Payroll can be entered in two different ways: Manual Entry or via the Upload process. Most of the same data fields will need to be updated with either method for restitution. The manual process will indicate “multiple paychecks” and mark one of them as the “restitution” check. The upload process will require users to combine paycheck information into a single spreadsheet field/cell and provide paycheck values in the notes field/cell while updating rates & totals for pay & fringes. Users can use this guide to determine which process will work best.

From 1.Payroll Records, click on Enter Records.

From 1.Payroll Records, click on Upload Records.

Note: For the scenarios provided in this guide, each employee will be working 10 (ten) hours in the following scenarios. The below prevailing wage rates will be used. 

Adjustments can be made to:

1. Gross Employee Pay This Project
   
2. Wages paid in lieu of fringe (Total Cash Fringes).
3. Hourly Rates of Pay fields. 
4. Rate paid in Lieu of Fringes (Cash Fringe).
5. Fringes paid to approved funds/plans/programs.

Note: Changes will depend on craft/classification details and payment allocations.

Scenario One: No fringes – Bricklayer

If there are no fringes on the wage decision and the worker was paid less than the specific Craft/Classification base rate you will need to increase the base rate. 

Original pay information: Total Hourly Rate (Base Hourly Rate + Hourly Fringe amounts) paid ($18.000) is less than $20.160 the posted prevailing wage for this craft. (VAL_5 & VAL_ 23). The base rates must be increased to $20.16 and Gross Employee Pay This Project will be rev

2nd Check: The Multiple Paychecks option will be selected. Click Add Paycheck to add the second check. It will be marked as restitution. If all back payment owed is paid with one check, you can enter the same check information for every week that you owe restitution. Some contractors may break out these payments into each specific week owed however this scenario is less likely due to the time it will take. 

The example below is not a total restitution payment. It makes up the difference for one specific week. If all back payment owed is paid with one check, you can enter the same check information for every week that you owe restitution. Some contractors may break out these payments into each specific week owed (see below) however this scenario is less likely due to the time it will take. 

Note: After the two (2) checks have been entered and rates adjusted, no notices will appear.

Scenario Two: With Fringes – Boilermaker 

If there are fringes on the wage determination for the specific Craft/Classification they can be adjusted (where applicable) and paid to approved funds/plans/programs and/or Cash Fringes. The base pay rate should be met as well.

Original pay information: Total Hourly Rate (Base Hourly Rate + Hourly Fringe amounts) $18.000 paid is less than $45.79 (Base + Hourly Fringe Amount) the posted prevailing wage for this craft. (VAL_5 & VAL_ 23).  

1. The total package paid must be increased to $45.79. In this scenario the Base Hourly rate would be increased to $37.00, and the fringe totals would be increased to $8.79.
2. Fringes will be separated into $4.00 in Cash Fringes and $4.79 paid to approved paid funds/plans/programs.
   • ($2 Vac/Hol/Dues, $1 Health & Welfare, $1 Pension, $.79 Training). This will be reflected in the Fringes/Contributions paid to others (not employees).
     • Note: the values seen below represent the rates multiplied by the 10 hours (total hours). 
3. Gross Employee Pay This Project and Wages Paid in Lieu of Fringes (Total Cash Fringes) will be revised. 

What is shown above are the totals for fringe payments in each category. This can be entered directly, or the Calculate Fringes button can be employed if utilizing “Default Hourly Paid Fringe Rates” in the employee profile or “Fringe Benefit Maintenance”, (these two features can be time savers). Calculate Fringes explanations at the end of document.

2nd Check: Each checks’ information will need to be entered so the Multiple Paychecks option will be selected. Once the original check is entered, click Add Paycheck to add the second. It should be marked as restitution. If all back-payment owed is paid with one check (as seen below), you can enter the same check information for every week that you owe restitution.  Some contractors may break out these payments into each specific week owed, however this is less likely due to the time it will take.

The example below is a total restitution payment. This same check information will be entered for each certified payroll submission where restitution is owed. 

Note: after the two checks have been entered and rates adjusted, no notices will appear.

Using the Upload

Adjustments described in manual entry scenarios will need to be changed on the upload file before the file is uploaded to receive no CPR notices.

• If uploading for first time, it may be best to wait to upload the following week until checking the first upload for notices that may occur.
  • Most Notices must be corrected/resolved before payroll can be electronically signed and submitted.
  • Warning notices do not have to be resolved before certified – the two notice types are below).
    • The first upload or manual entry will let you know what adjustments and/or restitution you will owe depending on the craft/classification that was selected.
• Users will need to understand the data each spreadsheet column represents to know which cells to adjust. If using the LCPtracker upload file, there is a Legend tab at the bottom.
  

Note: Only adjust the data in the columns that correspond to the manual process.

• In the paycheck amount column (the total_paid column below), multiple paychecks can be represented as one total figure. The all_projects column is the Gross Pay All Projects. The gross_employee_pay is the Gross Employee Pay This Project.
  
  • Original Values (based on manual entry scenarios)
  • New Values (based on manual entry scenarios)
• The check_number column will list the multiple paycheck numbers or reference the notes section.
  
• The notes section (denoted as prnotes) can be used for the breakdown of each paycheck.
• If it is a direct deposit, “DD” can be entered for the check number. Users should list out each individual direct deposit. 
• Over time, some employees may encounter changes or increases to pay, insurance plans that affect fringe payments, and other fringe benefit plan/program changes. The fringe totals from Scenario #2 of manual process paid to approved funds/plans/programs are represented in the yellow columns seen in the screen shot below (ep_haw, ep_pension, ep_train, ep_all_other, ep_cont_pension, vol_emp_pay_med).

Note: Certified payroll submission, whether manual or uploaded, generally should start with the first work week for the employee and be performed for each successive week so that any changes/increases can be adjusted accordingly.

This feature can be used with the Manual Entry or the Upload process. It uses Default Fringe Rates and will calculate the Fringe Totals based on the hours entered given for a given work week/project.

Default Rates can be entered on an employee profile so that the Calculate Fringes feature can be utilized during the Manual Entry or the Upload process. Fringe totals will be calculated based on the hours entered for a given week multiplied by the default rates. See below in the boxed section towards the bottom of the image.

Default hourly paid fringe rates for multiple employees can be entered. The Calculate Fringes feature can be utilized during the Manual Entry or Upload process. Fringe Totals will be calculated based on hours and rates.

Clicking Calculate Fringes on the bottom right after entering the hours will produce the Fringe Totals. 

Calculate Fringes feature for Upload process

You must check the box Calculate fringes automatically.