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
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Presented by:
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Christopher White
Major Accounts District Manager
Automatic Data Processing, Inc.
(214)678 -2438
Note: Product features subject to change.
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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
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10
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15
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19
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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
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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
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interface and Crystal Enterprise SDI{ for interacting with the Crystal Enterprise@
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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
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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
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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
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ADP PAY EXPERT
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w Data Conversion: Work with the ADP implementation specialist on a plan to
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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
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your assigned user community while also monitoring the access of users to
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the ADP application.
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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
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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
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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
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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
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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