LCPcertified Plus Guide

LCPcertified Plus Guide

The following is a quick guide to create a project, enter payroll information, certify payroll, and add rate sheets in LCPcertified. The login portal for LCPcertified can be located here.

Projects

Creating a Project 

The project being worked on must be entered before a CPR report can be created. To create a project, select the ‘Add New Project’ option under the ‘Projects’ tab. 

All fields with a red asterisk (*) are required, and all other fields are optional. The CPR Format option is on this screen, choose the proper form depending on the project requirements (depending on location, there may only be one option). The CPR Format can be edited if the wrong option is selected.

The CPR Details tab is optional additional information that can be filled out for a project, this information is also editable after the project is created, if needed.

Note: Users within the State of California, the Bid Advertisement Date will need to be entered, as well as the location (county) of the project before system will allow the project information to be saved.

Set Up

Add/Edit Employee

Employees can be added or edited in the Set Up tab under Add/Edit Employee. This information can be added manually or the upload file/option in ‘Payroll Records’ will create your employee roster along with your payroll records.

Note: There may be notices/warnings on the Payroll Records if certain information is missing from the Add/Edit Employee screen. Edit the employee section and manually input the missing information, then save. This will clear any notices.

It is recommended that all users should know how to manually upload an employee. 

The top section of the ‘Add/Edit Employee’ screen is convenient after you’ve certified at least one week of payroll records to produce your CPR Report. You can choose to filter employees that worked a specific project or live within a certain city or zip code.

Add / Edit Employee Information

Fill out the employee’s basic personal information in this section, all fields with a red asterisk are required.

Basic Information: Required information such as, first name, last name, address, gender, and Social Security Number.

Employee ID: Required Some Agencies prefer this over SSN. No Employee IDs can be duplicated, a message from the system will appear if a number is entered that already exists. 

-NOTE: Either the SSN or Employee ID field must have value, this will be the unique identifier for each employee. If SSNs are not used use an Employee ID number for each employee (this could be a unique number created for each employee or a variation of the employee SSN such as the last four).

Exemptions: Optional field, numerical format only.

Status: Optional field, Active / Inactive – all employees entered and have CPR’s will be Active. If an employee that retires or quits, edit this field to mark them Inactive. Employees cannot be deleted once they are created however they can be marked Inactive and will not show on the drop-down list when entering Payrolls.

Ethnicity: Required, Agencies may want this information.

Date Hired: Optional field, some Agencies may want this information.

Date Fingerprinted: Optional field, some Agencies may want this information.

Phone Number: Optional field, some Agencies may want this information.

Driver’s License State/License number: Optional fields, some Agencies may want this information.

Worker’s Comp Code: Optional field, some Agencies may want this information.

Electricians License: Optional field, some Agencies may want this information.

Hiring Source: Optional field, some Agencies may want this information.

Disadvantaged: Optional field, some Agencies may want this information.

Owner/Operator: Optional fields, to be used if the employee is an owner/operator (independent Contractor) and check with the Agency the CPR report is being sent to and ask them for specific direction in this matter.

I9 Verification: Optional field, some Agencies may want this information, check this box if employees are being I9 verified. 

Demographic Classification

Employee Demographic Classifications is an optional section. If Add Classification is selected in this section, fill out the required information on the pop-up box. 

Apprentice Information

If the employee being entered is an Apprentice, the Apprentice information can be added here.

Default Hourly Paid Fringes (As paid to fund on behalf of employee)

In this section you enter hourly rates paid for fringe benefits paid into funds. This data is used to streamline data entry. Payment to several funds might have to be combined into one field. Some Agencies do not allow this type of entry. You may use this section when entering your employees into setup. The Fringe Benefit Maintenance table may be used in lieu of this section only after you have all other employee information setup and saved in the system.

Fringe Benefits Maintenance

This feature allows employees’ fringes to be set up on the backend. This area is beneficial to use if:

• Reporting for multiple projects with different rates
• Setting up future predetermined increases
• If all/some of your employees earn the same fringe benefit package

*Note: Employees must be set up prior to using this function, these rates will override anything setup in the ADD/EDIT EMPLOYEE section. *

CREATE DEFAULT FRINGES

In the Set Up tab, click on Fringe Benefit Maintenance. This can be filtered by Project, Employee and Effective Date. 

If a new rate needs to be entered select ‘Add New’. Select a Project and the employees it is effective for (there is an option to select multiple or all employees if needed).

Enter the Effective Date, and the Hourly Rate for each fringe benefit, then select Save.

Once Saved, a table will appear confirming the system will utilize the fringe rates for the employees selected upon the effective date entered.

If some or all fringe benefits are paid to employee or vac/hold/dues are included in the employee’s gross pay, check off the appropriate boxes. Checking the boxes will then list those options as TRUE, leaving them unchecked will result in FALSE.

REVIEWING PREVIOUSLY ENTERED RATES

In the ‘Setup’ tab under ‘Fringe Benefits Maintenance’, select the Project and Employees needing to be reviewed. This will display the current Fringe Benefits entered. These rates can be edited and deleted in this area.

Edit Login Password

To edit your login password, in the Set U’ tab select the Edit Login Password option.

The password can be changed at any time, the following password requirements must be met:

• More than six (6) characters, less than twenty (20).
• Must contain at least one capital letter and one lowercase letter.

It is recommended that you create a password with the following characteristics:

• At least eight (8) characters long.
• Contains at least one (1) uppercase and one lowercase letter.
• Contains at least one (1)   digit (0-9).
• Contains at least one (1)   special character (@#$%^&+=).

To change the password, you will need the current password.

If you have forgotten your password, go to the LCPcertified login page, select ‘Forgot Password’ and the system will email a link to reset.

Company Information

Company Information can be added or updated in this tab such as name, contact, phone numbers, email, and address, that was initially set up when signing up for LCPcertified.

Add/Edit Additional Users

LCPcertified Professional has the functionality to allow unlimited users to the account with assigned roles, the main user may add the additional users.

In the ‘Add/Edit Additional User’ section, select the drop down (the original user ID will display at the top of the list and should not be changed). The original user contact information is in the Company Information page.

There are two different user roles that can be created, Account Manager and Payroll Admin.

• Account Manager: this role will have the same abilities as the original role, and will have their own user ID, password, and eSignature password.
• Payroll Admin: this role will have the same abilities but will not have access to change the Company Information or Add Additional Users. They will have their own user ID, password, and eSignature password.

To add additional users, insert their e-mail, name, phone number, and select their user role. Once this Additional User is saved, the system will send an e-mail to the user with their user ID and a temporary password.

Add/Edit Rate Sheets

Adding a Rate Sheet(s) is not mandatory, but it is recommended to better assist you in checking your payroll and wage information.

For the users outside the state of California and those within the state that are not using State Wages, you have the option to add your rate sheet(s) to the system. By uploading the wages your payrolls will have the proper wages in the system to check against. 

CALIFORNIA STATE RATES – The LCPcertified/LCPtracker Data Wage Team maintains the California State Rates, nothing needs to be uploaded for this.

It is important when entering you Project(s) that the correct Bid Advertisement Date and County are input. This will ‘tell’ the system the wage determination and county to check wage rates against.

To load wages into the system you will need to obtain the following information (this information is needed whether you are using local wages or Davis-Bacon https://sam.gov/). 

If you are unsure of the rates being, it is helpful to contact your Prime, Project Manager or the Agency you are producing the reports for and ask for assistance.

Below is the information needed to populate your Rate Sheet:

• Construction Type: The are the standard Construction types listed on the DOL website. If you are using local wages the types may differ. 
  • Building Construction: Includes construction of sheltered enclosures with walk-in access for the purpose of housing persons, machinery, equipment, or supplies; all construction of such structures; the installation of utilities and of equipment, both above and below grade levels; as well as incidental grading, utilities, and paving. Such structures need not be "habitable" to be building construction. Also, the installation of heavy machinery and/or equipment does not generally change the project's character as a building.
  • Heavy Construction: Includes those projects that are not properly classified as either "building," "highway," or "residential." Unlike these classifications, heavy construction is not a homogenous classification. Because of this catch-all nature, projects within the heavy classification may sometimes be distinguished based on their project characteristics, and separate schedules may be issued for dredging projects, water and sewer line projects, dams, major bridges, and flood control projects.
  • Highway Construction: Includes construction, alteration or repair of roads, streets, highways, runways, taxiways, alleys, trails, paths, parking areas, and other similar projects not incidental to building or heavy construction.
  • Residential Construction: Includes the construction, alteration or repair of single-family houses, apartment buildings of no more than four stories in height. This includes all incidental items such as site work, parking areas, utilities, streets, and sidewalks.

Some contracts or projects may require more than one general schedule to be included depending on  the nature and extent of the work.

• General Decision: Other wording used could be Bid Award, Bid Advertisement, Determination
• Modification: May be known as the Wage Decision Number
• Publication Date; Issue Date; and Expire Date
• Craft and Classification Titles: As example only, Truck Driver is a Craft, however there are different  levels of Classifications – Group 1, Group 2, Group 3, etc. and there could also be Apprentices which may also have different levels (1, 2, 3, etc.). If you have different Classifications that fall under one Craft, be sure that the Craft name is identical for each Classification you add. 
  • Example:
• Basic Rate /Base pay/Basic Hourly rates: the base pay will not include fringes.
• Fringes: Fringe Benefits, even if you are a non-union shop and do not pay fringes, you will want to have this information to enter in the Wage Rate Sheet. Do not combine the values and enter all in the Base Pay field.
• Total Hourly Rate: should be equal to the Base + Fringes.
• Total Overtime Rate: should be equal to the Base x overtime multiplying factor + Fringes.
• Total Doubletime: should be equal to the Base x doubletime multiplying factor + Fringes.

NOTE: Most areas use the multiplying factor of 1.5 overtime and 2.0 for doubletime, this is used as an example. There are some areas that may use a different factoring rate, adjust if needed.

1. Payroll Records

After a project has been successfully set up, payroll records can then be either uploaded or manually entered. Below are steps to complete an upload or manual entry.

Manual Entry of Payroll Records

Select the 1. Payroll Records tab then select Enter Records. Note, to upload payroll records manually, employee information must already be entered. This can be done in the ‘Setup’ tab under ‘Add/Edit Employee’.

To manually create the payroll record:

1. Select the Week End Date using the calendar icon or type the date in MM/DD/YYYY format.
2. Select the Project from the dropdown
3. Select an Employee from the drop down
4. Select Next.

The second page of the ‘Payroll record entry form (2 of 2)’ will appear. The upper portion of the form will automatically fill based on the information selected in the previous step. Tab or click through this screen to complete all information needed for the employee. 

Repeat these steps for each employee that payroll records need to be entered for that week end date.

Copy a Previous Payroll

This feature is commonly used for those that manually enter payrolls.

*For those using an upload option, the previous week payroll can be copied; however, the uploading abilities will include new check numbers and edits the payrolls will not need to be made to update the check number field.

Once at least one (1) payroll has been certified, payroll can be copied. In ‘1. Payroll Records’ select ‘Copy Previous Payroll’.

Select the Project you wish to use and select the Payroll No/Week to be copied, then click Next.

Editing Uncertified Payroll Records

To edit a payroll record that is not yet certified (pending record), select Edit Uncertified Payroll Records.

Select the Project to edit records for, in this section only uncertified entries will be listed. These entries may be edited or deleted. Select 'Save' after editing any record. 

Uploading Payroll Records

There are two basic methods for uploading data into LCPcertified Professional.

The first method is built-in integrations with numerous payroll and accounting software. See the Accounting Systems button in the Upload Record screen for current available accounting system formats, here is also where a request for a different accounting system can be requested.

To submit a request for interface of a new Accounting System:

1. Click the ‘here’ link,
2. Fill in the information on the pop up and select ‘Send’.

The system will confirm that the request has been sent to LCPcertified and a representative will contact you if more information is needed.

The second method is to use the standard interface defined by LCPcertified. This is an Excel spreadsheet template with specifically defined columns. 

The Upload Records function is intended to provide for the uploading of payroll records from a spreadsheet. This can not only improve the speed of the upload, but the accuracy as well.

To find the excel template go to:

• The ‘Payroll Records’ tab
• Select ‘Upload Records’
• Select Download spreadsheet template, this will open the Excel spreadsheet for download.

Instructions to use the spreadsheet are included in the excel download. If further assistance is needed contact LCPcertified support.

Uploading Process

Go to Payroll Records navigation tab and choose Upload Records -

1. Select the week end date (this can be left blank if uploading several weeks at once and the upload includes week end dates) and choose the project the upload is for (this can be left blank if uploaded for more than one project). 
2. Browse for file to upload; and
3. Select Upload, as the file uploads, the data check validations checks will appear as they run (A, B & C).

If there are any issues on the file, the system will trigger a pop-up message (example below). 

Craft Matching

The first time, or anytime a new employee is added, a craft match must be done. 

*This is for anyone in the State of California using the California State rates or those that entered their own Rate Sheet information under the Setup and applied that rate sheet to a project.

To complete craft matching:

• Go to 1. Payroll Records and select ‘Edit Uncertified Payroll Records’
• Select Craft Match in the pop up
• Select the Craft and Classification in the dropdown
• Click Save

Once Craft Matched, subsequent uploads will auto-fill the selection.

For those that do not choose to enter a Rate Sheet to Craft Match to:

•    It is optional to edit each record that was uploaded

•    If editing, enter the Craft /Classification manually

Subsequent payrolls will automatically save what was entered and editing and adding the Craft and Classification for new employees or for new projects will only need to be done once.

Edit Certified Payroll Records

Select the Project that needs to be edited from the dropdown menu. Select Edit on the payroll record that needs editing.

Once the CPR needing changes is located, select Edit next to that record. Make the changes to the CPR and re-certify at the bottom of the page. 

2. Notices

Under the 2. Notices navigation tab, based on data completeness or wage verification, payroll records will show up here if there are any discrepancies on those records.

The complete list of notices can be viewed:

This can also be viewed by Project (select project and Load Data):

As discrepancies are resolved, they will fall off the notices tab.

3. Certification

The following is how to complete a certification of your payroll and generate a CPR in the ‘3. Certifications’ tab. 

1. Choose the Project, the Week End Date will auto-populate based on pending records, Payroll Number; Name and Title of Person Certifying.
2. Select Get Report. 
   • Note: if there are no available credits, select ‘Purchase Reports or Subscription’ this must be completed before a CPR can be generated.
3. The payroll report is now saved and can be viewed/edited as needed.

All CPR’s can be edited and reprinted free of charge. A subscription is needed to be purchased for future reports. 

Purchasing Subscriptions 

When the Purchase Reports or Subscription option is selected in the 3. Certifications tab, choose the subscription desired and select Purchase. A new window will appear for company and credit card information.

Subscriptions can also be purchased in the Purchase Subscription tab. 

Contacting the LCPtracker Support Team

If assistance is needed, please contact our LCPtracker Support team:

• 714-669-0052 option 4,
• or Live Chat, 
• or support@lcptracker.com

Please Note: 

• This is intended as general information only and does not carry the force of legal opinion.
• Please consult your own legal and accounting advisors with any relevant questions.
• LCPtracker makes no express or implied guarantees.
• The Federal Register, the relevant State rules, and the Code of Federal Regulations remain the official source for regulatory information.