Terms of Reference for a Payroll Software

World Concern
TERMS OF REFERENCE (TOR)
TERMS OF REFERENCE FOR A PAYROLL SOFTWAREREQUEST FOR QUOTATION (RFQ)
1. BACKGROUND
World Concern Development Organization is a Christian global relief and development agency who extends opportunity and hope to people facing the most profound human challenges of extreme poverty. Annually, we serve nearly 6 million people in 18 countries.
World Concern serves communities living in extreme harsh environments to reduce their vulnerability and build their resilience to both natural and manmade disasters. Since 2005, World Concern has been transforming lives through a combination of emergency relief and development programs.
ORGANIZATION PROFILE
Industry: INGO
Regional Offices: Nairobi, Kenya
Number of Employees: Approx. 50
Locations: 5 offices
Employment Types:

• 
  
• Contract employees
  
• Short term contract
  
• Interns
  

2. OBJECTIVES
The primary objectives of the payroll software are to:

• 
  
• Automate payroll calculations and processing.
  
• Ensure compliance with applicable tax laws and statutory deductions.
  
• Reduce payroll processing time and human errors.
  
• Generate accurate payroll reports and payslips.
  
• Integrate with existing HR and accounting systems.
  
• Maintain secure employee payroll records.
  
• Provide audit trails and management reporting.
  

3. SCOPE OF WORK
The payroll software shall provide the following functionalities:

• 
  
• Employee Information Management
  
• Employee master records.
  
• Employment history tracking.
  
• Department and position management.
  
• Employee bank details management.
  
• Employee document management.
  

4. PAYROLL PROCESSING

• 
  
• Salary computation.
  
• Overtime calculations.
  
• Allowance and benefit management.
  
• Bonus and incentive processing.
  
• Loan and advance deductions.
  
• Leave deductions.
  
• Arrears and back-pay calculations.
  
• Multi-pay frequency support (monthly, bi-weekly, weekly).
  
• Cost allocation
  

5. STATUTORY COMPLIANCE
The system should support:

• 
  
• Income tax calculations.
  
• Social security contributions.
  
• Pension deductions.
  
• Health insurance deductions.
  
• Other statutory deductions applicable under local legislation.
  
• Generation of statutory returns and reports
  

6. PAY SLIP MANAGEMENT

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• Electronic payslip generation.
  
• Email distribution of payslips.
  
• Employee self-service access.
  
• Historical payslip retrieval.
  

7. REPORTING
The software should generate:

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• Payroll summaries.
  
• Departmental payroll reports.
  
• Tax reports.
  
• Deduction reports.
  
• Bank transfer schedules.
  
• Audit reports.
  
• Custom management reports.
  

8. EMPLOYEE SELF SERVICE (ESS)

• 
  
• Employees should be able to:
  
• View payslips.
  
• Update personal information (subject to approval).
  
• View leave balances and apply for leave.
  
• Download payroll-related documents.
  

9. TECHNICAL REQUIREMENTS
The software should:

• 
  
• Be web-based and/or cloud-hosted.
  
• Support role-based access controls.
  
• Provide multi-user access.
  
• Support data backup and recovery.
  
• Include audit trail functionality.
  
• Be compatible with major web browsers.
  
• Support mobile access where applicable.
  
• Allow data import/export in common formats (Excel, CSV, PDF).
  
• Have the capability to allocate an individual staff member’s salary and benefits across multiple cost centers.
  

10. SECURITY REQUIREMENTS
The software must:

• 
  
• Comply with applicable data protection laws.
  
• Encrypt sensitive payroll data.
  
• Provide secure authentication mechanisms.
  
• Support password policies and multi-factor authentication.
  
• Maintain detailed audit logs.
  
• Ensure secure backup and disaster recovery procedures.
  

11. DELIVERABLES
The vendor shall provide:

• 
  
• Payroll software licenses/subscriptions.
  
• System configuration and customization.
  
• Data migration from existing systems.
  
• User acceptance testing (UAT).
  
• User and administrator training.
  
• System documentation.
  
• Go-live support.
  
• Post-implementation support and maintenance.
  

12. VENDOR QUALIFICATIONS
The vendor should demonstrate:

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• Experience implementing payroll systems.
  
• References from similar organizations.
  
• Knowledge of local payroll and tax regulations.
  
• Availability of local technical support.
  
• Proven system reliability and security.
  
• Capacity to provide ongoing maintenance and upgrades.
  

13. ACCEPTANCE CRITERIA
The software shall be accepted upon:

• 
  
• Successful completion of testing.
  
• Accurate payroll processing.
  
• Compliance with statutory requirements.
  
• Successful integration with existing systems.
  
• Delivery of all agreed documentation and training.
  
• Sign-off by authorized management.
  

14. SUPPORT AND MAINTENANCE
The vendor shall provide:

• 
  
• Helpdesk support.
  
• System updates and upgrades.
  
• Service Level Agreement (SLA).
  
• Periodic performance reviews.
  

15. BUDGET AND PAYMENT TERMS
The proposal should clearly specify:

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• Software licensing costs.
  
• Implementation costs.
  
• Training costs.
  
• Annual maintenance fees.
  
• Any additional recurring charges.
  

16. APPLICATION PROCESS
Interested candidates should submit their technical proposal to wcafricahr@worldconcern.org not later than October 28, 2026.