PURCHASING DEPARTMENT · 2018-07-03 · A. Yes. We prefer this FTP to be hosted by the vendor. Q. So we should propose both client hosted and cloud based pricing? A. Yes. Q. The calendar

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DATE: July 2, 2018 MEMO TO: WHOM IT MAY CONCERN FROM: Andrew G. Morse, Director of Purchasing RE: Timekeeping System RFP

Addendum #2, Document # GC-18-022-P 1.) Answers to Vendor Questions pp.1-5 2.) Employee Classification Table p. 6 3.) Glossary of Terms p. 7 4.) Revised Proposal Page p. 8 5.) Addendum acknowledgement (must be submitted with proposal) p. 9 6.) Employee Timekeeping Files pp. 10-34 Q. What hardware is currently in use? A. Prox cards Q. What kind of prox card? A. HID 1386-LGGMN ISOProx II PVC Cards – Programmed. Q. Client hosted or cloud? A. Open to either. Q. How many users to have administrative rights? A. 50-75. Q. How many time clocks needed? A. 40 or more. Q. How is time tracked currently? A. Manual system.

PPPUUURRRCCCHHHAAASSSIIINNNGGG DDDEEEPPPAAARRRTTTMMMEEENNNTTT COUNTY OF STEUBEN

3 EAST PULTENEY SQUARE

BATH, NEW YORK 14810-1510 (607) 664-2484

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Q. Will a mobile application be needed as part of solution? A. Yes, a hybrid approach will be needed. Q. Where are users logged in from? A. Multiple locations. Q. Will electronic Time Off Requests be part of the proposed solution? A. Yes. Q. How many buckets for leave accrual are needed? A. There are at least five – Vacation, Sick, Family Leave, Cancer Screening, Comp Time. Q. Is there a restriction on who can enter what kind of time? A. Supervisor vs. employee: multiple levels of entry for certain pay codes. Q. Is scheduling of workers going to be part of the proposed solution? A. No. Q. But schedules will be included to track tardy etc., correct? A. Yes. Q. Is FMLA tracking part of the proposed solution? A. Not a requirement, but would be considered. Q. Is tracking of taxable vs. non-taxable reimbursements part of the proposed solution? A. It is currently done by manual voucher, and likely would continue that way. It is not a requirement, but we will consider it. Q. Is there a timeline for implementation? A. Not a specific timeline. There are unions which have to be consulted. Q. How many unions are there at Steuben County? A. There are 3 bargaining units: CSEA (2 units) and Council 82 (Sheriff’s Deputies). Q. So cost should be broken down into software, implementation, integration? A. This breakdown would be helpful, yes. Q A separate sheet with this breakdown should be included in the proposal? A. Yes.

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Q. The software cost for 3 years could be less favorable than for 5 years. Should we include a breakdown for 5 year cost? A. Yes. Q. Is there a requirement of on-site presence for implementation? A. As much as is needed to get the system up and running. Video conferencing is also acceptable. Q. What form should the file to get the information into E-finance have? A. There are 13 tables of data. Q. So there will be a Time and Attendance FTP (file transfer protocol) to get the information into E-finance? A. Yes. We prefer this FTP to be hosted by the vendor. Q. So we should propose both client hosted and cloud based pricing? A. Yes. Q. The calendar on page 12 is for what purpose? A. It is a pictorial representation of how the payroll process currently works (when the information is available to the payroll system, and when it is available from the payroll system.) Q. Who will be responsible for installing the time clocks – the vendor or Steuben County IT? A. We prefer it be done by the vendor. Q. Should vendors assume that Steuben County is responsible for electrical power and Ethernet connectivity where the proposed clocking terminals are to be installed? A. Yes. Q. Does Steuben County have Power Over Ethernet availability at any of the locations where clocking terminals will be installed? A. Yes, in most locations. Q. Does Steuben County desire vendors to price clocking terminals with Power Over Ethernet capability? A. Yes. Q. For the 5 year pricing requested in today’s conference call, does the County foresee paying for the entire 5 year contract up front? A. No. Payments to be made annually.

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Q. Banks and accruals – How many paycodes for time off banks and accrual methods will be required? Do you have the rules around these defined? A. Employees can have up to 9 leave bank types. Currently we use six leave bank types. Based on the current use we have eight pay codes that deal with those leave bank types. However, I would not like to limit the number of pay codes attached to leave bank types because depending on the accrual type, there could be one or more. With that being said, I would say average of five pay codes per leave bank type would be good. There are four accrual methods that we have. We do have the rules around these accrual methods and leave bank types defined. Q. Leave or Time off strategy – Is it your desire that the time and attendance platform, be able to accommodate workflows and capture rules for time off? A. The County would prefer that it be able to accommodate workflows and capture rules for time off in order to support the ability for employees to electronically request both leave hours and overtime hours and provide for supervisors to electronically approve those requests. Q. What is the Work Week definition and is that shared through all Unions and Regular EE’s? A. Work Week definitions vary through all bargaining Unions. Here I will define Regular EE’s as all other non-bargaining units. The one definition part that is the same through all Unions and non-bargaining units is that the work week starts Monday. Then each Union and non- bargaining units differ with whether they have 37 ½ or 40 hours per week with days going Monday through Friday or Monday through Sunday. There are some employees who work 4 10 hour days. Q. Does your organization have shifts and do you pay shift differentials? A. Yes, the County has shifts and pays shift differentials. We have full shift employees and swing shift employees. Shift differentials get paid when employees work outside the normal work shift day. Full shift are those employees whose majority of their regularly scheduled shift fall after 4:30 pm and before 8:00 am. Swing shift employees only get paid when they work after 4:30 pm and before 8:00 am. Q. How many pay calendars do your employees follow? (Weekly, Bi- weekly, Semi-Monthly or other)? Is everyone on the same pay calendar? A. We have one pay calendar that everyone is on. We get paid bi- weekly.

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Q. Can you provide your employee classifications and a count for each? (Hourly/Salary/Executive/Expat/Union/Contingent/ Intern- Temp?, etc.) A. See Excel spreadsheet (Page 6). Q. OT Rules – What state do they apply Compliance Burden Regulations to? A. New York Q. Holiday Calendar – does everyone share the same one? A. No because each bargaining unit is different. Q. Would the system be expected to calculate gross pay? A. The system would be expected to calculate gross pay. This system should allow pay rate modifications at the time of approval as well as having gross and pay rate checking abilities as a part of the approval process to certify the payroll. Q. How many integrations and what sort would be needed? A. There should be input integration with up to 13 different Human Resource tables as well as one output integration with one Human Resource table for timecard pay and one Human Resource table to track at least sick, vacation, and personal leave detail.

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Employee Classifications union part_time status empl_type # of Employees in each

F PERM COMPETITIVE 39F PERM EXEMPT 2F PERM NON-COMPETITIVE 6F PROV COMPETITIVE 3F TEMP LABOR 23F TEMP NON-COMPETITIVE 8P PERM COMPETITIVE 11P PERM EXEMPT 1P PERM NON-COMPETITIVE 6P PERM PENDING CLASSIF 1P PERM UNCLASSIFIED 5P TEMP LABOR 2P TEMP NON-COMPETITIVE 27P TEMP UNCLASSIFIED 9

CORR F PERM COMPETITIVE 98CORR P PERM NON-COMPETITIVE 1CSEA F CA COMPETITIVE 6CSEA F PERM COMPETITIVE 360CSEA F PERM EXEMPT 1CSEA F PERM LABOR 11CSEA F PERM NON-COMPETITIVE 114CSEA F PERM UNCLASSIFIED 4CSEA F PROV COMPETITIVE 8DEPU F CA COMPETITIVE 2DEPU F PERM COMPETITIVE 21DEPU F PROV COMPETITIVE 5MGT F PERM COMPETITIVE 34MGT F PERM EXEMPT 27MGT F PERM NON-COMPETITIVE 9MGT F PERM UNCLASSIFIED 14MGT F PROV COMPETITIVE 1MGT P PERM COMPETITIVE 1MGT P PERM EXEMPT 10MGT P PERM NON-COMPETITIVE 4MGT P PERM UNCLASSIFIED 16

5 2 4 7 890

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Employee Timekeeping Glossary

Superion eFinance Plus tables that have to be used but not limited to:

employee, person, payrate, payroll, dist_orgn, proj_orgn, paygroups, paytable, clstable, faorgn, expledgr, proledgr, timecard

What tables are used for: employee used for placing employees in County Areas/base locations plus

obtaining employee information. person used for excluding terminated employees from entering pay type/time. payrate used for obtaining active pay types on employees with their standard

hours and rates. payroll used for obtaining leave balances and time card required indicator. dist_orgn and proj_orgn used to get default accounting of employees. paygroups used to validate and get current pay run code for pay type/time entry. paytable used to validate pay type/time. clstable used to validate job class. faorgn, expledger, proledgr used to validate accounting. timecard used to capture all pay type/time entry in form of timecards used to pay

employees each pay run.

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REVISED PROPOSAL PAGE Request for Proposal Timekeeping System Document #GC-18-022-P FILE DAY, DATE & TIME: Thursday, July 19, 2018; 1:30 P.M. local time Submission may be mailed or hand delivered. SUBMIT TO: Andrew G. Morse, Director of Purchasing Steuben County Purchasing Department 3 East Pulteney Square Bath, New York 14810 Steuben County is seeking all-inclusive pricing proposals. Vendors shall submit pricing with consideration of, but not limited to, licensing, hardware, implementation, integration, travel, maintenance, and support. A software maintenance cost breakdown for 1 year, 3 year (per year) and 5 year (per year) is requested. Steuben County will consider proposals for County hosted solutions as well as cloud based systems. Where applicable, proposers are requested to provide separate pricing proposals for each type of system. The undersigned, having an integral understanding of the objective, terms and conditions, specifications and contractor’s responsibility as stated in these documents, does hereby submit a quote for the provision of services as stated below and pursuant to the Request for Proposal. PLEASE PRINT OR TYPE: Company Name:

Federal Employer ID:

Company Address: Name:

Title:

Signature:

Date:

Telephone Number:

Fax Number:

E-mail Address:

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This information shall become part of the proposal document and should be considered in any response to this solicitation. It is required that this addendum be signed, dated and included with all bid submittals. If you have any questions regarding this matter, please contact this office. Andrew G. Morse Director of Purchasing Signature: Date:

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Employee Timekeeping RFP Files

Table Name: employee Package: HR.\ I

Description: Main demographic information about employee; links to all other HRM tables via the unique ornpi no assigned Size: 339 # Coln us: 21

C:olumu Name Type Description

empino INTEGER Employee ID

5 - 2 1

Column Name Type Description

ssn CHAR/11 Employee's Social Security Number

1 name CHAR/30 Employee's last name

f name CHAR/30 Employee's first name

addr 1 CHAR/30 Employee's address line 1

addr2 CHAR/30 Employee's address line 2

city CHAR/20 Employee's city of address

zip CHAR/10 Employee's zip code including extension' and lwphen

hire_date DATE Employee's hiring date

home_orgn CHAR/8 Employee's department code

birthdate DATE Employee's birth date

base_loc INTEGER Building code assigned to employee's primary location; links to rogtb_building table

state id CHAR/2 Employee's state of residence; standard abbreviation

orig_hire DATE Employee's original hire date

prey;lame CHAR/30 Employee's last name or maiden name

email addr CHAR/50 Employee's e-mail address

info rlease CHAR/1 Employee's consent to release personal data ;Y or N

email voucher CHAR/1 Flag if employee is to receive their paycheck voucher via email: Y or N

uid CHAR/8 Employee's user id

supervisor id CHAR/8 User id of the employee's supervisor

personal email CHAR/50 Employee's personal email address

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employee

Package: FIRM Subpackage:

Description: Main demographic information about an employee; links to all other FIRM tables via the unique

empl_no assigned. These fields have been added in eFinancePLUS

Column Name Data Type Allow Descri ption/Values Adcl/Modify/ Null Delete m_name Char(30) Yes Middle Name Add 5.0 name suffix Char(5) Yes Suffix Add 5.0

Table Name: Package: Subpackage:

Description: Size: # Columns:

person HRAI PER

Personnel records entered in the Personnel Data screen 298 55


empl_no. INTEGER Employee ID

home_phone CHAR/12 Employee's home telephone number

listed CHAR/1 Telephone number flag: L (listed) or U (unlisted)

work_phone CHAR/I2 Employee's work telephone number

emer cont CHAR/25 Name of the person to contact in au emergency

emer_pho e CHAR/12 Telephone number of the emergency contact

phys name CHAR/30 Name of the physician to contact in an emergency

phys_phone CHAR/12 Telephone number of the emergency physician

yrs district DECIMAL/3,1 Years of experience with the district/municipality

yrs state DECIMAL/3,1 Years of experience in the current state

yrs total DECIMAL/3,1 Total years of experience

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last tb. DATE Date of the employee's most recent tuberculin test

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tenure_date DATE Date when this employee will receive tenure

senior date DATE Date when the employee will receive seniority

empltype CHAR/1 Employee type code

location CHAR/4 Primary location of the employee; verified by

sex CHAR/1 Gender: F (female) or M (male)

race CHAR/1 Race: A (Asian), B (Black), H (Hispanic), I (Indian), 0 (Other), U (Unknown), or W (White)

eeo CHAR/2 EEO category for this employee (valid 1-8 EEO4; 1-18 EEO5)

eeo_group CHAR/1 EEO Group: N-not reported, 4-EEO-4 municipalities, 5-EEO-5 school districts

part_time CHAR/1 Part-time flag: P (part-time employee) or F (full-time)

status CHAR/4 Employment Status

stat_date DATE Date when the status became effective

hand CHAR/1 Handicapped: Y or N

job_I through job_5

CHAR/4 Job skills, fields 1 through 5; verified by jobtable

bargain CHAR/4 Employee's bargaining unit; verified by bartable

comp_code CHAR/4 Reason code for the termination of this employee

term_date DATE Employee's termination date

term_code CHAR/4 Code referencing the reason for this employee's termination

ex_currl through ex_curr6

CHAR/4 Extracurricular activities, fields 1 through 6; verified by ex curricular table

curr_date DATE Employee's hire date; from the Base Employee Data screen

prior_class CHAR/4 Job class held prior to the current job class

prior_date DATE Date when the prior 1 job class was entered into the system

prior2_class CHAR/4 Job class held before the prior 1 job class

prior2_date DATE Date when the prior 2 job class was entered into the system

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v. 4.3 Human Resources

3

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incr_per. DECIMAL/8,4 Percentage of increase or decrease the employee received in current position:

incr_date DATE Date of the increase or decrease the employee received

incr2_per DECIMAL/8,4 Prior 1 percentage of increase or decrease the employee received

incr2 date DATE Prior 1 date of increase or decrease the employee received

incr3..per DECIMAL/84 Prior 2 percentage of increase or decrease the employee received

incr3_date DATE Prior 2 date of increase or decrease the employee received

eeo_ftnic CHAR/2 EEO function for the EEO4 (valid 1-15)

lastday worked DATE Last official day worked (only available for terminated employees)

cell_phone CHAR/12 Employee's cell phone number

other_phone CHAR/12 Employee's additional phonesnumber

emer_cell_phone CHAR/12 Emergency contact's cell phone number

person

Package: FIRM Subpackage:PER

Description: Table that holds the employee personnel information. These fields have been added in eFinancePLUS 5.0.

Column Name Data Type Allow Null

Description Values Add/IViodify/ Delete

ethnic code staff_state_id

Char(6) VarChar(32)

Yes Yes

Ethnicity Staff State ID

Add 5.0 Add 5.0

eFinancePLUS Data Dictionaty V. 4.3

4

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Table Name: payrate Package: HRM Subpackage: PAY

Description: Detail records for each employee pay rate Size: 135 # Columns: 38


empl_no INTEGER Employee ID

rate_no SMALLINT Unique rate number corresponding to the employee; a given employee can have up to 20 rates

primry CHAR/1 Rate flag: P (primary rate) or S (secondary rate)

group_x CHAR/1 Pay group to which the rate belongs

pay_hours DECIMAL/6,2 Number of hours worked per pay period for hourly and daily employees; used if the default hours on Pay Run screen are zero

days_worked DECIMAL/6,2 Number of days the employee works in a year; used in calculating the docking rate and salary schedule ratio with P (period salaried) and R (scheduled salaried) methods

hours_day DECIMAL/4,2 Number of hours the employee will work under the rate per day worked

incl_dock CHAR/1 Include rate in docking rate calculation: Y or N

no_pays DECIMAL/3,1 Number times per year the employee will be paid for the rate

fte DECIMAL/9,6 Full-time equivalency percentage entered as a decimal (1.0 = 100%); represents the portion of a full-time position that applies to this position; used with Rpay_method

pay_method CHAR/1 Type of rate record: P (period salaried), R (scheduled salaried), S (scheduled hourly), D (daily), or H (hourly)

pay_cycle CHAR/1 For multiple checks, indicates whether deduction is taken from: S (first and second checks), blank (first check only)

payed CHAR/3 Pay code to which the rate is assigned

classify CHAR/4 Job class code

occupied CHAR/1 Position occupied flag (for Position Control): Y or N

cal_type CHAR/4 Type of calendar the rate record is using

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range CHAR/2 Corresponds to a specific range defined in the salary schedule; only used with R and S pay methods

step_x DECIMAL/4,2 Salary schedule step for the employee rate; only used with R and S pay methods

rate DECIMAL/12,6 Pay methods: payroll period rate for R and P types, hourly rate for S and H types, and daily rate for D types

dock_rate DECIMAL/12,6 Used in calculating leave or docking pay; usually an hourly rate for P,R,H,S pay_method and daily for Dpay_method

cont_flg CHAR/1 Contracted position: Y or N

cont days DECIMAL/6,2 Number of working days in the contract

override CHAR/1 Override flag: 0 (user maintains fields manually) or S (system calculates rate, docking rate, and/or annual salary, depending on the pay_method)

annl_sal DECIMAL/ 1 0,2 Annual salary of the rate including any additional rates

cont_lim DECIMAL/10,2 Maximum amount a contracted employee can receive in the current contract year

cont_bal DECIMAL/10,2 System-calculated balance remaining to be paid in the contract year (contlim - cont_paid = cont balance)

cont_paid DECIMAL/12,2 Amount paid to the employee to date

cons start DATE Marks the beginning of the contract

contend DATE Marks the day the current contract expires

pay_start DATE Marks the beginning of the pay period for the year

pay_end DATE Marks the end of the pay period for the year

summer_pay CHAR/1 Include rate in summer pay calculation: Y or N

status_x CHAR/1 Status flag: A (active), I (inactive), or T (terminated)

pyo_date DATE Date the remaining contract was paid out

pyo_rem_pay SMALLINT Number of pays remaining through the end of the contract

pyo_days DECIMAL/6,2 Number of work days remaining

pyo_rate DECIMAL/12,6 Rate used to pay the remaining time on the contract; defaults to the docking rate

eFinancePLUS Data Dictionary v. 4.3

5-130

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pyo_amt DECIMAL/12,2 Amount paid out under contacted rate; calculated by the user in the Enter Employee Payouts menu option

payroll EfRIVI PAY

Employee payroll records, including all employee to-date information on salary, leave, special pays, and taxes 799 158



5-131

4.3 Human

Table Name: Package:

Descriptio

Size: # C l

7'

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pay_freq CHAR/1 Pay frequency: W (weekly), B (bi-weekly), S (semi-monthly), M (monthly), A (annual), or X,Y,Z (user-defined)

card_requ CHAR/1 Timecard required for the employee: Y or N

spl_amt DECIMAL/12,2 First special pay amount

sp 1 _cd CHAR/3 First special pay code

sp2_amt DECIMAL/12,2 Second special pay amount

sp2_cd CHAR/3 Second special pay code

sp3_amt DECIMAL/12,2 Third special pay amount

sp3_cd CHAR/3 Third special pay code

chk_locn CHAR/4 Location where check is to be sent

last_paid DATE Date last paid used for incrementing leave benefits

fed exempt CHAR/1 Employee exempt from federal tax: Y or N

fed marital CHAR/2 Federal tax filing status: M (married) or S (single)

feddep SMALLINT Number of dependent exemptions claimed for federal taxes

add fed DECIMAL/12,2 Additional federal withholding requested by employee

sta_exempt CHAR/1 Exempt from state tax: Y or N

state id CHAR/2 Current state of residence

pr_state CHAR/2 Previous state of residence if changed this tax year

sta_marital CHAR/2 Marital status for state tax: M (married) or S (single)

sta_dep SMALLINT Number of dependent exemptions for state taxes

add_state DECIMAL/12,2 Additional state withholding requested by the employee

loc_exempt CHAR/1 Exempt from local tax: Y or N

locl CHAR/2 Current locality of residence

pr_local CHAR/2 Previous locality of residence if changed this tax year

loc_marital CHAR/2 Marital status for local tax: M (married) or S (single)

loc_dep SMALLINT Number of dependent exemptions claimed for local taxes


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add_local DECIMAL/12,2 Additional amount of local withholding requested by employee

fic_exempt CHAR/1 Column not used

earn_inc CHAR/1 Earned income credit eligibility: S (single), M (married), or blank (not eligible)

lv_date DATE Date employee is first eligible for leave

Ivl_cd through 1v10_cd CHAR/3 Leave codes 1 through 10

Ivl_bal through 1v10_bal

DECIMAL/8,4 Leave balance for leave codes 1 through 10

Ivl_tak through 1v10_tak

DECIMAL/8,4 Leave taken year-to-date for leave codes 1 through 10

lv l_ear through lv 1 Oear

DECIMAL/8,4 Leave earned year-to-date for leave codes 1 through 10

tearn_c DECIMAL/10,2 Total earnings for the current period

tearn_m DECIMAL/10,2 Total earnings for the month

tearn_q DECIMAL/10,2 Total earnings for the quarter

tearn_y DECIMAL/10,2 Total earnings for the year

tearn_ft DECIMAL/10,2 Total earnings for the fiscal-to-date period

ftearn_c DECIMAL/10,2 Federal taxable earnings for the current period

ftearn_m DECIMAL/10,2 Federal taxable earnings for the month

ftearn_q DECIMAL/10,2 Federal taxable earnings for the quarter

ftearn_y DECIMAL/10,2 Federal taxable earnings for the calendar year

ftearn_ft DECIMAL/10,2 Federal taxable earnings for the fiscal-to-date period

fiearn_c DECIMAL/10,2 FICA taxable earnings for the current period

fiearn_m DECIMAL/10,2 FICA taxable earnings for the month

fiearn_q DECIMAL/10,2 FICA taxable earnings for the quarter

fiearn_y DECIMAL/10,2 FICA taxable earnings for the calendar year

fiearn_ft DECIMAL/10,2 FICA tax earnings for the fiscal-to-date period


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mdearn_c DECIMAL/10,2 Medicare tax earnings for the current period

mdearn_m DECIMAL/10,2 Medicare taxable earnings for the month

mdearn_q DECIMAL/10,2 Medicare taxable earnings for the quarter

mdearn_y DECIMAL/10,2 Medicare taxable earnings for the calendar year

mdearnit DECIMAL/10,2 Medicare taxable earnings for the fiscal-to-date period

stearn_c DECIMAL/10,2 State taxable earnings for the current period

stearn_rn DECIMAL/10,2 State taxable earnings for the month

stearn_q DECIMAL/10,2 State taxable earnings for the quarter

stearn_y DECIMAL/10,2 State taxable earnings for the calendar year

stearn_ft DECIMAL/10,2 State taxable earnings for the fiscal-to-date period

s2earn_c DECIMAL/10,2 Prior state tax earnings for the current period

s2earn_m DECIMAL/10,2 Prior state tax earnings for the month

12earn_y DECIMAL/10,2 Prior state tax earnings for the calendar year

s2earn_y DECIMAL/10,2 Prior state tax earnings for the calendar year

s2earn_ft DECIMAL/10,2 Prior state tax earnings for the fiscal-to-date period

loearn_c DECIMAL/10,2 Current local taxable earnings

loearn_m DECIMAL/10,2 Local taxable earnings for the month

loearn_q DECIMAL/10,2 Local taxable earnings for the quarter

loearn_y DECIMAL/10,2 Local taxable earnings for the calendar year

loearnit DECIMAL/10,2 Local taxable earnings for the fiscal-to-date period

allow_c DECIMAL/10,2 Gross allowance earnings for the current period

allow_m DECIMAL/10,2 Gross allowance earnings for the month

allow_q DECIMAL/10,2 Gross allowance earnings for the quarter

allow_y DECIMAL/10,2 Gross allowance earnings for the year

allow_ft DECIMAL/10,2 Gross allowance earnings for the fiscal-to-date period

nocash_c DECIMAL/10,2 Non-cash earnings for the current period

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nocash_m DECIMAL/10,2 Non-cash earnings for the month

nocash_q DECIMAL/10,2 Non-cash earnings for the quarter

nocash_y DECIMAL/10,2 Non-cash earnings for the calendar year

nocash_ft DECIMAL/10,2 Non-cash earnings for the fiscal-to-date period

fedtax_c DECIMAL/10,2 Federal tax withholding for the current period

fedtax_m DECIMAL/10,2 Federal tax withholding for the month

fedtax_q DECIMAL/10,2 Federal tax withholding for the quarter

fedtax_y DECIMAL/10,2 Federal tax withholding for the calendar year

fedtax_ft DECIMAL/10,2 Federal tax withholding for the fiscal-to-date period

fictax_c DECIMAL/10,2 FICA tax withholding for the current period

fictax_m DECIMAL/10,2 Total FICA tax withholding for the month

fictax_q DECIMAL/10,2 Total FICA tax withholding for the quarter

fictax_y DECIMAL/10,2 Total FICA tax withholding for the year

fictax_ft DECIMAL/10,2 FICA tax withholding for the fiscal-to-date period

medtax_c DECIMAL/10,2 Medicare tax withholding for the current period

medtax_m DECIMAL/10,2 Medicare tax withholding for the month

medtax_q DECIMAL/10,2 Medicare tax withholding for the quarter

medtax_y DECIMAL/10,2 Medicare tax withholding for the calendar year

medtax_ft DECIMAL/10,2 Medicare tax withholding for the fiscal-to-date period

statax_c DECIMAL/10,2 State tax withholding for the current period

statax_m DECIMAL/10,2 State tax withholding for the month

statax_q DECIMAL/10,2 State tax withholding for the quarter

statax_y DECIMAL/10,2 State tax withholding for the calendar year

statax_ft DECIMAL/10,2 State tax withholding for the fiscal-to-date period

st2tax_c DECIMAL/10,2 Prior state tax withholding for the current period

st2tax_m DECIMAL/10,2 Prior state tax withholding for the month

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22 | P a g e


1t2tax_y DECIMAL/10,2 Prior local tax withholding for the calendar year

st2tax_y DECIMAL/10,2 Prior state tax withholding for the calendar year

st2taxft DECIMAL/10,2 Prior state tax withholding for the fiscal-to-date period

loctax_c DECIMAL/10,2 Local tax withholding for the current period

loctax_m DECIMAL/10,2 Local tax withholding for the month

loctax_q DECIMAL/10,2 Local tax withholding for the quarter

loctaxy DECIMAL/10,2 Local tax withholding for the calendar year

loctax_ft DECIMAL/10,2 Local tax withholding for the fiscal-to-date period

eic_c DECIMAL/10,2 Total EIC withholding for the current period

eic_rn DECIMAL/10,2 Total EIC withholding for the month

eic_q DECIMAL/10,2 Total EIC withholding for the quarter

eic_y DECIMAL/10,2 Total EIC withholding for the calendar year

eic_ft DEC1MAL/10,2 Total EIC withholding for the fiscal-to-date period

f iean i f DECIMAL/10,2 FICA tax benefit gross for the calendar year

fictaxf DECIMAL/10,2 FICA tax fringe withheld for the calendar year

mdearnf DECIMAL/10,2 Medicare fringe earnings for the calendar year

medtax_f DECIMAL/10,2 Medicare tax fringe withheld for the calendar year

flsa_cycley INTEGER Number of FLSA cycles per year

flsa_cycle_hrs DECIMAL/5,2 Number of hours the employee works in a FLSA cycle

flsaliours DECIMAL/10,4 Number of carryover hours for a FLSA cycle (if stored)

flsaamount DECIMAL/12,2 FLSA amount

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I a.

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payroll

Package: HRM Subpackage: PAY

Description: Employee payroll records, including all employee to-date information on salary, leave, special pays, and taxes. These fields have been added or modified in eFinancePLUS 5.0. (16

added, 4 modified)

Description/Values

No Holds the current to date gross for employer paid FICA benefit No Holds the month to date gross for employer paid FICA benefit No Holds quarter to date gross for employer paid FICA benefit Holds year to date gross for employer paid FICA benefit (new name for field fiearn_f) Holds fiscal to date gross for employer paid FICA benefit Holds the current to date amount for employer paid FICA benefit Holds the month to date amount for employer paid FICA benefit Holds the quarter to date amount for employer paid FICA benefit Holds the year to date amount for employer paid FICA benefit (new name for field fictax_f) Holds the fiscal to date amount for employer paid FICA benefit Holds the current to date gross for employer paid Medicare benefit Holds the month to date gross for employer paid Medicare benefit Holds quarter to date gross for employer paid Medicare benefit Holds year to date gross for employer paid Medicare benefit (new name for field mdeam_f) Holds fiscal to date gross for

employer paid Medicare benefit

SunGard K-12 Education, Copyright @ 2014 Created by: eFinancePLUS Development Team

Data Type Allow Null Column

Name rfiearn

c rflearn_m ri

earn_,q

rtiearn_y

Add/Modify/ Delete Add 5.0

Add 5 0 Add

5.0 Modify

5.0

Add 5.0 Add

5.0 Add 5.0

Add 5.0

Modify 5.0

Add 5.0 Add

5.0 Add 5.0

Add 5.0

Modify 5.0

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimal(10,2)

Decimat(10,2)

Decimal(10,2)

rfiearnit

rfictax_c

rfictax_m

rfictax_q

rfictax_y

rfictax_ft

rrndearnc

rmdearn_m

rinclearn_q

rmdearn_y

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SUNGARD®

eFinancePLUS v 5.x Data Dictionary Revision 1.01 rmedtax_c Decimal(10,2) No Holds the current to date amount for

employer paid Medicare benefit Add 5.0

rmedtax _m Decimal(10,2) Holds the month to date amount for employer paid Medicare benefit

Add 5.0

rmedtax _q Decimal(10,2) No Holds quarter to date amount for employer paid Medicare benefit

Add 5.0

rmedtax _y Decimal(10,2) Holds year to date amount for employer paid Medicare benefit

Modify 5.0

(new name for field medtax_f)

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rmedtax ft Decimal(10,2) No Holds fiscal to date amount for employer paid Medicare benefit

Add 5.0

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Table Name: dist_orgn Package: HRM Subpackage: PAY

Description: Organization distribution records for each employee, including the accounts and percentages to charge for salaries and benefits Size: 50 # Columns: 7



rate_no SMALLINT Pay rate number associated with the distribution

classify CHAR/4 Job class associated with the distribution

pos CHAR/12 Position associated with the distribution

orgn CHAR/16 Key organization for the distribution

acct CHAR/8 Account code for the distribution

prcent DECIMAL/6,4 Percentage of the pay amount distributed

distproj HRM PAY

Project distribution records for each employee, including the accounts and percentages to charge for salaries and benefits 42 7



rate_no SMALLINT Rate number associated with the distribution

classify CHAR/4 Class associated with the distribution

pos CHAR/12 Position code associated with the distribution

proj CHAR/8 Project key organization associated with the distribution

acct CHAR/8 Project account associated with the distribution

prcent DECIMAL/6,4 Percentage of the pay amount distributed

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eFinancePL US Data Dictionary v. 4.3

Table Name: Package:

Description:

Size: # Columns:

IS

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Table Name: paygroups Package: HRIII Subpackage: PAY

Description: Records indicating the pay groups processed ixn a pay run Size: 28 # Columns: 6


group2c CHAR/1 Group character entered on the Pay Run screen: * (all groups) or # (marks the pay run ID record; holds default hours, default end date, and pay run description)

def hours DECIMAL/6,2 If blank, defaults hours from the employee rate record for D (daily) and H (hourly) type employees; if not blank, defaults hours entered on Pay Run screen

pay_run CHAR/3 Unique pay run ID code whengroup x is #

end_ 1 e DATE Pay period end date for the group entered on the Pay Run screen; uses default end date if gro!rp ....x is #

cur mn CHAR I Current ran flag: blank (Pay Group not yet calculated), * (calculated but not distributed), and U (calculated and distributed)

nin_clesc CHAR/I5 Pay run description.

Table Name: paytable Package: IIRM Subpackage: PAY

Description: Pay code ecords Size: 235 # Columns: 63


pay_code CHAR/3 Identifies this pay code

title CHAR/25 Description of the pay code

ck_title CHAR/10 Description to be printed on the employee's check

pay_type CHAR/I Pay rate type: H (hourly), A (timecard amount), D (daily), S (special amount), U (per unit), or P{per period)

percent_x DECIMALI8,4 Percent, hourly rate, or unit amount used to calculate the pay for an employee with this pay code

account CHAR/8 Account to be used when distributing salary charges

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Table Name: clstable Package: HRM Subpackage: PAY

Description: Job class records Size: 191 # Columns: 33


class_cd CHAR/4 Class identification code

title CHAR/25 Title or description of the class

schedule CHAR/3 Schedule to which a pay rate assigned to this class belongs

wkr_comp CHAR/4 Refers to Workers' Comp code used with this class

civil ser CHAR/10 Civil service code

union_cd CHAR/4 Union code used as default on Personnel Seniority Information screen

division CHAR/8 Division code used as default in Personnel Seniority Information screen

contract title CHAR/50 Contract title

cal type CHAR/4 Calendar type to which employee rates of this class default

ded_cd1 through dedcd10

CHAR/4 Default deduction code fields 1 through 10 for add mode; up to ten deductions allowed

lvl_cd through lv 1 0cd

CHAR/3 Default leave code fields 1 through 10 for add mode; up to ten leave codes allowed

pay_cd CHAR/3 Default pay code for add rate

pay_method CHAR/1 Default pay method for add rate

group_x CHAR/1 Default pay group for add rate

bar unit CHAR/4 Bargaining unit associated with the class

5-105

17

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Table: faorgn Package: FAM

Description: Organization chart Size: 1)8 '1$ Columns: 23


yr CHAR/2 Fiscal year for this organization record

key_orgu C:HAR/16 .

Key organization (budget unit)

lvl SMALLINT Lowest level for this key organization

fund CHAR/8 Fund number

mill through orgn9

CHAR/16 Organization levels 1 through 9 for this key organization

title CHAR/25 Title for the key organization

enterprise CHAR/1 An enterprise fund; generate a statement: Y or N

cash CHAR/1 Check cash balance for fund: W (warn if project exceeds cash balance), F (fatal if exceeded), or N (no checking)

budget CHAR/1 Budget check: W (warn if exceeds budget balance), F (fatal if exceeded), or N (no checking)

req_enc CHAR/1 Check budget for requesition entry; W (Warn if requesition exceeds budget balance), F (fatal if exceeded), N (no checking)

pr_orgn CHAR/16 Prior organization; references the organization that was used in the previous year

3-21

eFinancePLUS Data Dictianaty v. 4.3


disb_fund CHAR/1 Issue checks for this fund through the disbursement fund: Y or N

total_rec CHAR/1 Total record used or reporting titles: T (total record) or blank otherwise

proj_link CHAR/1 Type of link between organization and project: S (specified project required), A (any project required), or N (no project required)

project CHAR/8 Project linked to organization

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Table Name: expledgr Package: FAM Subpackage: GL

Description: Expenditure records Size: 331 # Columns: 46


yr CHAR/2 Fiscal year for ledger

key_orgn CHAR/16 Key organization (budget unit)

account CHAR/8 Object of expense

3-67 eFinancePLUS Data Dictionary V. 4.3


budget orgn CHAR/16 Budget control key organization

budget acct CHAR/8 Budget control budget account

budl through bud13

DECIMAL/12,2 Budget amounts for periods 1 through 13

expl through exp13 DECIMAL/12,2 Expenditure amounts for periods 1 through 13

encl through enc13

DECIMAL/12,2 Encumbrance amounts for periods 1 through 13

pay_encum DECIMAL/12,2 Payroll encumbrance amount

active CHAR/1 Account status flag: Y (active) or N (inactive)

Table Name proledgr Package: FAM Subpackage: GL

Description: Project ledger Size: 298 # Columns: 43


yr CHAR/2 Project year

3 -68 19

32 | P a g e


key_proj CHAR/8 Project key

account CHAR/8 Object for this project ledger record

budl through bud13

DECIMAIJ12,2 Budget amounts for periods 1 through 13

expl through exp13 DECIMAL/12,2 Net expenditure/revenue activity for periods 1 through 13

encl. through enc13

DECIMAL/12,2 Encumbrance amounts for periods 1 through 13

pay_encum DECIMAL/12,2 Payroll encumbrance amount

Table Name: Package: Subpackage:

Description: Size: # Columns:

timecard HRM PAY

Timecard entries for pay run 101 21



pay_code CHAR/3 Pay code describing how entry is calculated; key field with empl_no

hours DECIMALI10,4 Hours worked for entry

payrate DECIMAI.J10,5 Rate used to calculate earnings for entry

5 - 1 4 4

v. 4.3 Fund Accounting

a °

33 | P a g e


amount DECIMAL/12,2 Pay amount for timecard entry

orgn CHAR/16 Budget unit to charge if overriding default distribution

account CHAR/8 Object to charge if overriding default distribution

proj CHAR/8 Project to charge if overriding default distribution

pacct CHAR/8 Project object to charge if overriding default distribution

classify CHAR/4 Job class associated with the timecard entry

pay_cycle CHAR/1 Pay cycle flag: 2-9 (employee is to be paid in advance) or S (apply additional cycle to separate check) or on an additional cycle for taxing purposes

tax_ind CHAR/1 Defines how entry can be taxed: P (supplemental tax percent), 0 (zero percent tax), W (weekly), B (bi-weekly), S (semi-monthly), M (monthly), X,Y,Z (user-defined), or null (frequency from employee record)

pay_run CHAR/3 Pay run indicator for timecard

subtrack_id INTEGER Substitute teacher ID for entries defining teacher absence

reported CHAR/1 Include timecard in Timecard Activity report: Y or N

user_chg CHAR/10 ID of user changing timecard entry

date_chg DATE Date stamp for changes to timecards

flsa_cycle SMALLINT FLSA cycle used in calculating overtime for timecard entry

flsafIg CHAR/1 FLSA flag: Y (FLSA overtime), R (retroactive pay timecards), or N (no)

flsa_carry_ovr CHAR/1 Carry over the timecard entry for calculating overtime into the next pay run: Y or N

ret_pers_code SMALLINT Column not used


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a

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PURCHASING DEPARTMENT · 2018-07-03 · A. Yes. We prefer this FTP to be hosted by the vendor. Q. So we should propose both client hosted and cloud based pricing? A. Yes. Q. The calendar