures. When appropriate, the payroll contact must work with your HR and Benefits professionals to ensure that their data entry and reporting needs are accommodated in the application. ® A security administrator will be responsible for managing the approved client access to the ADP application. This includes: the creation and management of the user base, assigning the appropriate access control within the application, coordinating the issuance of digital certificates, providing certificates to multiple locations, and revoking certificates and user access according to the guidelines communicated to you in the ADP security procedures. Initially this individual could be the payroll professional; however, strong consideration should be given to the separation of this responsibility from the payroll process. System security is vital to protecting the integrity and confidentiality of your data. Your security administrator role is the key to utilizing the solid security structure designed by ADP. ADP has invested in providing you with a highly secure solution, but the design is dependent on the way it is implemented and managed by your administrator. Your team is ultimately responsible for securing your data by following the guidelines outlined by ADP. This includes unique digital certificates and User ID/Passwords assigned to each user and the immediate revoking of certificates when a user leaves the company or is assigned a new certificate or responsibility. The security implementation documentation contains additional details on protecting your data. PROPOSAL FOR CITY OF SOUTHLAKE 12 ADP PAY EXPERT Four -Phase Implementation Process A specially trained implementation team will work with you to thoroughly analyze your needs, and manage your transition to ADP's Pay eXpert through a four -phase process: ■ Project Planning — Following a complete demonstration of the system, we'll examine your project objectives, review the standard work plan and discuss the necessary interfaces. We'll also identify the next steps for implementation, including the conversion strategy and training schedule. ■ Analysis — We'll analyze your reporting requirements, complete the system setup, review your security requirements and resolve issues regarding implementation. We'll continue to assess your interface and conversion requirements — exploring integration Issues and defining field and date mapping. ■ Review - Upon completion of setup, we will help ensure a successful transition by ... ® Reviewing security setup, field mapping and interfaces. o Identifying additional training needs. o Resolving any outstanding issues. ■ Go Live Review -- We'll take time to validate your data conversions, reports and payroll connection. Once you have complete confidence in the integrity of your data, you can make the decision to go live. PROPOSAL FOR CITY OF SOUTHLAKE 13 ADP PAY EXPERT Implementation Schedule Establishing a realistic timetable is another important component of a successful implementation. Phase 1: Project Planning Phase 2: Analysis Call ■ Setup ■ Conversion of Data to ADP ® Web -Based Training ■ Enrollment in Virtual Class Phase 3: Review • Last Payroll From Previous Payroll System • Provide data to ADP • Verify Output from ADP Phase 4: Go Live Review Call • First Input Review Call • First Live Check Review Call • Additional follow -up calls as required PROPOSAL FOR CITY OF SOUTHLAKE 14 ADP PAY EXPERT ADP's Pay eXpert.features Web -based training modules. In addition, ADP also offers both initial and ongoing virtual classroom instruction to meet your individual needs. ADP also provides pre - requisite training recommendations with various vendors for Microsoft Windows, Internet and Microsoft Internet Explorer that you will need to work with Pay eXpert. It is important that your users complete Windows and Internet training or have the equivalent experience before taking the ADP Pay eXpert training courses. Introduction to ADP Pay eXpert This self- paced, web -based tutorial provides you with an overview of how to process your payroll using ADP's Pay eXpert. You will learn how to work with ADP to process your payroll and the steps in the ADP Pay eXpert cycle. The tutorial is a pre - requisite to ADP's Pay eXpert Virtual Class and can also be used k for refresher training. ' ADP Pay eXpert Virtual Class ADP not only offers you the next generation of payroll solutions via the Internet, it also provides live product training via the Internet. In this call you'll learn how to start a new payroll cycle, add and edit employee and pay information, send data to ADP and review output reports that you will receive from ADP. This class is taught by our highly qualified, trained staff. PROPOSAL FOR CITY OF SOUTHLAKE 15 I I: 1 I ADP PAY EXPERT SERVICEISUPPORT y The features and capabilities of Pay eXpert are fully backed by the ADP tradition of superior service and support. That means you can have full confidence in your ADP solution knowing that our reliable resources, technology and expertise stand behind it. Unique to our Internet product, is the ADP Internet Support Center. This dedicated team provides you with assistance via the service website, e-mail or phone. We're celebrating 50 years of outstanding industry leadership with even greater resolve to provide you with World Class Service -- from the time we meet to discuss your needs, through implementation .. , through every payroll cycle ... through your changing payroll and system needs. Technical Expertise Comprehensive assistance and support for ADP's Pay eXpert is always provided to you. Throughout the implementation process, you'll be under the special care of a dedicated Account Executive. To serve your long -term needs, you'll be assigned a well - trained and responsive client services team to help you work through any issues or unusual circumstances that might occur from time to time. Aided by state -of -the -art client service technology, the entire team will become familiar with your business and your complete service history. They are your assurance that, should you need it, qualified assistance is only an email or phone call away. PROPOSAL FOR CITY OF SOUTHLAKE 16 ADP PAY EXPERT On -line Help ADP's Pay eXpert provides context - sensitive on -line help. A wide variety of examples are provided to assist you with completing specific functions. On -going Support Our strategic solutions are designed to meet the needs of every phase in the lifecycle of your business. As your requirements change, contact us for a situation analysis. Our associates will review the new issues affecting your payroll management and suggest the appropriate technology to continue delivering the ADP performance edge. Rely on ADP as your long -term business partner. We'll help you meet today's demands as well as plan for tomorrow's challenges — with the latest, best -of -breed technology, combined with world class service and support. Service Level Agreement ADP commits to the following service levels to assist you with questions on the Pay eXpert service: • Strive to close every case within 24 hours of the time it is opened. This does not apply to cases that do not have a time restriction or limitation due to the nature of the request. • Reply to virtually all a -mails within 1 hour of receiving it. • ADP is committed to processing your payroll on a consistent schedule as arranged by you and your ADP representative. If you lose Internet connectivity at a crucial point in your payroll processing, ADP will work with you to collect your data in an alternative way, to have your payroll processed. PROPOSAL FOR CITY OF SOUTHLAKE 17 ADP_ PAY EXPERT CONTINGENCY PLANNING ADP has provisions within the Pay eXpert infrastructure to provide high availability of the r web application. The provisions are in place so the service is available when you need access. These provisions include: ' Redundant servers that can quickly replace servers that become unavailable b Data "sprayers" that route traffic to available channels when one channel experiences high volume k Automated tools that detect system issues on a 247 basis b Pay eXpert runs on a Cisco Powered Network® (CPN) to provide you with a I dependable infrastructure While ADP will provide you access to Pay eXpert once you connect to the Internet, you will need to provide your users with access to the Internet. You can choose the Internet Service Provider (ISP) that supports the Internet Explorer browser within the requirements outlined in the Product Requirements section of this document. ADP recommends that you have a contingency plan for your Internet connection as well. For example, you can sign up with a second ISP that can be employed if your original ISP service is not available. In addition, you can have a modem connection available from your workstation, in case your high speed connection access becomes temporarily unavailable. With the plans. in place at ADP and your own contingency planning, you can feel confident in the availability of the Pay eXpert service. PROPOSAL FOR CITY OF SOUTHLAKE 18 Paperless Payroll Services Investment Summary, • Web -based application available 2417 & fully- hosted by ADP • Unlimited multi -user access with customizable security parameters • Full level tax filing, depositing & SUI Management (TotalTaxPlus) • Full- service Direct Deposit, Check Signing, Stuffing & Reconciliation (TotaiPay) • Ability to offer Visa - branded pay cards as alternative pay instrument (Tota[PayCard) • Automatic New Hire Reporting • Gross to net payroll preview (PQV Net) • Online payroll register with detailed check history (CheckView) o Print manual checks onsite whenever needed o YTD Download and up to 999 custom accumulators o Ability to import masterfile, hours, earnings and other data o Five custom management report downloads (ex: 401(k), Workers Comp...) o Overnight Delivery of pay instruments & payroll reports o Custom reporting tool including 60+ pre - formatted reports o Wage Garnishment Processing Services o Online access for Employees to view pay statements & W -2's (iPay Statements) o Online access to view 14 weeks payroll history, 5 quarters of tax reports & MR's (iReports) o Homepage Website Access o General Ledger Interface Average Investment: Per Processing $664.101$137.00 Annual Total $20,554.60 One -time Implementation: $1,500.00 Includes dedicated project leader during 3 -4 week implementation, customization of software, unlimited "virtual" or classroom training. ■ Year -end W -2s assessed at $4.95 each ($75 minimum) PRICING DETAIL Prepared for City of Southlake Regular Per Processing (based on 220 EE's Bi- Weekly) Pay eXpert Paperless First 50 Pays = $5.30 each EE $265.00 51 + _ $2.30 each $391.00 Overnight Courier Delivery $1100 GL InfoLink (GL Interface) @ .50 per EE @ 220 EE's $110.00 (less 15% discount) 114.90 Total per processing $664.10 Per Processina Charges (based on 30 EE's Semi - Month] Pay eXpert Paperless $5.30 per EE @ 30 Employees $159.00 Additional Control Delivery $6.50 GL Infolink (GL Interface) @ .50 per EE @ 30 EE's $15.00 (less 25 % additional control discount) 43.50 Total Per Processing $937.00 Annual W -2 Processing 1 W -3 Filing $4.95 each EE One -Time Implementation Fees Payroll Implementation $1,500.00 Client Authorization Printed Name 1 Title $750.00 Deposit Amount Date Target Start Date * i agree to ADP Terms & Conditions as provided. ADP PAY EXPERT VALUE -ADDED SERVICES The following additional services enhance your employee processing through ADP: ® Human Resource eXpert — Track your HR data in an integrated HR/payroll. database. You can assign HR tasks to certain users, whether they need to report on or enter data. The comprehensive set of features includes: • Provide direct access for anyone in your organization needing HR related data to enhance strategic decision making. • Speed the workflow of HR processes such as new hire and salary administration. • Track and report comprehensive HR information beyond the basic new hire data. ® Employee Self Service — Provide information to your employees to reduce calls into your office. The following information is available to employees through this feature: • View of personal, W4, and career data • View of last paycheck and paycheck history • Ability to perform paycheck calculation to assess affect of salary or W4 changes on net pay Report Writer — Format data fields into custom column reports to reference employee and payroll data. Payroll Tax Filing /Reporting - Let ADP calculate, file and deposit your local, state and Federal payroll withholdings — and help you comply with all taxing authorities. Our specialists track new and changing local, state, or Federal payroll tax laws and respond to inquiries from taxing authorities. We pay any penalties resulting from errors on our part. We calculate, file and deposit .. . • Federal, state, and local tax liabilities and deposits • Federal unemployment tax liabilities and deposits • Federal deposit tax return 941 • State quarterly wage reports • State unemployment insurance and disability reports • State and local income tax reconciliation reports • Federal unemployment tax return form 940 • State and local annual tax reconciliation reports • W -2 forms • W -2 reconciliation forms for all authorized jurisdictions PROPOSAL FOR CITY OF SOUTHLAKE 20 ADP PAY EXPERT ® TotalTax Plus" — Relieve your staff of the burdens of both tax filing and unemployment compensation management with the convenient service that takes care of both. We will calculate, file, deposit and reconcile your company's payroll taxes. We'll also help you reduce your unemployment insurance (Ul) expense, lower your UI rates, benefit change liability and manage tedious and time - consuming responsibilities of filing unemployment- related paperwork, auditing benefit charges and responding to inquiries from state agencies. New Hire Reporting - We'll help you comply with state regulations that require you to be responsible for reporting basic identification information on newly hired employees. Our specialists help you eliminate potentially costly fines and penalties by accurately filing new hire information, regardless of how many employees you have or the number of states in which you operate. ® Banking Services - Use the following services to add value to your employee's payroll and reduce your own administrative burdens and costs: a Full Service Direct Deposit (FSDD) — FSDD electronically distributes employees' pay into their selected bank accounts. • Funds are available on payday - no more waiting for checks to clear. • Chance for lost or stolen checks is diminished. • Employees spend less time cashing or depositing checks during the workday. • Employees can receive their pay even if they are out of town, on vacation or out sick. TotalPay - TotalPay is a combination of two ADP services, FSDD and ADP Check. ADP Checks are payroll checks drawn off an ADP partner bank. • Your payroll reconciliation is simplified. You only need to reconcile a single debit to your bank account - not each payroll check. • Fraud risk is minimized because checks are issued from an ADP account. ADP is your single point of contact for all payroll inquires. • Checks arrive signed by an ADP - authorized signature and stuffed in window envelopes for easy distribution and confidentiality. (Your signature and logo may also appear on the check.) PROPOSAL FOR CITY OF SOUTHLAKE 21 ADP PAY EXPERT s Wage Garnishment Processing Services (WGPS) — Assist your staff with tracking State and Federal regulations related to the processing of your employees' garnishments. • Calculations required for compliance are completed automatically. • Multiple garnishments for each employee are prioritized. • Allowable deductions are applied to the garnishment. • Deduction from employee's pay are generated. • Payments are disbursed to the appropriate agencies. • Processing includes garnishments, bankruptcies, liens and child support. Print Service Options ADP provides you with flexible options for generating, managing and storing checks, reports, forms and other documents in the manner that's most convenient for you. ® Year -End W -2 and 1099 Printing — Take advantage of our high -speed laser printers and send your year -end data to ADP. We'll print and deliver ready -to- distribute forms and year -end summaries in a clear and easy -to -read format that minimizes employee inquiries and eliminates messy carbons. Save time and reduce your equipment maintenance and printing costs. ■ Documax - Archive your payroll reports on space - saving CD -ROMs. Eliminate cumbersome paper files and costly storage requirements while you speed information searches and ensure the safety and security of your important data. PROPOSAL FOR CITY OF SOUTHLAKE 22