Contractor Steps

1. Go to the Set Up tab.
2. Click on “Add/Edit Employee”
3. Enter all required employee information as denoted by the red asterisk.
4. Once you get to the section marked “Apprentice Information”, it is recommended you add the following information:
   1. Apprentice ID (located on the apprentice’s certification paperwork)
   2. Apprentice Rate Percentage (50%, 75%, 90%, etc.), and 
   3. Apprentice Period/Step/Level (3^rd period, 4^th step, 2^nd level, etc.)
   4. Choose Apprentice/Training Program from the dropdown list if one exists
   5. Enter the Apprentice Registration date (located on the apprentice’s certification paperwork)
5. Complete the additional employee setup, then click “Save”.
6. If your Project Administrator or Prime Contractor requires proof of apprentice certification and their program information, navigate to the eDocument section, and click on “Upload Documents”.
7. Attach the required apprentice documentation in eDocuments. At a minimum, a copy of the apprentice Certification showing their registration and expiration dates should be uploaded. Required apprentice documentation might be different based on specific Agency/Program needs. Examples of additional documentation required/requested could be:
   • Status letter showing percentage of program employee has completed
   • Apprentice program/Collective Bargaining Agreement pages that show how apprentice fringes are paid.
   • Union dispatch letter that lines out what step in program apprentice is currently and/or current wage rate
   • For California: DAS 140 and 142

Administrator Steps

1. Click on the eDocuments tab and the “View Documents” button.
2. Choose your parameters from the available dropdown menus, such as:
   1. Department
   2. Project
   3. Contractor
   4. Document type (specific to the apprentice information you requested)
3. Click “Load Data”.  All applicable documents uploaded to eDocuments under the specific document type will appear.
4. Click on “View” to review apprentice certification. Note percentage, level, or step of apprentice as well as date that the document or apprentice expires.  This review allows you to confirm that an apprentice is: 
   1. Enrolled in a USDOL/State/County/City/Local approved apprentice program
   2. Determine what step, level, period, or percentage an apprentice is, and 
   3. Determine how the apprentice fringes are paid
5. Once you have reviewed the uploaded document, you may approve or reject the eDocument by clicking on “Details”.

1. Click on the Admin Tab, then select the “Edit Employees” button. 
2. Select the employee from dropdown menu.  
3. Click on the section named “Apprentice Information”. If your contractor has not already completed the apprentice information, you can enter the apprentice ID, apprentice rate, and apprentice period/level/step (i.e., 2^nd period, 3^rd step, 4^th level) if known. This information is not a requirement for approving an apprentice nor will this information carry down to the CPR or be used for prevailing wage verification. This is strictly informational.
4. Click on “Apprentice Approval” and select Approved or Rejected from the dropdown.
   • Note: the system will automatically log the date of the approval and the Admin’s name who approved or rejected the apprentice.
5. Enter the “Apprentice Expire Date” as you will not be able to save your file with this field blank. 
6. Click “Save” at the bottom of the page.

Adding Apprentice Rates/Craft/Classifications to Project Wage Table - Step Done by Administrator

LCPtracker Database Administrators (Admins) (ONLY Full Admin, Business Manager, or Limited Admin Roles) can add new or missing apprentice classifications and their corresponding wage/fringe rates to the system. This section will walk you through the steps you need to take. (Note: It is likely that a Contractor has contacted you at this point to ask that their apprentice classification be added to the database, because they cannot pay their employee anything less than the journeyman prevailing wage/fringe rate that is listed in the system.) Depending on how your program is setup, you likely must add the classification and wage/fringe rates into LCPtracker. Next you will “approve” their apprentice so that they may certify their payrolls. (The steps for the approval process are in the next section).

As mentioned in the beginning, you need to understand the apprentice program you are working with before you proceed further. Keep in mind that prevailing wage is a minimum wage regulation, and as such, you can pay the wage and fringe rates as a percentage of the prevailing wage and fringe classification that is listed on the wage determination, unless otherwise specified. However, there are programs that will simply accept or add classifications and rates set by a Union Collective Bargaining Agreement (CBA) or the actual Apprentice Training Program. 

If you have a wage determination that includes your apprentice classification, percentage, step/level/period, wage rate and fringe rate (such as the Ohio state prevailing wage program) then you can likely skip this section. If, however, you are working with a Federal wage determination, or something like Illinois state prevailing wages, you will need to follow the below outlined steps.  

Note: before starting, you will need to confirm if your database has Master Wage Lookup turned on or off. If Master Wage Lookup is OFF, apprentice rates can be added to the Project Wage Data tab.  If Master Wage Lookup is ON, apprentice rates will need to be added to the Master Wage Data and not the Project Wage Data.  You do have the option of creating a separate Master for Apprentices to separate them from your regular rates, but they will need to be added via the Master and assigned to your project.  If you need further clarification on this, please contact your LCPtracker project manager. 

As an Admin, you will 

1. Review the documentation that was submitted by the Contractor for the apprentice. This allows you to confirm that an apprentice is: 
   1. Enrolled in a United States Department of Labor (USDOL)/State/County/City/Local approved apprentice program
   2. Determine what step, level, period, or percentage an apprentice is, and 
   3. Determine how the apprentice fringes are paid
2. You will need to perform a calculation to determine apprentice wage and/or fringe rates based on their current percentage according to their program, based on the journeyman prevailing wage and fringe rate.
   1. Note: there are four typical ways that fringes are paid:
      1. Paid in full like the journeyman
      2. Paid at the same percentage as the wage rate
      3. Paid specifically as listed in the CBA or training program (i.e., $5.00 to H/W, $4.00 to Pension, etc.)
      4. Program is silent; meaning that the CBA or training program does not specifically say how fringes are paid. This results in the fringes being paid in full like the journeyman
3. Enter apprentice rates in LCPtracker by doing the following:
   1. Click on Set Up tab
   2. Select the “Prevailing Wage Setup” button
   3. Click on “Add/Edit Project Wage Data” button
   4. Select project from drop down box
   5. Find classification that matches the apprentice and click on the “Copy” button
4. Add apprentice information/language after the Classification name/description as shown in the below example. 
   • VERY IMPORTANT:  When utilizing Validation 21, it is crucial that the wage classification field has the word “Apprentice” or “Appr” listed in the Classification field for this validation to work correctly.  Note: if you utilize the term “Appr.” for any other classification need (such as conformances, i.e., “USDOL Appr.”) the system will recognize this as an apprentice.    
5. Add all applicable wage and fringe rates. We recommend that you leave a note in the “notes” section listing the date you added the classification. 
6. Click save. 

Now contractors may choose this apprentice classification.

California Apprentice Prevailing Wages

The California (CA) Department of Industrial Relations (DIR) is committed to publishing the apprentice prevailing wages. They have made significant strides in the last year to do this, but still do not publish all prevailing wage data. The LCPtracker procedure for apprentice prevailing wage data is to not enter the data until a prevailing wage record is required based on a payroll record being entered. Then the LCPtracker staff is automatically notified of the data required and it is looked up (if available) or requested from the CA Department of Apprentice Standards (DAS). When it is received, it is entered. Standard procedure is to issue a warning notice about such payroll records entered but not checked because of the apprentice wage data not being available yet. 

NOTE: If you have a California project that is dual-funded with both State and Federal wages, you will need to upload an apprentice classification under the Federal Wage Determination. Dual-funded projects require a craft and classification be selected from both the State and Federal wage determination. You can approach this in two different ways.