Certified Payroll Guide

Setting up Certified Payroll Functionality allows user to enter employee hours by date, work classification/project and produce a US DOL Certified Payroll report.

Who needs to file a Certified Payroll Report? Contractors or Subcontractors who work on federally funded or assisted contracts in excess of $2,000 for the construction, alteration, or repair (including painting and decorating) of public buildings or public works. This is known as the Davis-Bacon Act. It ensures that contractors and subcontractors pay their laborers and mechanics employed under the contract no less than the locally prevailing wages and fringe benefits for corresponding work on similar projects in the area.

Certified Payroll Reports must be submitted weekly seven days following the pay date

Questions to ask the Client prior to setting up the certified payroll – we have a certified payroll macro which includes the questions below

1. What is the name of the project?

1. What is the address of the project?

1. What is the start date of the project?

1. What are the work classifications for the project? (EX: plumber, electrician)

1. What are the prevailing wages by work classification?

1. Should healthcare expenses be included in the certified payroll? If so, we will need the hourly rate they are paid

1. Do you have a Weekly or Biweekly payroll?

1. Contact name and title to print on the Certified Payroll Report

*Clients should check with the state where the project is based to determine if there are additional requirements for the certified payroll

Client Setup

• Navigate to Client Management > Client Maintenance > Organization. Click the Labor Fields tab

•  “Date,” “Work Classification,” and “Project” certified payroll code must be set up. Also Prevailing Wage will be put into place

Only fill in the highlighted fields. Everything else leave as default

Labor Table

• Navigate to Client Management > Labor & GL > Labor Table
• In order to have the correct codes and descriptions available in payroll entry, the labor table needs to be set up.
• Date Labor Table

• No labor table values are required for the “Date” certified payroll code

• Work Classification Labor Table

• The code and description for each work classification will appear in the payroll entry
• The code cannot be changed once saved
• Fill in the highlighted fields for each work classification

• Project Labor Table

• The code and description for each project will appear in the payroll entry
• The code cannot be changed once saved
• Fill in the highlighted fields for each project
• The begin date must be filled in for the project to be included in the report

 

• Prevailing Wage Table

 

• The code and description for each Prevailing wage will appear in the payroll entry
• The code cannot be changed once saved

• Fill in the highlighted fields for each prevailing wage
• The code needs to reflect the project name and a reference to the work classification
• The Description will match the work classification that the wage will be tied to

Default Labor Rates

• Next navigate to Client Management > Labor & GL > Default Labor Rates

• Choose a Prevailing Wage Labor Value from the drop down
• Leave the Earning Field blank
• Fill in the default rate given by the client for the work classification
• Repeat process for all work classifications related to the chosen project
• This process will need to be repeated for every new project

Contact Name on Report

• Navigate to Client Management > Client Maintenance > Contacts

• Add a new contact or edit an existing contact. Select “Certified Payroll signer”
• The name will be added to the report for a signature.

Payroll Report

• Certified Payroll Report has detail pages and a signature page for each project. 
• Schedule this report to process with the payroll

• Navigate to Client Management > Client Maintenance > Scheduled Report Options

• Add new

• Select: Payroll Reports
• From the dropdown select “Certified Payroll Report” or “Export” (or both). A certified Payroll Biweeklyreport is also available. 
• Save

 

Client Instructions

Entering in Hours for the Certified Payroll

Method 1

• Navigate to Payroll Processing > Payroll Entry > Time Entry Grid

• Select the date
• Select the work classification

• Select the project
• Select the Prevailing Wage
• Add hours per date

Method 2

• Navigate to Employee Self-Service > Time >Time Card

• Click on the spreadsheet view
• Select the work classification
• Select the project

• Select the Prevailing Wage

Enter the hours

 

Once the payroll has been processed the Certified Payroll Report will be available in the dropdown under Payroll Preview Reports. The report can be printed. On the second page there will be a designated signature space.