Administrator - Employee Address History Functionality

Created by Desirae Goode, Modified on Tue, 8 Oct, 2024 at 10:13 AM by Desirae Goode

LCPtracker has created the ability for Contractors to enter multiple addresses for a single employee to create a history of residences. Users will be able to associate a move-out date with all historical addresses, allowing LCPtracker to pull reporting data based on where an employee was a resident at various times.

This training document will walk users through:

Entering or editing a current employee address
Updating an address when an employee has moved residences
Adding in historical addresses for an employee
How the system will review employee addresses when a user uploads payroll data
How reports in LCPtracker will reference an employee’s current and historical addresses

Please keep in mind that while LCPtracker will allow users to edit, or even delete, stored addresses, the system will NOT automatically update Certified Payroll Reports (CPRs) to reflect any address changes made on the Employee Profile. CPRs are legal documents that LCPtracker will not dynamically update or modify.

Important Tips

Below are important tips and reminders on entering data for an employee’s address history.

For users who upload payroll data:
1. Begin with your oldest payroll first and move forward in chronological order. While this is not a system requirement, it will produce the best results in creating historic addresses for employees if there are any address changes.
2. Review the updates of both the address and any move-out dates that were autogenerated after upload. If the system finds a new address for an employee during the upload process, the system will automatically add it to an employee’s profile as an aid to users. When this happens, a validation flag will appear on the employee’s payroll asking the user to verify the changes. This is important information to verify prior to a payroll being certified, carefully review the changes and update if necessary.
The system will not allow two consecutive addresses that are identical. If adjustments need to be made, in certain cases an address may need to be deleted and re-entered instead of just editing the information.
Updating or adding an address or move-out date will not automatically update a Certified Payroll Report. A CPR is a legal document that will not be dynamically updated if an employee profile has updates made. Users will need to recertify any CPRs for the document to reflect any employee address changes done after the payroll has been certified.
Validate all addresses in LCPtracker – current and historic. It is best practice to do this when creating an employee profile and completing the validation at that time.

Entering Employee Addresses

New Employees

As a Contractor using LCPtracker, an Employee Profile must be created for every employee who will be reported on Certified Payroll.

In the Add/Edit Employee page, found in the ‘Set Up’ tab, the top section will display an employee’s personal information, including an easy way to view an employee’s current address at the top of the page.

With the enhanced capabilities to enter a history of residences for an employee, there is now a separate section called ‘Address Information’ where all address information will be entered and stored.

Adding a New Address

If an existing employee in LCPtracker has a new address from the one that was previously entered, navigate to the ‘Address Information’ section on the Employee Profile and click ‘Enter New Address’.

On selecting this, a pop-up dialog box will appear allowing a user to enter the ‘Move-out Date’ for the old address.
- Please note that the move-out date must be prior to today’s date, duplicate move-out dates are not allowed.
Once a Move-out Date has been entered, click ‘Done’.
The address will now automatically move into the ‘Historical Addresses’ section and the fields to enter a new, current address will be clear to enter the new information.
Enter the new, current address.
Validate the new address by clicking ‘Validate Address’ (this verifies the address against the US Postal Service).
Select ‘Save’ at the bottom of the page to complete the update.
To make changes the current address, click on ‘Edit Current Address’.

Adding Address History

To add past residences directly into the ‘Historical Addresses’ section under the Address Information section, click on ‘Add Historical Addresses’. A pop-up dialog box will appear to enter the past address, including a move-out date.

Validate the address and select Save at the bottom of the page.

Once addresses are added into the Historical Addresses section, you can view the related information, such as the move-out date and validation status.

Editing or Deleting Addresses

Users can edit or delete stored addresses; the system will NOT automatically update Certified Payroll Reports(CPRs) to reflect any address changes made on the Employee Profile.

CPRs are legal documents that LCPtracker will not dynamically update or modify.

If a user tries to edit or delete an address where payroll is associated, the system will display a warning notice such as the one to the right. It will be the responsibility of a user to re-certify or update a CPR in the case of address changes.

Note: LCPtracker does not allow for duplicate addresses if they are in consecutive order. The system does allow for duplicate addresses if there is a unique address in between.

If users find that they need to edit an address to change the chronological order and in doing so receive a message that they cannot have duplicate addresses, please delete one of the addresses and then make the corrections as needed.

Payroll Upload and Address History

For users that upload payroll, begin with your oldest payroll first and move forward in chronological order. While this is not a system requirement, it will produce the best results in creating historic addresses for employees if there are any address changes.

When a Contractor uploads payroll data the system will check each employee’s address on the upload file against the address that exists in the Employee Profile within the system.

To aid a user in detecting changes in employee addresses, the system will automatically insert a new address into an employee’s profile and will auto-calculate an estimated move-out date.

LCPtracker will flag users of these changes and will prompt the users to review and update any applicable data, carefully review the addresses and move-out dates prior to certifying the payroll.

Uploading a CPR file UNDER 30 Days

If an upload file contains an employee address change and has a payroll week-end date UNDER 30 DAYS from the date of upload, then the following will automatically take place in the system:

The address on the upload file becomes the new, current address.
The current address (under the Employee Profile) moves into address history with an auto-generated move-out date of the week-end day of the CPR on the upload file minus one day.
Since the system is auto-generating an estimated move-out date, a Validation flag will alert the user on the employee’s payroll to review the move-out date for accuracy.

Uploading a CPR file OVER 30 Days

If an upload file contains an employee address change and has a payroll week-end date OVER 30 DAYS from the date of upload, the following will automatically take place in the system:

The current address (under the Employee Profile) will stay the same.
The address on the upload file will automatically move into address history with the move-out date being the week-end date listed on the upload file.
Since the system is auto-generating an estimated move-out date, a Validation flag will alert the user on the employee’s payroll to review the move-out date for accuracy.

Reports and Address History

Report Logic

Many LCPtracker reports able to reference an employee’s current and historic addresses when generating data. When an employee has two, or more, addresses during the period being reported on, the system will allocate hours against each address appropriately.

The following report logic is in place when a report references multiple addresses or geographic areas for an employee:

Referencing a Historical Address’ Move-out Date

If an employee has both a ‘current’ address and a ‘historical’ address, the system will be looking at the move-out date associated with the historical addresses to determine which address falls into the time frame of the report parameters.

The move-out date is considered the last day at an address. The next day is the new, or current address.

Reports that Run by Calendar Date

When an address changes in the middle of a 7-day period on a calendar-date based report, the hours will be totaled by day based on the address that was current for that respective day.

Reports that Run by Week-end Date

For reports that are filtered by week-end date, the most current address will be reflected for that respective week-end date.

For example, if employee has more than one address and the address move-out date lands in the middle of the week, the system will use/display the new, most current address instead of the old address.

Reports that Contain a Head Count

If there is a head count for each location category, and an employee falls into two location categories (be it by city or geographic area, etc.), then the employee will be counted twice.

However, the ‘Totals’ row or section will only show the employee counted once on the overall project totals.

Support

If you have any further questions, please feel free to contact our Support Department Monday through Friday, 5:00am through 5:30pm PST:

Call: (714) 669-0052 option 4
Email: Support@lcptracker.com or,
Chat: via the LCPtracker database through the “Live Chat” feature.