Administrator - Address Validation

LCPtracker has designed a tool that will help ensure the accuracy of employee address data. When an address is validated, it will be compared to the US Postal Service database and a possible match may be suggested.

Requiring Address Validation has minimal impact on the work required to submit payroll information through LCPtracker. It will however have a significant positive impact on the quality of reporting generated.

Benefits of Validating Employee Addresses:

• Prevents inaccurate reporting that could be the result of misspellings.
• Ensures accurate address data to aid in promoting workforce development through establishing local hiring employment opportunities.
• Supplying residents and local businesses with accurate information on the impact of projects within neighborhoods.

Address Validation is customizable, it can be configured to allow Contractors and/or Administrators to validate addresses and can be enforced for specific or all projects.

Requiring Address Validation

Requiring employee addresses to be validated for all projects within your database or for only specific projects is optional. However, if you chose to require Address Validation, it is recommended to implement in phases to ensure that all contractors are prepared in advance for the change.

Enabling Address Validation

By default, the Address Validation tool is enabled and accessible by all Contractors who report within LCPtracker. The ‘Validate Address’ button can be found within the ‘Add/Edit Employee’ section of the Contractor’s account.

Your LCPtracker Account Manager can also configure your database to allow Administrators access to validate addresses under ‘Admin’ > ‘Edit Employees’ > ‘Add/Edit Employee Information’ (this setting is NOT enabled by default).

Enforcing Address Validation at the Payroll Entry Level

When enabled, ‘Validation 59’ checks if an employee’s address has been validated. This can be set to ‘Notice/Enforce’ which will halt certification and require the address to be validated.

VAL_59 can also be set to ‘Warning/Alert’ which will trigger if the employees address has not been validated, but will not prevent certification. Payroll records that have been certified with a Warning will show within the Administrators Violations tab.

Enforce Address Validation at the Employee Level

When an agency chooses to require each employee’s address to be validated, for all projects within the database, your LCPtracker Account Manager can enable one additional setting that will enforce validation, when the Contractor attempts to ‘Save’ or ‘Edit’ an employee’s profile under the ‘Add/Edit Employee’ section.

All addresses must to be validated in order to report Certified Payroll within the entire database unless the employee has been marked as ‘Exempt’ by the Project Administrator.

If an address has not been validated, Contractors will receive this message when attempting to Save or Edit an employee:

If the Contractor selects ‘Yes’ the employee record will be saved, however a Payroll Notice will trigger (VAL_59) that will prevent certification. The Project Administrator will need to determine if the employee should be exempt from Address Validation.

If the Contractor selects ‘No’ the employee record will not be saved.

Address Validation Exemption

It is possible that an employee’s address is valid but it is not found within the USPS database. This could be due to several factors including employees who live in rural areas or homes are newly built and have not been established with the USPS.

If it is determined that an employee should be exempt, a Project Administrator with allowed privileges can do so under the ‘Admin’ tab > ‘Edit Employees’. (Administrator roles with allowed access include Full Admin, Business Manager, Limited Admin, Prime Approver and Job Coordinator.) 

1. From here it is recommended to ‘Filter Employee Selection’ which will narrow down the employees based on the parameters selected. Filtering by the Contractor’s Company Name will display all of their employees.
     
2. Select the employee from the drop-down list and check the ‘Exempt Address’ box. The Contractor can now move forward with entering and certifying records for that employee without receiving a Payroll Notice.