Bidder will perform all functions and responsibilities of an Employer of Record to facilitate paid internships statewide. If Bidder’s payroll process requires customer and/or agency to interface with their online or virtual payroll platform, the system will require review by the agency and the State Office of Cybersecurity. Bidder will render all required services to meet full compliance of the laws and regulations, as set forth by the Internal Revenue Service, the Washington State Department of Labor and Industries (L & I) and the Employment Security Department (ESD). Bidder will comply with the Internal Revenue Code (IRC), IRC regulations and IRS publications pertaining to payroll processing, tax deposits and reporting. Full-service Payroll processing will include: Meeting compliance requirements for obtaining and retaining DSB customers’ W-4’s. Producing and filing of DSB customers’ W2’s. This will also include requests for re-issue of lost or misplaced W-2’s. Account reconciliation to include IRS and L&I reports. Bidder must have or will need to obtain Federal ID numbers; an L & I account number and ESD employer registration. Bidder will provide DSB customers’ payroll payments on the 10th and 25th of every month for all active internships. Bidder will provide Direct Deposit, or a paper check as an option for these semi-monthly payroll payments to the customers in active internships. This may include reissue of lost or destroyed paper payroll checks distributed and corrections to rejected EFT’s. Bidder will be able to issue any emergency pay requested from the agency to a DSB customer. Bidder will be able to adjust DSB customer payroll payment if requested by Agency due to program compliance if necessary. Bidder will provide, in an accessible format, payment data to the Department upon completion of each DSB customer payroll payment cycle. This will contain the following elements: an individual breakdown (line item) for each DSB customer to include name, payroll amount and taxes; sub-total for total number of DSB customers with full member payroll costs. Bidder will provide an accessible report containing the following key elements due to Agency by October 15th: a final total (individual breakdown) for each DSB customer to include name, payrolls, and taxes; and recommend procedural changes for subsequent contracting years. Bidder will fully indemnify the agency of any liability, insurance, or risk related to the employment of DSB customers. Bidder will be self-insured, including full liability coverage of DSB customers during internship. Bidder will abide by local, state, and federal employment laws, including overtime, employment of minors, FMLA, benefits, worker’s comp, health, and safety. Provide payroll fringe benefits, taxes, and deductions to include: Social Security and Medicare taxes withholdings. Federal Income withholding taxes withholdings. Labor & Industries employee tax withholdings. State Unemployment Insurance tax does not apply. Federal FUTA tax does not apply, tax is not deposited; FUTA tax return (940) is not required. Vacation, Sick and Personal Leave are not applicable when issuing DSB customer payrolls. Health care coverage or insurance are not applicable when issuing DSB customer payrolls.
