Oxfam-Call For Proposal: Payroll Software System

CALL FOR PROPOSAL: PAYROLL SOFTWARE SYSTEM

OXFAM is a worldwide development organization that mobilizes the power of people against poverty. In Nigeria, we work to influence policy change in favor of the poor and most vulnerable, promoting food security and supporting small-scale farmers to improve the livelihoods of men and women in rural areas. We focus on meeting vulnerable people’s needs, saving lives, sustaining increased incomes for the poorest, and transforming attitudes about women’s roles and rights.

We increase active citizenship, and the accountability and transparency of the public and private sectors; and central to our work is the belief that power relations need to change to enable poor people to demand and claim their rights. Our core values are equality, empowerment, solidarity, inclusiveness, accountability, and courage; with the pillars of our national work being accountable governance, gender justice, and just economies.

Oxfam in Nigeria currently has about 47 staff spread across different states in Nigeria and managing the payroll process has become tedious and time-consuming.

OBJECTIVE

This term of reference seeks to provide a payroll system for Oxfam in Nigeria which can help save time and money to enable HR and Finance staff to focus on other productive activities. Below are the specifications the service should meet.

SPECIFICATION

Functional requirements

Payroll processors:

a. Input:

• Manage monthly salary and deduction changes with accuracy, where needed additions of any deduction or arrears with ease.
• Interface with other existing software (Success factor -SAP) to eliminate the manual entry of data and shorten processing time.
• Employee records and profiles: To include personnel numbers/personal bank account/ statutory numbers and expat details like passport and work permit details.
• Employee Divisions: Based on country, locations, departments, and positions.
• Intuitive upload functionality.
• Ability to support and effect internet banking – web-to-bank payments.
• Ability to generate electronic and printed pay slips at the Employee Self Service
• Ability to support electronic and digital signatures.
• Ability to produce monthly payroll exception reports, payroll management reports, end-of-year reports, and statutory reports.

b. Processing

• Automate payroll calculation, integrating all calculations performed outside the system (loans, pro-ratio, miscellaneous deductions, final pay calculations) Monthly exchange rate for salaries in other currencies.
• Computation of taxes in accuracy, accommodate provisions for Income tax and the benefits provided such as provident funds, Individual insurance schemes, personal relief, allowances, and taxable pay.
• Computation and deduction of staff salary advance/Loans and outstanding float deductions.

c. post-processing and reporting (Finance side)

• Offer online validation of the payroll, ensuring payments are performed based on approved payroll results.
• Payment file matching the bank’s required format, no manual intervention.
• Generate payroll-related reports such as Tax and Pension remittances etc. in required formats for uploading to the authorities, and any other on-demand reports.
• Provide support to employees through designated staff about their pay, including answering queries and resolving any issues that may arise.

1. Remote access with the ability to do payroll processing remotely from any location. Elimination of IT hardware required to implement the solution.
2. The payroll service provider will ensure that all payroll data is backed up and stored securely, to protect against data loss and unauthorized access.
3. Updating the government’s statutory changes should be simple and seamless.
4. Security features – allow only authorized personnel to access the system,
   1. User management should be role-based.
   2. Track actions on an audit log.
   3. Include multi-factor authentication.
5. The solution must be compliant with the Global and local data protection laws. This involves collecting and maintaining accurate employee data, including personal information, salary details, and tax information.
6. The solution should include encryption for data at rest, in use, and during backups.
7. Vendor to share a Service level agreement for review detailing payroll system uptime (minimum 99%), performance, security, support plan, and data management plan.
8. The payroll system should be easy to scale in terms of new countries, staff counts, etc.
9. Include System documentation-including user manuals and systems administrators guides/manuals.
10. The payroll system should be bonded and insured and have high-security encryption. The Provider should also describe how employee information will be secured.
    1. Technical requirements

Other users:

Capability to automatically generate and share staff pay slips and P-9 forms for online tax returns.

The capability to allow staff to access the documents on a self-serve module and mobile functionality is desired.

1. Infrastructure: The system must be cloud-based. This entails access to the payroll system must be anytime, anywhere, and on various devices.
2. Integration: The following integration should be possible with the payroll system;
   1. Integration with Pastel accounting software
   2. Integration with SuccessFactors HR system
   3. Integration with Azure Active Directory
   4. Integration to timesheet
3. Scalability: The system should support both scale-up and scale-down as soon as required.
4. Support: The provider should be able to provide ongoing support for the system as may be required by administrators and users.
5. Proof of Concept: The provider should be able to provide 1-month proof of concept to Oxfam at no additional cost.
6. Security: The payroll system should be bonded and insured and have high-security encryption. The Provider should also describe how employee information will be secured.For Tor please click hereHOW TO APPLYFORMAT FOR SUBMISSION OF BIDSYou are required to submit the supplier enrollment form (annex I) attached to this TOR document as part of your response.Soft copies for both the Mandatory Document (mentioned Stage 1), technical (mentioned Stage 2), and financial (mentioned Stage 3) proposals should be sent to [email protected] in THREE separate pdf titled in a single email. The subject line shall be Marked “TOR FOR PAYROLL SYSTEM- OXFAM”DEADLINE FOR SUBMISSION OF BIDSDeadline for submissions is Sunday, 12th May 2024, 12.00 pm.Inquiries: Questions arising from this document should be sent to [email protected]  by 7th May 2024 before 5 pm COB. Note that this email is only for clarification requests and it is not for tender submission. Bids submitted to this email will be rejected.LATE BIDSOxfam Novib in Nigeria shall not consider any bid that is submitted after the deadline for submission as stipulated. Any bid received by Oxfam Nigeria after the deadline for submission of bids shall be declared late and rejected.Oxfam, as an INGO, is exempted from Value Added Tax (VAT).A 5% withholding tax (for Individuals) and a 10% withholding tax (for registered companies) will be deducted from the total sum of your bill and remitted to your TIN account as mandated by the Federal Inland Revenue Service (FIRS).Payment will be made after service delivery and invoice submission, usually within 30 days.