Administrator - Validation Settings

Created by Desirae Goode, Modified on Wed, 16 Oct, 2024 at 1:26 PM by Desirae Goode

Validations are the mathematical and logical data checks that are performed on all the payroll data entered in LCPtracker system. Many checks are made on the payroll data when entered to assist in capturing data correctly. The Validation Settings feature provides a way for the Administrator to control exactly what checks are made on payroll data, how this information is presented to the contractors, and how the Certification/Submittal process is controlled.

Only those administrators with FULL ADMIN rights can view or change Validation Settings. LCPtracker recommends giving very few people Full Admin rights. This function is located under Set Up > Validation Settings. For any questions prior to making changes to your validations, please contact your LCPtracker project manager.

Validation settings may be set by Department and/or Jurisdiction. The Department feature is a way you can group by Organizational Department, Funding Source, Project Managers, etc. It is not mandatory to use Departments.

Limitations of Validation Checks in LCPtracker

In certain situations, such as the following, LCPtracker validation rules may not provide an accurate check of wages paid:

When benefits are calculated as a percent of wages paid and overtime is worked.
When benefits are calculated based on hours paid rather than hours worked, and overtime is worked.
When overtime rate is not 1.5 times base rate of when double time rate is not 2.0 times base rate and overtime is worked.

Any other unusual or unique rules for calculating benefits and/or overtime may or may not be adequately checked by LCPtracker. If you have such unusual rules, please check with LCPtracker Staff to confirm LCPtracker’ s ability to work with you to check the wages.

Validation Controls

The Administrator can control four aspects of each validation. An explanation of how these controls work is presented below. NOTE: if a control setting is changed, then a payroll record that had an existing NOTICE or WARNING must be edited and saved so the new settings can be applied to the payroll record.

PERFORM VALIDATION

YES/NO – controls if validation is done.

NOTICE/WARNING

A NOTICE and ENFORCE indicates something LCPtracker considers to be wrong based on the validation rules. Contractors will not be able to certify a report if this message occurs. An example of a NOTICE is when the Basic Hourly Rate paid is less than the pre-determined prevailing wage rate, which indicates a violation of prevailing wage.

A WARNING and ALERT indicates something may be wrong, but insufficient information is available to the program to determine further. However, contractors can certify the payroll under this setting. An example of a WARNING is when straight time is paid for Saturday work which, depending on the craft/classification, may or may not apply under this validation setting. NOTE: Once the end users submit their CPR through system, Warnings will appear under the Administrators Violations Navigation Tab. For further information, see VIOLATIONS section of this manual.

ENFORCE/ALERT/HIDE/DISCARD

Enforce – Enforce will force notices to be cleared before certification.

Alert – Alert will only warn of the existence of notices when certifying and will be displayed to the admin user under the Violations Tab.

Hide – Hide will hide the warning or notice from the contractor and will not notify them when they enter/certify their payroll, but it will be displayed in administrator violations navigation tab; now the administrator is the first person to see the notice/warning generated.

Discard – Discard will only warn of the existence of notices/warnings when certifying and will NOT be displayed to the administrator under their Violations navigation tab. This option is very seldom used.

ALLOW JURISDICTION/DEPARTMENT OVERRIDES

Leaving a box unchecked will allow departments to set the validations as needed for their department. Depending on funding there may be different rules and requirements as to what validations are on/off or set as Notices or Warnings.

Most commonly used setting combinations - Yes /Notice/Enforce Yes/Warning/Alert or No

OVERRIDES/EXCEPTIONS

If there are special circumstances when a Contractor needs to be allowed a different setting on a Validation check, an override can be created.

To create overrides, click the ‘Add’ button in the top right-hand corner. A pop up (see screen shot below). Make the appropriate choices as to performing Validation Yes/No, (yes is on/no is off), Notice or Warning, the type of Enforcement at Certification, then choose contractor applicable for, enter display order and if you are using Departments you will need to decide if you will Allow Jurisdiction/Departments to override.

PRIME APPROVER VALIDATION SETTINGS

If you have chosen to use the Prime Approver module for your database, you will see an additional column in your validation settings. A Full Admin can hide validations from a Prime Approver by selecting yes on the desired validation. Please note this is not a commonly used feature.

Validation Explanations

Validation 1a

VAL_1a. Validates Basic Hourly Rate entered in blue field exists - This validation checks that the contractor has entered a number in this field. Default/Recommended settings are Yes/Notice/Enforce.

The stated “Hourly rate of pay” (blue field) must have a value. VAL_1a

Contractor Validation Message:

The stated, “Base Hourly Rate” (blue field) must have a value. VAL_1a

Validation 1b

VAL_1b. Validates Basic Hourly Rate entered in blue field is sufficient - This validation checks the declared basic hourly rate of pay is greater than or equal to the prevailing wage rate. Default/Recommend settings are Yes/Notice/Enforce for California State-funded projects and No for Davis-Bacon.

Contractor Validation Message:

The stated basic hourly rate entered in the "Hourly Rate of Pay" (blue) field is less than $##.## the wage determination for this craft. VAL_1b. Correction Tip: Check for rounding errors when the difference is less than a penny. VAL_1b

Validation 1c - Only for Extended Wage Data

VAL_1c. For Second or Third Shift Craft/Classification only – Checks that the First Shift Base Hourly Rate has a value. (First blue field at top) This is only used for accounts using Extended Wage Data – Default/Recommended settings are Yes/Notice/Enforce if extended wage data is turned on.

Contractor Validation Message:

Checks that the “First Shift Base Hourly Rate” (first blue field at top) must have a value entered. VAL_1c

Validation 1d - Only for Extended Wage Data

VAL_1d. For Second or Third Shift Craft/Classifications only – Checks that the value of the stated First Shift Base Hourly Rate is at least the prevailing wage hourly rate – This is only used for accounts using Extended Wage Data – Default/Recommended settings are Yes/Notice/Enforce if extended wage data is turned on.

Contractor Validation Message:

The Hourly Rate you have entered in the “First Shift Base Hourly Rate of Pay” (first blue field at top) is less than $##.## the posted prevailing wage for this craft. VAL_1d

Validation 2a

VAL_2a. Validates Overtime Hourly Rate entered in blue field exists – This validation checks that the declared hourly overtime (OT) rate of pay exist if OT hours are worked. Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The stated, “Hourly overtime rate” (blue field) must have a value if overtime is worked. VAL_2a.

Validation 2b

VAL_2b. Validates Overtime Hourly Rate entered in blue field is sufficient – This validation checks that the declared hourly overtime (OT) rate of pay is greater than or equal to the OT prevailing wage. This is primarily used for CA State-funded projects and should be turned off for Federally funded projects. Default/Recommended settings are Yes/Notice/Enforce for California State-funded projects.

Contractor Validation Message:

The Overtime Rate entered in the Hourly Overtime Rate (blue) field is less than $##. ## the wage determination for this craft. VAL_2b Correction Tip: The value entered in this field should be at least 1 1/2 times the basic hourly rate. Check for rounding errors when the difference is less than a penny. VAL_2b

Validation 2c

VAL_2c. Validates the Total Overtime Hourly Rate entered is sufficient – This validation checks that the declared total hourly overtime (OT) rate of pay exist if OT hours are worked (OT hourly + Fringes). Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The overtime rate paid ($##. ##) is less than $##. ## The wage determination for this craft. VAL_2c

Validation 2d – Only for Extended Wage Data

VAL_2d. Checks that the declared hourly overtime (OT) base rate of pay is greater than or equal to the posted base rate for OT in the prevailing wage table - This validation is only applicable when extended wage data is turned on. Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The Overtime Base Hourly rate ($##.##) entered in the Hourly Overtime Rate (second blue field at top) is less than $##.## the published wage determination for this craft. VAL_2d

Validation 3a

VAL_3a. Validates Double Time Hourly Rate entered in blue field exists – This validation checks that the declared double time hourly (DT) rate of pay exist if DT hours are worked. Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

Double time was worked; please enter double time wage rate in the blue Double OT field at the top of the form. VAL_3a

Validation 3b

VAL_3b. Validates Double Time Rate entered in blue field sufficient – This validation checks that the declared hourly double time (DT) rate of pay is greater than or equal to the DT prevailing wage. This is primarily used for CA State-funded projects and should be turned off for Federally funded projects. Default/Recommended settings are Yes/Notice/Enforce for California State-funded projects.

Contractor Validation Message:

The doubletime rate entered in the Hourly Doubletime Rate (blue) field is less than $##. ## the wage determination for this craft. VAL_3b Correction Tip: The value entered in this field should be at least 2 times the basic hourly rate. Check for rounding errors when the difference is less than a penny.

Validation 3c

VAL_3c. Validates the Total Double Time Hourly Rate entered is sufficient – This validation checks that the declared total hourly double time (DT) rate of pay exist if DT hours are worked (DT hourly + Fringes). Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The Doubletime Rate paid ($##. ##) is less than $##. ## the wage determination for this craft. VAL_3c

Validation 3d - Only for Extended Wage Data

VAL_3d. Checks that the declared hourly doubletime (DT) base rate of pay is greater than or equal to the posted base rate for DT in the prevailing wage table – This validation is only applicable when extended wage data is turned on. Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The Doubletime Base Hourly rate ($##.##) entered in the Hourly Doubletime Rate (blue) field is less than $##.## the published wage determination for this craft. VAL_3d

Validation 4

VAL_4. Validates Training Contributions – This validation checks the amount of training funds contributed against the current training rates published. Default/Recommended settings are Yes/Notice/Enforce for California State-funded projects and any other states that have a mandatory training contribution, otherwise set at No.

Contractor Validation Message:

The value entered in the “Training” field above does not match the training contribution determined for this classification. VAL_4.

Validation 5

VAL_5. Validates Total Hourly Rate (basic plus fringes) – This validation checks that the Total Hourly Rate (THR) is actually paid by dividing the amount paid plus the fringe benefits paid by the hours worked for straight time hours. Recommend turning on validation 23 as well for OT and DT hours. Default/Recommended settings are Yes/Notice/Enforce.

Contractor Validation Message:

The Total Hourly Rate paid ($##. ##) is less than $##. ## the wage determination for this craft. VAL_5

Validation 6

VAL_6. Validates Basic Hourly Rate – This validation checks that the BHR is actually paid by dividing the amount paid by the hours worked. The equation considers OT and DT hours worked and fringe benefits paid or contributed. Default/Recommended settings are Yes/Notice/Enforce for any funding type where the Base Hourly Rate must be met and No for Davis Bacon.

Contractor Validation Message:

The Basic Hourly Rate paid ($##. ##) is less than $##.) the wage determination for this craft. VAL_6.

Validation 7

VAL_7. Validates Gross Pay All Projects has a value – This validation checks that the gross pay all projects amount has been entered. Default No/Warning/Alert (meaning Default-Off), Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The “Gross Pay All Projects” field must have a value. VAL_7

Validation 8

VAL_8. Validates Paycheck Amount has a value – This validation checks that paycheck field has a value. Zero is acceptable Null is not. Default/Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The “Paycheck Amount” field must have a value. VAL_8

Validation 9

VAL_9. Validates Employee Net Pay – This validation checks that the Paycheck Amount (Net pay) is equal to Gross Pay All Projects minus Total Deductions plus travel/subsistence (if any) equals the paycheck amount entered. Default – Off Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The “Paycheck Amount” should be equal to the result of the following calculation: the value in “Gross Pay All Projects”, plus the value in “Trav/Subs”, minus the value in “Total Deductions”. VAL_9

Validation 10

VAL_10. Validates Minimum Wage

This validation checks that the Basic Hourly Rate (BHR) is at least the minimum wage. Default/Recommended setting is Yes/Notice/Enforce. *Note: you can set the minimum wage for your location under Set Up and choose Add/Edit Minimum Wage.

Contractor’s Validation Message:

The hourly rate paid ($##. ##) is less than the minimum wage ($##. ##). VAL_10

Validation 10a – Only for Extended Wage Data

VAL_10a. Checks that minimum wage has been met for the First Shift Base Rate when a Second or Third Shift Classification is being checked.

This validation is only used for accounts using Extended Wage Data – Default/Recommended settings are Yes/Notice/Enforce if extended wage data is turned on.

Contractor’s Validation Message:

The minimum wage cannot be validated. VAL_10a

Validation 11a

VAL_11a. Validates Standard Hours Worked per day on one record.

This validation checks that the sum of all standard hours per day for one record is greater than the amount specified in the prevailing wage list. If this condition is true, a notice is created. Both Validation VAL_11a and VAL_11b are comparing actual hours worked against standard work hours as specified in the Prevailing Wage data (example below is set to 8) for VAL_11a and 8 hours for VAL_11b. The notice will change the hours listed based on what is entered on the prevailing wage table. If you require overtime based on the time worked per day, then the Default/Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

Regular time hours cannot be more than Standard Hours Day # per day. VAL_11a.

Note: this validation is only looking at a single-entry record and does NOT look across projects. It is recommended to turn on 11b if you need to look across projects.

Validation 11b

VAL_11b. Validates Sum of all Standard Hours Worked per day across all records entered.

This validation checks that the sum of all standard hours worked per day for all craft/classification records submitted and for all projects submitted is greater than the number of hours listed in the department setting. If more than the number, it will create a notice message. A message like the one below will appear showing the other records that are linked to the current one, which together are creating the Notice from those agencies that require overtime on a daily basis. Default Yes/Warning/Alert; Recommended Setting is Yes/Notice/ Enforce for California State-funded or any other State or local laws requiring OT after, say 8, 10, 12 hours, no for Davis-Bacon projects.

- Standard Hours Per Day is validating that Doubletime is paid after that # of hours worked

- Emp Std Hours is validating that Overtime is paid after that # of hours worked.

Contractor’s Validation Message:

The sum of all standard hours worked by an employee (Slips employee name in here) should be less than or equal to Standard Hours Day # hours. VAL_11b.

*NOTE on VAL_11b. There are 2 different locations within the system to make sure that the OT is paid after this set # of hour. The first is the Contractor Setup Form (see Add/Edit Contractors) and the second is against the number entered under the Department Settings (see Department Settings).

IMPORTANT: The Contractor setup value for Standard Hours Per Day WILL override the department setting value. It is best practice to leave this field at 0.000.

VAL_11a is looking at the Prevailing Wage Data per project (see Prevailing Wage Setup).

Validation 12

Validation is Obsolete.

Validation 12b

VAL_12b. Checks if worked hours are more than Standard Hours Per Day, as set in Department Settings, and no double time.

In addition to California State-funded projects, this may be required for accounts Outside of California whose state has this requirement. Same notice as shown below, only the 12.00 hours is replaced with the number from the Department Settings “Standard Hours per Day” field, which you may set to the number required by your law. Default – off - Recommend settings are Yes/Notice/Enforce for California State-funded projects and any other States or areas that require doubletime be paid after a specific number of hours are worked in a day. No for Davis-Bacon. Please follow the guidelines for your laws.

Note: this validation only looks at the pay records across a single project for a contractor, certified and uncertified. It does not look across all projects the contractor is working on in a database.

Contractor’s Validation Message:

Cannot work more than 12.000 hours in one day and not pay Doubletime. VAL_12b

Validation 13

VAL_13. Validates Gross Pay this Project

This validation checks that the Stated Hours times the Stated Rate equals Gross Pay This Project. (Overtime is also included in calculation). Checking: “Voluntary Contributions Included in Gross Emp. Pay” affects this validation. If checked, voluntary contribution pension and medical are set to zero for validation purposes since the value for those variables is included in gross employee pay. Default/Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The hours worked times the wage rates stated in the blue fields ($##. ##) does not match the “Gross Employee Pay This Project + Voluntary Medical and Voluntary Pension” amount ($###. ##). (If Voluntary Contributions are in Gross Employee Pay, they are not double counted) VAL_13. Please review the setting of the Voluntary Contributions Included in ‘Gross Emp Pay’ check box.

Validation 13a

VAL_13a. Special Validation: Ask LCPtracker Project Manager before using. Checks “gross employee pay this project” is equal to the hours worked times the pay rates stated in the blue fields. (With no allowance factor.) This is a more stringent version of VAL_13 and is NOT commonly used. Default – Off, recommended setting is Yes/Notice/Enforce – Please follow the guidelines for your project.

Contractor’s Validation Message:

The amount you have entered in Gross Employee Pay This Project ($##.###) (first field, top row) does not match the amount the system has generated ($##.###) by the following math calculation: Gross Pay This Project = [(Hourly Rates (including OT and DT) x Hours Worked for This Project) + Voluntary Contribution Amounts (if applicable)]. VAL_13a.

Validation 14

VAL_14. Validate if Saturday Hours Worked and no OT hours reported

This validation rule checks that OT is paid for any hours worked on Saturday. This is regardless of if the employee has worked a 40-hour week or not. Default setting is Yes/Notice/Enforce – Please follow the guidelines for your project.

Contractor’s Validation Message:

Warning: Hours worked on Saturday that are not overtime. VAL_14.

Validation 15

Validation is Obsolete.

Validation 16

VAL_16. Validate if Sunday hours worked and no OT hours reported.

This validation rule checks that OT is paid for any hours worked on Sunday. This is regardless of if the employee has worked a 40-hour week or not.

Default setting is Yes/Notice/Enforce – Please follow the guidelines for your project.

Contractor’s Validation Message:

Warning: Hours worked on Sunday that are not overtime. VAL_16.

Validation 17

VAL_17. Validates Gross Pay All Projects is equal to or larger than Gross Pay This Project.

This validation checks if the All-Projects amounts is greater than or equal to the This Project amount. Default/ Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The value entered in the field “Gross Pay All Projects” should be greater or equal to the value entered in the field “Gross Pay + Wages Paid in Lieu of Fringes”. VAL_17.

Validation 18

VAL_18. Checks that an Employee Standard Time is <=40 hours.

This validation checks that the sum of all standard hours worked for all classifications and if OT has not been paid after working 40 hours in one week. A message like the one below will appear showing the other records that are linked to the current one which together are creating the Notice. Default – Off, recommended is Yes/Notice/Enforce.

*NOTE on VAL_18. The 40 hours number can be changed under the Department Settings (see Department Settings)

Contractor’s Validation Message:

Cannot work more than 40.000 Regular hours per week. Check that overtime/double-time hours are posted in the proper row, not combined, and entered in regular row. VAL_18.

Validation 19a

VAL_19a. Checks that the overtime pay rate stated is greater than (=>) 1.5*basic hourly rate if OT is worked.

This validation checks that the value the contractor entered in the OT hourly field is at least 1.5* the value in the hourly rate of pay field if overtime is worked. Default – off – Recommended setting is Yes/Notice/Enforce unless your project guidelines are different.

Contractor’s Validation Message:

The state “Hourly overtime rate” must be at least 1.5 times the stated “Hourly rate of pay” if overtime is worked. VAL_19a.

*Note VAL_19a and VAL_19b are mutually exclusive and only one should be on.

Validation 19b

VAL_19b. Checks that the overtime pay rate stated is greater than or equal to (= or >) 1.5 x (basic hourly rate + cash rate in lieu of fringes) if OT is worked.

This validation checks that the value the contractor entered in the overtime hourly field is equal to the hourly rate of pay Plus the cash rate in lieu x 1.5 or greater. Default – off – Please follow the guidelines for your project. This setting is not commonly used.

Contractor’s Validation Message:

The stated “Hourly overtime rate” must be at least 1.5 times the stated “Hourly rate of pay” plus “Rate Paid in Lieu of Fringes” if overtime is worked. VAL_19b.

Validation 20a

VAL_20a. Checks that the double time pay rate stated is greater than (=>) 2.0*basic hourly rate if double time is worked.

This validation checks that the value the contractor entered in the double time hourly field is at least 2.0* the value in the hourly rate of pay field if double time is worked. Default – off – Recommended setting is Yes/Notice/Enforce unless your project guidelines are different.

Contractor’s Validation Message:

The “Doubletime Hourly Rate” you have entered must be at least 2.0 times the stated “Base Hourly rate of pay” if double time is worked. VAL_20a.

*Note VAL_20a and VAL_20b are mutually exclusive and only one should be on.

Validation 20b

VAL_20b. Checks that the double time pay rate stated is greater than or equal to (= or >) 2.0 x (basic hourly rate + cash rate in lieu of fringes) if double time is worked.

This validation checks that the value the contractor entered in the double time hourly field is equal to the hourly rate of pay Plus the cash rate in lieu x 2.0 or greater. Default – off – Please follow the guidelines for your project. This setting is not commonly used.

Contractor’s Validation Message:

The stated “Hourly overtime rate” must be at least 2.0 times the stated “Hourly rate of pay” plus “Rate Paid in Lieu of Fringes” if overtime is worked. VAL_19b.

Validation 21

VAL_21. Checks that the apprentices have been approved.

This validation checks to make sure an Apprentice has been approved by the Administrator before a Contractor can certify the very first payroll submitted for the employee. It is a way to safeguard that all Apprentices have indeed been checked to be true Apprentices. While separate settings and setup it goes together with the requiring of Apprentice Certifications in eDocuments. Default – off – Please follow the guidelines for your project.

Contractor’s Validation Message:

You must receive approval of the employee LAST NAME, FIRST NAME as an apprentice to submit certified payroll records. Please contact the labor compliance officer for the project. Go to PROJECTS and SHOW INFO next to the project. VAL_21.

*NOTE: the system will place the employee’s name into the notice Last Name, First Name.

Validation 22

VAL_22. Checks that the Basic Hourly Rate in the database is sufficient.

This is an Outdated Validation – DO NOT USE

Validation 23

VAL_23. Checks that the Total Hourly Rate in the database is sufficient.

This validation is another check to make sure that the THR (Total Hourly Rate) has been met to what is in the background wage table for the project’s Prevailing Wage. All the fields in the Fringe section are added together and then the total is divided by the number of hours worked. The resulting number is then added to the number in the field for the BHR (Basic Hourly Rate) and that final number is what the system uses as the THR. This validation looks at both OT and DT as well. It is recommended that both Validation 5 and 23 are always turned on. Default – off – Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

The Total Hourly Rate (Basic Hourly Rate plus rate of fringes paid). ##. ## is less than the prevailing wage rate ##. ## for this craft. VAL_23

Validation 24

VAL_24. Checks that the Sunday hours worked are at double time.

This validation checks for double time paid on Sunday. This is regardless of if employee has worked a 40-hour work week or not. Default – off – Please follow the guidelines for your project.

Contractor’s Validation Message:

Sunday hours worked should be double time. VAL_24.

Validation 25

VAL_25. Checks that the Total Deductions equal the sum of the deductions entered.

This validation is a simple math check ensuring the total deductions equals the total of all the entered deduction fields. Default – Off, recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

Total Deductions does not equal the sum of deduction values entered. VAL_25

Validation 26

VAL_26. Sets apprentice “No Determination Found” as a Notice or Warning

This validation will check that the Apprentice classification chosen by the contractor for their employee exists in the system. Default – Yes/Warning/Alert, recommended setting is Yes/Notice/Enforce.

Important NOTE: VAL_26 and 26b are exclusively for accounts within the state of California or accounts using combined Davis Bacon /California State-funded Rates.

Contractor’s Validation Message:

The apprentice you entered is not currently in our database. LCPtracker Data Wage staff has been automatically notified and we will enter the apprentice data as quickly as possible. Gathering and entering the data may only be 1 or 2 days or can take as long as 4 to 6 weeks depending on how fast the Division of Apprenticeship Standards (DAS) takes to provide the apprentice wage data. If you have the DAS rate sheet for your apprentice, please forward this to LCPtracker (fax 562-684-0145, Attn: Apprentice Date). Sorry for any inconvenience this may have caused you. IF THIS MESSAGE SHOWS AS A WARNING, YOU CAN CONTINUED TO SUBMIT YOUR CERTIFIED PAYROLL. THE WARNING WILL NOT STOP YOU FROM SUBMITTING THE CERTIFICATION. IF THE MESSAGE SHOWS AS A NOTICE, YOU NEED TO WAIT UNITL THE DATA IS ENTERED BY LCPtracker. VAL_26

Validation 26b

VAL_26b. Sets Journeyman “No Determination Found” as a Notice or Warning

This validation will check that Journeyman classification chosen by the contractor for their employee exists in the system. Default – Yes/Warning/Alert, Recommended Setting is Yes/Notice/ Enforce for California State-funded projects.

Contractor’s Validation Message:

The Journeyman determination needed to validate this record was not found. LCPtracker Support has been notified the rates will be entered/updated within 48 hours. Sorry for any inconvenience this may have caused you. VAL_26b

Validation 27

VAL_27 Validates for Work Order ID in payroll record when project requires Work Orders

This validation will check that any uploaded payrolls include work orders when work orders are associated with a project. Default/Recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

A Work Order must be selected. VAL_27

Validation 28

VAL_28. Checks that the health insurance paid meets the required percentage.

This is a validation created as a custom item for a specific client. If Contractors do not pay the appropriate amount of Fringe Benefits, they can be required by their Administrator to pay a certain percentage of their Base Hourly Rate to go toward Health Insurance Costs for each employee. The percentage must be set in the Department settings for this rule to work correctly (see Department settings). Default – off – Please follow the guidelines for your project.

Contractor’s Validation Message:

Hourly rate does not cover required health insurance for unapproved health insurance plans. The deficit is “##. ##” per hour. VAL_28

Validation 29

VAL_29. Checks that the I9 Form has been verified for the employee.

If Contractors do not check the box for each qualifying employee that states, “I certify that this employee is I9 verified”, or “I verify that this employee is eligible for employment after having completed Employment Eligibility Verification via Form I-9 or the electronic E-Verify system”, the system will not allow the Contractor to submit payrolls for this employee.

This validation requires a date to which to start the enforcement, and any employee hired after this date must be I9 verified. The default date in the system is 01/01/2010. If you wish to use a different date, please contact LCPtracker to set the date for your system. The Date Hired for employees must also be required. Default – off – Please follow the guidelines for your project.

Contractor’s Validation Message:

I9 Form verification needs to be validated, but it cannot be validated until a Hire Date is entered for this employee. To enter a Hire Date, go to Setup>Add/Edit Employee > Select employee> Enter Date Hired > Click on Save. VAL_29

Validation 30

VAL_30. Checks that there are ‘Other Deduction’ notes when a value is entered in the ‘Other Deductions’ field.

This validation requires the contractor to enter an explanation as to what the ‘Other Deductions’ are on the payroll records. Anything entered in this note field are included in the notes on the Statement of Certification/Compliance (SOC) part of the CPR and appear as part of the employee record in the Certified Payroll Report (CPR). Default – Off, recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

There are other deductions entered but no notes describing them. VAL_30

**Note – If you are utilizing the Other Deduction Details Feature (VAL_30a/VAL_30b) validation 30 should still be set to Yes/Notice/Enforce to report the other deduction information on the CPR.

Validation 30a

VAL_30a. Confirms that the total sum of all values entered in the other Deduction Notes section is equal to the single value entered in the field for 'Other Deductions'.

This validation checks that the amount entered in the “other” deduction field matches the “Total Amount Deducted” itemized in the Other Deduction Details. This is only for clients using the “Other Deduction Details Feature”. Default – Off, recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

Total Amount Deducted $##.## does not equal value in ‘Other Deductions’. Correction Tip: Check dollar values entered in Amount Deducted fields and ‘Other Deductions’ in Paycheck – Deductions, Payments and Notes section. Val_30a

Validation 30b

VAL_30b. Checks if there are any unmatched other deductions.

This validation checks that the “other deduction match” has been completed when using the LCPtracker spreadsheet template to upload your certified payrolls. This is only for clients using the “Other Deduction Details Feature”. Default – Off, recommended setting is Yes/Notice/Enforce.

Contractor’s Validation Message:

There are unmatched other deductions. Val_30b

Data Integrity Rules Validations 31 through 42 are put in place mainly to prevent CPR’s that are uploaded from being able to be certified without proper information in place. Due to simplicity, we will not show what contractors see.

Validation 31

VAL_31. Checks that craft and classifications are not equal to “Not Available”.

This function will force contractors to resolve upload error issues. Typically, they have not set up craft match function for data uploads. Default – Yes/Warning/Alert, recommended setting is Yes/Notice/Enforce.

Validation 32

VAL_32. Checks that employee’s first name has been entered.

This is a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default – Off, recommended setting is Yes/Notice/Enforce.

Validation 33

VAL_33. Checks that the employee’s last name has been entered.

Validation 34

VAL_34. Checks that employee’s street address has been entered.

Validation 35

VAL_35. Checks that employee’s city has been entered.

Validation 36

VAL_36. Checks that employee’s state has been entered.

Validation 37

VAL_37. Checks that employee’s ZIP code has been entered.

This is a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default – Off, recommended setting is Yes/Notice/Enforce.

Validation 38

VAL_38. Checks that employee’s gender has been entered.

This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default – Off, recommended setting is Yes/Notice/Enforce.

Validation 39

VAL_39. Checks that employee’s ethnicity has been entered.

Validation 40

VAL_40. Checks that employee date hired has been entered.

Validation 41

VAL_41. Checks that employee phone number has been entered.

This may be a required field for manual entry and the validation will check for any employees created by upload that may not have this value. Default – off – Please follow the guidelines for your project.

Validation 42

VAL_42. Checks that employee ID has been entered.

NOTE: 43, 44 and 45 are mutually exclusive and only one should be turned on. Please discuss this with your LCPtracker Project Manager. If the App Setting, that only LCPtracker staff can access, is turned OFF, then none of these three should be turned on. These settings do NOT influence how much of the SSN will show on every Certified Payroll (see Department Settings).

Validation 43

VAL_43. Checks that SSN is not entered. SSN field must be blank.

This validation will not allow any SSN to be entered for any employee. Default – off, no recommended setting.

Contractor’s Validation Message:

The employee SSN field should be blank. VAL_43.

Validation 44

VAL_44. Checks that SSN has been entered and in the proper format (###-##-####).

This validation requires that the entire SSN must be entered for each employee. This may be a required field and rule for manual entry and the validation will check for any employees created by upload that may not have this value. Default – Off, recommended setting is Yes/Notice/Enforce

Contractor’s Validation Message:

The employee SSN field cannot be blank. It also must be entered in the right format. VAL_44.

Validation 45

VAL_45. Checks that SSN has been entered in the format xxx-xx-####

This validation checks that only the last 4 digits of each employee’s SSN can be entered. This may be a required field and rule for manual entry and the validation will check for any employees created by upload that may not have this value. Default – off, No recommended setting.

Only 1 of the 3 validations for SSN can be turned on. If more than 1 are turned on, the full SSN will override.

Contractor’s Validation Message:

The employee SSN field cannot be blank. It also must be entered in the format XXX-XX-#### or 000-00-#### where ### represents the last four digits of the SSN. VAL_45.

Validation 46

VAL_46. Checks that the Employee’s Driver License Information, including state or issue has been provided.

Default – off, No recommended setting.

Contractor’s Validation Message:

This employee is missing the required Driver’s License information set by your Administrator. Please return to your Set Up Tab >> Add/Edit Employee section >> select employee and add required information. VAL_46.

Validation 47

VAL_47. Checks that the contractor’s Local Business License has been entered.

This validation will check that in the Company Information page has information entered in the Local Business (City) License field. This is NOT a commonly used setting. Default – off, No recommended setting

Contractor’s Validation Message:

Contractor’s Local Business License is required. Please go to the Company Information form under the ‘Set Up’ tab and enter your Local Business License. VAL_47.

Validation 48 – Daily Reporter Only

VAL_48. If Daily Log is enabled, it checks that an employee’s reported total hours match those in the Daily Log.

This Validation compares the total hours being entered on a payroll record to what was reported on the Daily Log for each employee. Default – off, No recommended setting.

Contractor’s Validation Message:

Employee’s reported total payroll hours (##.##) are less than those entered in the Daily Log (##.##) for the reported Craft/Classification. Go to the Notices Tab to reconcile this discrepancy. VAL_48

Validation 49 – Daily Reporter Only

VAL_49. If Daily Log is enabled, it checks that an employee reported in certified payroll are also reported in the Daily Log.

This Validation compares the employee being reported on the payroll record to what was submitted on the Daily Log. If the employee being reported on the payroll was not on the Daily Log, the Contractor will receive a notice and must edit or add note as to why. Default – off, No recommended setting.

Contractor’s Validation Message:

A daily log has not been submitted for one or more days worked. Go to the Notices Tab to reconcile this discrepancy. VAL_49

Validation 50

VAL_50. Checks that wards, geographic areas, and congressional and state districts are entered in Contractors Employee setup screen.

For this validation to be on, Administrator must set up wards, geographic areas and/or congressional and state districts. Administrators can choose to do the employee assignment under Admin>Edit Employee, or if you wish Contractors to assign areas to their own employees during set up, turn this validation on. Clients should contact their LCPtracker Project Manager to properly setup Geographic Areas for proper use. Default – off, No recommended setting.

Contractor’s Validation Message:

This employee has not been assigned a ward, geographic area, or congressional or state senate district or other defined area that is required. VAL_50

Validation 51 – Daily Reporter Only

Validation is obsolete.

Validation 52

VAL_52. Checks that check amount is greater than the total deductions for employee.

This is a simple math check and may be put in place to flag Administrators to make them aware of this rare situation occurring. Default – off, No recommended setting.

Contractor’s Validation Message:

Total deductions are greater than check amount. VAL_52

Validation 53

VAL_53. Checks that Craft/Classification is craft matched.

This is a setting that is now obsolete for new accounts. Your Project Manager with LCPtracker can assist you in determining if this setting applies to your account. Default – off, No recommended setting.

Validation 54

VAL_54. Checks that Craft/Classification are entered.

This validation should be on for all accounts as it is extremely important. This ensures a payroll cannot be certified without a craft or classification. Default – Default/Recommended settings are Yes/Notice/Enforce

Validation 55 – Daily Reporter Only

VAL_55. If Daily Log is enabled, it checks that the Craft/Classification chosen on the Daily Report match the Craft/Classification on the CPR. Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

The Craft/Classification chosen on the CPR does not match the Craft/Classification on the Daily Reporter for date ##/##/####. VAL_55

Validation 56

VAL_56. Checks that amount in the Wages Paid in Lieu of Fringes field is equal to the value in the Rate in lieu multiplied by hours entered on the payroll record.

Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

The total hours worked times the Rate in Lieu of Fringes $###.## is not equal to the Wages Paid in Lieu of Fringes $###.##. VAL_56

Validation 57 – Daily Reporter Only

VAL_57. If Daily Log is enabled, it checks that an employee’s hours reported in the certified payroll matches the hours reported in the Daily Log. NOTE: Turn on 57 or 58 but not both. Default – Default/Recommended settings are Yes/Notice/Enforce only if Validation 58 is not on.

Contractor’s Validation Message:

Hours on the Daily Logs need to match the hours on the CPR for date ##/##/####. VAL_57

Validation 58 – Daily Reporter Only

VAL_58. If Daily Log is enabled, it checks that an employee reported total hours match those in the Daily Log for the reported Craft and Classification. NOTE: Turn on 57 or 58 but not both. VAL_58 only validates on a per Craft/Classification basis and will not validate with multiple Craft/Classifications Default – Default/Recommended settings are Yes/Notice/Enforce only if Validation 57 is not on.

Contractor’s Validation Message:

Employee's total reported payroll hours (16.00) does not match hours reported on Daily Log (0) for the reported Craft and Classification. VAL_58.

Validation 59

VAL_59. If Address Verification is enabled, it validates that the employee’s address has been properly verified. Default – off, recommended settings are Yes/Notice/Enforce

**Certain Admin Roles will have the ability to check “Exempt Address” if determined the address should be exempt.

Contractor’s Validation Message:

The employee’s address has not been verified. Go to Employee Setup and verify the address of this employee. VAL_59

Validation 60

VAL_60. Checks that HUD Section 3 information has a selection made. Default – off, No recommended setting

Contractor’s Validation Message:

HUD Section 3 selection is required under the Employee Setup screen. VAL_60.

Validation 61

VAL_61. Checks that Total Hours All Projects Worked has a value. This is only engaged if Department Setting is also activated. Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

Total Hours All Projects Worked requires value. This should be the total hours employee worked for this week on all projects. VAL_61

Validation 62

VAL_62. Checks that Payment Date has a value. This is only engaged if Department Setting is also activated. Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

Your Project Administrator requires Payment Date of this payroll week information. Please enter or choose a value and save. Blank is not acceptable. VAL_62.

Validation 63

VAL_63. Checks that Check Number has a value. Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

The record is missing a value in the Check Number field. Please enter the check number for this payroll week information. Blank is not acceptable. VAL_63.

Validation 64

VAL_64. Checks for missing required Demographic Type information. Default – Default/Recommended settings are Yes/Notice/Enforce

Contractor’s Validation Message:

This employee is missing Demographic Type information set by your Administrator. Click here or manually go to your Setup >> Add/Edit Employees >> Scroll to Demographic Classifications >> Add Classifications. VAL_64

Validation 65 – Only for Extended Wage Data

VAL_65. Checks if the fringes paid was greater than or equal to the fringes owed. This was built for a specific client – only turn on if a job has extended wage data turned on. Default – Default/Recommended settings are Yes/Notice/Enforce per project requirements.

Contractor’s Validation Message:

The total amount of Fringe Benefits paid $##.## is less than the calculated prevailing wage for this craft. Straight time $##.##, Overtime $##.##, Doubletime $##.##. VAL_65

Validation 66

VAL_66. Checks that YTD Accumulated Sick Pay Hours has value. Note: This is only engaged if Department Setting is also activated. This was built for Executive Order 13706 for tracking sick pay hours for federal funded projects – Default – Default/Recommended settings are Yes/Notice/Enforce per project requirements.

Contractor’s Validation Message:

YTD Accumulated Sick Pay Hours requires a value between 0 and 999.99. This should be the total year to date accumulative sick pay hours for this employee. VAL_66

Validation 67

VAL_67. Verifies that a Local/Union Number has been entered when a Contractor has checked "Fringes Paid to Union" selection when entering payroll data. This was built for NYC CPR Form 41. Default – Recommended Setting is Yes/Notice/Enforce for New York City work requiring the CPR form 41.

Validation 68

VAL_68. Checks that the Contractor's PWCR (California State-funded State Public Works Contractor Registration number) has been entered. Default – No, Recommended Setting is Yes/Notice/ Enforce for California State-funded.

Contractor’s Validation Message:

Contractor’s PWCR (California State Public Works Contractor Registration number) is required. Please go to the Company Information form under the ‘Set Up’ tab and enter your PWCR Number. VAL_68

Validation 69

VAL_69. Checks that the following fringe benefits fields are blank with no values: Pension. If this applies to your funding type, the recommended setting is Yes/Notice/Enforce. Default – No, Recommended Setting is Yes/Notice/ Enforce based on funding type.

Contractor’s Validation Message:

Some fringes entered are not allowed by law for your project’s funding type. Pension is not an acceptable fringe benefit on this project. VAL_69

Validation 70

VAL_70. Checks that the following fringe benefits are blank with no values: Vacation, Holiday, Dues, Training Contributions, and other fringes. If this applies to your funding type, the recommended setting is Yes/Notice/Enforce. Default – No, Recommended Setting is Yes/Notice/ Enforce based on funding type.

Contractor’s Validation Message:

Some fringes entered are not allowed by law for your project’s funding type. Vacation, Holiday, Dues, Training Contributions, and other fringes are not acceptable on this project. VAL_70

Validation 71

VAL_71. Checks that the Overtime Hourly Rate is greater than (= or >) 1.5 * basic hourly rate of the published base rate for this craft. Fringe benefits will not be monitored on this OT amount. Default – No, Recommended Setting is Yes/Notice/ Enforce

Contractor’s Validation Message:

The “Overtime Hourly Rate” field (second blue field at top) must be at least 1.5 times the published base rate for this craft if overtime hours are worked. Fringe benefit amounts are not included. The calculated OT rate is $##.##. VAL_71

Validation 72

VAL_72. Checks that the Doubletime Hourly Rate is greater than (= or >) 2* basic hourly rate of the published base rate for this craft. Fringe benefits will not be monitored on this DT amount. Default – No, Recommended Setting is Yes/Notice/ Enforce

Contractor’s Validation Message:

The “Doubletime Hourly Rate” field (third blue field at top) must be at least 2 times the published base rate for this craft if doubletime hours are worked. Fringe benefit amounts are not included. The calculated DT rate is $##.##. VAL_72

Validation 73

VAL_73. Checks that the total hourly rate is sufficient for regular time hours worked. This validation applies to projects where fringe benefits do not need to be paid on OT or DT hours worked. This is not a commonly used setting. Default – No, Recommended Setting is Yes/Notice/ Enforce

Contractor’s Validation Message:

The Total Hourly Rate for regular time hours (Base Hourly Rate + Hourly Fringe amounts) paid $XXX, is less than $XXX the posted wage for this craft. VAL_XX. VAL_73

Validation 74

VAL_74. Checks that Deduction fields (Taxes, Other, etc.) have a value. If no value entered, the payroll will be flagged. Default – No, Recommended Setting is Yes/Notice/ Enforce

Contractor’s Validation Message:

There are no values in the Deductions fields. VAL_74

Validation 75

VAL_75. Checks that the Craft/Classification selected has not expired. This is only engaged if Department Setting is also activated. Default – Yes/Notice/Enforce, Recommended Setting is Yes/Notice/ Enforce

Contractor’s Validation Message:

The selected craft/classification and rate expired as of #/#/#### and no updated rate has been entered for the following day. Please contact your project Administrator to enter an updated rate. In rare cases, the published craft/classification naming has changed, and the new published craft needs to be selected by clicking "Edit" in the Classifications section above. VAL_75

Validation 76

VAL_76. Checks that the "Other" fringe benefits field has a value. If this applies to your funding type, the recommended setting is: Yes/Notice/Enforce. This is not a commonly used setting. Default – No, Recommended Setting is Yes/Notice/ Enforce based on project requirements.

Contractor’s Validation Message:

Please enter the total value of Workers Compensation AND/OR SUI, FUI, and MCTMC into the “All Other” fringes box. Be sure to break down the values in the “NOTES” box. VAL_76

Validation 77

VAL_77. Checks that the Contractor’s Federal Tax ID Number has been entered and in the proper format. Default – No, Recommended Setting is Yes/Notice/ Enforce.

Contractor’s Validation Message:

Contractor's Federal Tax ID Number is required. Please go to the Company Information form under Set Up and enter your Federal Tax ID Number. VAL_77

Correction Tip: Format must be 9-digit number in format ######### or ##-#######.

Validation 78 – Only for Extended Wage Data

VAL_78. Checks that the Total Amounts Paid meets the prevailing wage requirement when Extended Wage Data is in use. These wages may have varied published prevailing wage amounts for the base and fringe amounts for regular, overtime and doubletime work instead of one base and fringe rate for all hours worked.

Default – No, Recommended Setting is Yes/Notice/ Enforce when extended wage data is in use.

Val_78 has been created to monitor the Total Amounts Paid for Extended Wage data and compares wages paid to an employee against the prevailing wage amounts in the system.

The amounts for the base amount rates paid + fringes paid = total paid are separately compared to the amounts owed using prevailing wage rates using base amounts owed + total fringes owed = total amounts owed.

This validation will also consider any rate changes in the prevailing wages that may occur mid-week in a Contractor’s payroll.

In the case that there are two prevailing wage rates during the same week, it may be necessary for Contractors to submit two pay records, one for each rate paid to the employee with the corresponding days they were paid each rate.

Contractor’s Validation Message:

The total calculated amount paid ($##. ##), based on hourly rates and fringe amounts paid, is less than ($##. ##) total prevailing wage package for this craft.

The breakdown of amounts paid are: Total Base Amounts Paid ($##.##) + Total Fringe Amounts Paid ($##.##)

Amounts owed, from published prevailing wages, are: Total Base Amounts Owed ($##.##) + Total Fringe Amounts Owed ($##.##) VAL_78.

Correction Tips:

1) Please ensure the Base Hourly Rate and all Fringe Benefit Amounts entered are correct.

2) Any amount/calculation you have written out as thousandth of a cent ($1.234) in your internal accounting system should also be entered in the same format within LCPtracker.

3) These calculations consider the base and fringe rates for regular, overtime and doubletime hours worked.

Validation 79

VAL_79. Checks that the proper CA State Residential Wage Determination is selected. For California accounts or accounts using combined Davis Bacon/California rates only.

Default – Yes/Notice/Enforce, Recommended Setting is Yes/Notice/Enforce
Val_79 has been created to help monitor that the proper Residential wage determination is being selected on a per-project and per-craft/classification basis.

Contractor’s Validation Message:

Options 1 & 2 in the triggered validation message (only shown if applicable):

1. If the new field on the Project Set Up page is set as "Commercial”, and the Craft OR Classification selected contains the word "Residential" show this sentence in the message: “The Craft/Classification selected should be a Commercial Craft and you have selected a Residential Craft. Please make a new Craft Selection.”

2. If the new field on the Project Set Up page is "Residential”, and the Craft OR Classification selected DOES NOT contain the word "Residential" show this sentence in the message: “The Craft/Classification selected should be a Residential Craft and you have selected a Commercial Craft. Please make a new Craft Selection.”

Option 3 in the triggered validation message (only shown if applicable):

3. If the new field on the Project Set Up page is "Residential", the Craft OR Classification selected contains the word "Residential", then the system will use new logic to determine what Residential Determination should be selected.

The system then compares what determination should be used for the project (based on Bid Ad date) against the determination shown in the Craft/Classification the Contractor selected. If they are not a match, then this message will appear:

“The Residential wage determination selected is 20XX-1 but should be 20XX-1. Please select a new Craft/Classification with the proper year.”

Support

Should you need additional assistance please contact our LCPtracker support team:

• 714-669-0052 option 4, or Live Chat, or Support@LCPtracker.com