REQUEST FOR PROPOSAL CLOUD BASED PAYROLL SOLUTION

SOS Children's Villages International

The sought-after payroll solution for SOS CV Somalia and Somaliland should deliver a secure, automated, and integrated payroll platform that improves operational efficiency, eliminates manual errors, and ensures compliance with both internal policies and external statutory requirements. The system should build a single source of truth for payroll data and seamlessly integrate with Microsoft Dynamics 365 Finance and HR.

• The payroll system should offer the following critical capabilities:

• Build a unified source of payroll data that enables accurate and real-time reporting

• Fully automate the payroll lifecycle: input, processing, post-processing

1. Input

• Integration with Microsoft D365 HRIS to eliminate manual data entry.

• Automated assignment of salaries, allowances, and benefits based on employee roles and policies.

2. Processing

• Automated calculations for all pay types including bonuses, deductions, loans, pro-rata, and final pay.

• Integration with leave management for automated payroll impact of leave types.

• Online payroll validation to ensure only approved payroll is processed.

3. Post-Processing

• Generate bank payment files in required formats, eliminating manual edits.

• Automatic generation of salary journals for upload into proprietary systems.

• Support for all pay types including 13th month, temporary allowances, and back pays.

• Flexible pay categories with budget code tagging, cost centers, and allocation tracking.

• Monthly, quarterly, and annual summaries of payroll earnings, benefits, and tax.

• Full audit trails and reconciliation reports (e.g., salary variances month-to-month).

• Dynamic payroll reports: registers, tax returns, department costing, custom user reports.

4. System Functionalities

• Support for growing staff volumes including permanent, casual, and temporary workers.

• Automatic pro-rating for hires/leavers mid-month.

• ESS portal with payslip access, loan requests, and salary advance applications.

• Flexible processing of extra payments and deductions with appropriate access controls.

• Ability to simulate, re-run, and back-calculate payroll.

• Ability to handle payroll in multiple currencies, with current use case in USD.

• Bulk updates for exchange rates, tax brackets, salary scales, pension formulas.

• Automatic email distribution of payslips.

• Role-based access controls for transaction approvals and processing rights.

• Automated backups and month/year-end closure controls with rollover capabilities.

5. Data Management

• Allow import/export of data via Excel, Word, and PDF.

• Archive and print historic payroll data for any period.

• Allow document uploads (HR templates, contracts) linked to staff records.

• Enable migration of legacy payroll data from Excel-based sources.

How to apply

Bid Submission

Completed Tender documents in plain sealed envelopes clearly showing the Request for Proposal Cloud-based Payroll Solution SOS CV Somalia and Somaliland should be addressed to:

Procurement Committee

SOS CV Somalia

Off Airport Road, Bulla Hubey

P O Box 599

Mogadishu, Somalia.

and delivered to email PEMAIL_ADDRESS to be received on or before 15th October 2025. Submission shall be by email only. Late bids will be returned

SOS CV Somalia and Somaliland reserves the right to accept or reject any proposal and is not bound to give reasons for its decision .