The CERTIFICATIONS tab is where all Certified Payrolls can be viewed.  There are multiple filters to view the CPR information you need to review and accept. This table will look slightly different if the Agency/Admin has turned on the Prime Approver functionality.  

Any users with the appropriate roles assigned, can change the different status menus from this screen. This includes the Process Status and the Accept Status.  If Prime Approver is turned on, there will be an additional column for the Prime Approver status as well.  You can also filter the CPRs you are looking at based on these status values.  

With Prime Approver turned on.

Delete CPR Button

This button provides the ability to delete a CPR and all associated payroll records.  Use with caution. Typically, the only two occasions where the delete button should be used is: 1) when a Contractor has selected the wrong week-end date, or 2) when a Contractor has selected the wrong project.  

Any other reasons should be rejected back to the Contractor or utilize the Permit Edit button for changes to be made.  When clicking the delete button, you will be asked to confirm the deletion prior to it being deleted out of the system.  Please ensure you want to delete the payroll prior to the confirmation.  When utilizing the Prime Approver module, the Agency can hide the delete button from the Prime Approver only allowing this function to be done by the Agency.

Process Status

The Process Status function provides you with the ability to check in and set the status of the certified payrolls that have been submitted to you.  This function can be set as desired by clicking on the drop-down arrow.  It is designed to provide the ability to track various review steps that might be involved in the administrating of a prevailing wage program. 

Process Status values can be:

• CERTIFIED (default on submitted CPRs by contractors) 
• PENDING- for contractor's response or documents
• RECEIVED- already in database
• VALIDATED-viewed by administrator
• VIOLATION-underpayment, training funds contributions, apprentices registered, etc.…

Process status selections can be used differently by various Admins.  It is up to the Admin/Agency to decide how/if they want to utilize this function.  

If used, an Admin/Agency can filter the certified payroll reports (CPRs) based on the Process Status.

Check the box that you want to filter by and click “Load Data” to only see those with the selected process status.

Accept Status

The Accept Status was designed to provide a fast way to ACCEPT multiple CPRs as well as track who accepted the CPR and when it was accepted.

Accept Status values can be:

• SUBMITTED (default and appears once the payroll has been certified by contractor)
• RESUBMITTED (value auto-assigned by system when contractor re-submits a CPR)
• UPDATED (value auto-assigned by system when a CPR has had a payroll # or Final status change by contractor but no major payroll changes involving eSignature) 
• ACCEPTED (does not send an email to contractor)
• PERMIT EDIT (stores status under the Admin processing tab)
• REJECTED (sends an email to contractor by default)
• REVIEWED (depending on setup, contractor is sent an email letting them know the CPR was reviewed)

You as an administrator, you can request LCPtracker to send an e-mail to the contractor when the Accept Status changes. Note: when requesting this setting, the contractor will receive MULTIPLE emails. You can also specify if a copy of the e-mail goes to the Prime Contractor. 

If the Accept Status is set to REJECTED, an Admin Notice is created, and the contractor automatically receives an email by default.   

The CPR is flagged for the contractor as rejected. A special message in RED is displayed to the contractor on login that REJECTED CPRs exist.

The Permit Edit Status is used when the time allotted to the contractor to edit a submitted CPR expires.  The PERMIT EDIT setting will allow them to edit and will show the status under the certifications tab as well as under the Admin Notice Processing button.

The amount of time in which a contractor can edit a CPR on their own accord, is set by the number of days chosen in the Department Settings for your database.  After this number of days has passed, the system will lock the payroll for editing and this PERMIT EDIT status must be selected to allow the contractor to make any edits.  

Once the payroll has been unlocked for editing, the contractor now has the chosen number of CPR Edit Time days (under the Department Settings) to make their corrections before the system will lock the payroll for editing again. 

Prime Approver

When an Agency has turned on the Prime Approver functionality, each project will require that a Prime Approver be assigned, and all payrolls to first be reviewed and approved by the assigned Prime Approver before going to the Agency for acceptance.  The Prime Approver can filter on the Approved / Not Approved Prime Approval status.

An Agency does have the ability to approve the Prime Contractor’s payrolls and only require that a Prime Approver conduct the approval function on lower-tier subcontractors.  

Your LCPtracker Implementation Project Manager or Account Manager will go through the various settings available when helping setup your database.

Refer to the Prime Approver Guide under Training Materials for more information.

When assigning a Prime Approver, you can assign based on Departments or Projects.  

Assigning Prime Approver by PROJECT (Best Practice):

• Prime Approver will only have access to those projects that are selected and assigned
• Department must be left as “None Selected”
• If Prime Approver should have access to all projects within your database, then select the box that says “Assign to All Projects”

Assigning Prime Approver by DEPARTMENT (Not typically used):

• Prime Approver will have access to all projects that have that Department assigned
• Assigning by Department will override any per project assignments
• Using this will assign the Prime Approver to view and have access to ALL projects that are associated with the Department(s) selected

Final

This function allows the administrator to change the FINAL status of a CPR quickly without having to get the contractor to do it and go through the entire edit and re-submittal process. Your internal procedures as an Administrator will determine if this function is useful to you.

It is typically recommended, though, that the changes to the Final status of a payroll be done by the contractor on their own as they are putting their eSignature to their certified payroll.   There are cases when a contractor cannot be reached to make changes on their own and so this Final Status filter can then be utilized by the Administrator to make any corrections needed.

View Details

The “View details” link provides a view of the data associated with the CPR, like the entire history of the payroll from the time it has been initially submitted into the system.  

It allows you to enter Administrator Comments, view various versions of the CPR report if it has been edited and resubmitted more than once, as well as view any associated emails, or Admin Notices that were sent via the system regarding the payroll, for example, if it has been Rejected.    The Administrator Comments are not visible to the Contractor.

You can change the Process Status, Accept Status, and Final Status from this screen also. Administrator Notices are created automatically by LCPtracker when a payroll is REJECTED.

You as the Administrator can create your own admin notice types.    For example, you may want an admin notice requesting explanation of OTHER deductions for a specific employee.

Violations

Any hidden Notices or Warnings that exist when the Contractor submits the CPR are listed under the Violations tab.  Administrators can review these potential violations, act, or delete as needed. 

The Violations screen displays the current potential violations from all the Contractors and all the Projects if not set as a hard stop for the Contractor.  

When viewing violations, it is beneficial to use the filters to only view the violations by Department, Project and the Contractor then click Load Data. As the administrator you can delete the violation, or you can view the violation and choose to resolve it if applicable.

Once an Agency/Admin loads the violations for a particular department, project, or contractor, you will see the number of violations displayed and then can view the specific violations for each line.  The chart will display the last viewed date. 

Flagged CPRs

LCPtracker has developed an additional APP setting that will display a yes on the certification tab if triggered violations are present on the certified payroll.