Enter Records

Enter Records

To begin entering your payroll data, you will first select the Project you want to enter payroll records for. Be careful to choose the correct Project. Some Contractors may be assigned to more than one Project. If you accidentally selected the wrong Project and completed the certification of your payroll, you will need to reach out to the database Administrator to delete your entry and will need to re-enter the information on the correct Project.

Next, you will enter the payroll Week-Ending Date. The week-ending date should be entered based on the day of the week you end your payroll on. Once you start with a specific week-ending date, you should continue with that same day as your week-ending date. For example, if your payroll week is Monday through Sunday, Sundays would be your week-ending date for each certified payroll report (CPR) entry.

The next two steps on this entry page are selecting the Employee and the Craft/Classification for the work the employee did.

Note: if you are working on a Project that is dual funded, you will need to select a craft/classification for each Jurisdiction assigned to your Project.

After you have selected the classification(s), check the box(s) then click Next to move to the next part of the payroll record entry.

The following four sections of a CPR entry are for reporting all hours worked and wages paid for a single week. You can tab through the screen or use your mouse to click the fields to enter data.

Each section and field of the payroll record entry form will be explained below.

Gross Amounts and Hourly Rates

After completing the previous screen, you will start entering the amounts paid to the employee.

Gross Employee Pay this Project should be equal to the hourly rate fields times the hours posted on this payroll record. This amount does NOT include fringes. It is usually the amount that is provided by your payroll system for this Project only. If you pay additional fringes in cash to the employee or “Wages Paid in Lieu of Fringes”, you will enter that amount in the next fields over.

Wages Paid in Lieu of Fringes (Total Cash Fringes) should be equal to the Rate in Lieu of Fringes (Cash Fringes) times the hours worked on this payroll record. Wages Paid in Lieu of Fringes are those amounts paid directly to the employee in their check when no fringe benefits are paid to a 3rd party or when the fringe benefits paid to a 3rd party are insufficient to meet the required total hourly rate of pay.

Enter the Basic Hourly Rate of pay, Overtime Hourly Rate of pay, and Doubletime Hourly Rate of pay for the craft/classification worked by the employee you are entering. You may see that the system will hold the rate previously entered. Ensure the rate is the correct rate paid for the work performed. You can change the entered rate if needed.

Rate In Lieu of Fringes (Cash Fringes) has an entry ONLY if you are paying the employee cash fringes. If all fringes are paid to a 3rd party, this field should be blank. 

Here we show how the “Gross Employee Pay This Project” field is equal to the hourly rates times the hours posted and then the “Wages Paid in Lieu of Fringes” is equal to the “Rate in Lieu of Fringes” times all hours posted.

Classifications

This is the selection that was made on the first payroll entry screen. If the listed craft/classification is not correct for this payroll entry, you may edit that by clicking on Edit and making another selection.

If you see a duplicate classification without an indicator such as shifts, apprentice levels/steps/periods, or premium pay, please contact our Support department for clarification. 

Hours Worked Each Day for This Project Only

The hours worked each day should ONLY be the hours reported for working on this Project for the week you are reporting on. This is not accumulative. Under this section, enter the number of regular time (straight-time), Overtime at 1.5 and Double-Time hours worked each day for this one-week payroll period.

Fringes/Contributions Paid to Others (not employee) for This Project Only

If you entered the hourly rate of fringe benefits in the Employee Setup or Fringe Benefit Maintenance table, then click Calculate Fringes. The calculated fringe amounts can be edited if required. This feature will take the hours posted in the hours worked section of the payroll record and multiply them by the fringe benefit rates setup in the time-saver section(s). 

If you did not previously enter the hourly fringe rates paid to a third party in your setup, then enter the total Fringe/Contributions in each box/category for This Project Only. If there is no data for a particular box, leave it blank. 

If you paid a portion of the fringes to the employee in cash and entered those amounts in the Rate in Lieu of Fringes (Cash Fringes) section, the box for Some or All Fringes Paid to Employee will be checked.

The More… links for the Vac/Hold/Dues and Pension explain additional information for these fields. Here we will present that detail.

Vacation/Holiday Directions 

The following is a more detailed explanation on how to enter Vacation/Holiday/Dues pay using the check box in the Fringe Benefit section in the payroll entry form. (If you do not utilize any of the scenarios described below, do NOT check the “Vac/Hol/Dues included in Gross Emp. Pay” box.) 

Taxable Fringe Benefits (Most Frequently Used Scenario) 

This scenario is for contractors who pay Vac/Hol/Dues to a third party and include it in their gross pay, then deduct that paid amount from the paycheck. Vac/Hol/Dues are included in the paycheck to calculate taxes but then deducted out and then distributed to a third party (i.e., trust fund, bone fide plan or union). 

To recreate the scenario in LCPtracker: 

1. Enter the paycheck gross amount as part of the Gross Employee Pay This Project. [Base x hours worked].
2. Enter total dollar value into the Vac/Hol/Dues box located in the Fringes/Contributions paid to others (not employees) section [hourly fringe amount x number of hours worked for the week].
3. Base rate should include the hourly Vac/Hol/Dues rate. 
4. Check the box for Vac/Hol/Dues included in Gross Employee Pay.
5. Enter the total dollar value into the Vac/Dues field located in the Paycheck - Deductions, Payments and Notes section under the Deductions area. 

** For California State Prevailing Wages: please remember to check the wage decision footnotes for messaging containing the applicability of Vac/Hol/Dues included in base rate and be aware of what is acceptable.

Voluntary Pension and Medical Contributions

Voluntary Pension and Medical Contributions are additional payments to an approved pension and/or health care funds that the employee elects to take out of his/her Gross Employee Pay this period before taxes. 

These Voluntary Contribution amounts are part of the Gross Employee Pay this period, but some payroll systems do not show it as such. Most Administrators wish to only know the dollar values for the Project you are sending them the CPR report for. 

Be sure NOT to include it as part of the Health & Welfare and Pension Payments you make on the employee’s behalf (fringe benefits a company pays into an entity/union that benefits the employee).

Deductions, Payments and Notes

This last section should include the full paycheck information for all hours the employee worked on all Projects this week. 

Enter the deductions for each field that is applicable. When manually entering the deductions, the total deduction field will automatically calculate the values entered. The Other field will be explained in more detail below.

The Paycheck Amount is the calculation of the Gross Pay All Projects plus Travel/Subsistence minus the Total Deductions. 

For the Check Number, this can be a number or can be the letters “DD” and can be entered for direct deposit. 

The Payment Date should be entered as the date the employee was paid.

The Other field is where you would enter Other Deductions withheld from your employee’s paycheck. 

If you have a recurring Other Deduction for an employee, you may wish to edit the employee setup and add it there which will populate each time you create a Payroll Record for the employee.

Depending on how the Administrator has set up their requirements, you may be required to enter a comment in the Other Deduction Note section or select from a detailed list of Other Deductions setup by the database Administrator. In some cases, you may be required to enter both. 

For more information on the Detailed Other Deduction feature, please refer to the Training Materials section or reach out to your database Administrator.

Notices

When you save the payroll record, the system will let you know if you have notices on the current record. You may choose YES, NO or use the X to stay on the current page. If you select YES, you will be directed back to the Payroll Record Entry screen to add more Employee Records. If you select NO, you will be directed to the screen that will allow you to select 2. Notices tab to see what may have triggered for your CPR entry. For workflow purposes, it is much easier to choose YES and enter the next record, continue the payroll record entry process until all records have been entered for the week. Then go into the 2. Notices tab and check for any Notices/Warnings and resolve any needed (see 2. Notices section).