2-14-2012 Prevailing Wage/Certified Payroll Updates

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News and updates in the land of Prevailing Wage - the New Federal WH-347 form, NEW Florida DOT forms, changes to Ohio including a NEW Ohio School Facilities Commission Certified Payroll Report, and additional updates Massachusetts, Washington and California

We have been VERY busy here keeping up with changes and new requirements to several prevailing wage requirements - they all seem to come at once!  This single support article will cover all updates as of 2/28/2012 and will include specific instructions for you to follow.   There should be no need to call us in order for us to "walk you through the update".  Just find the heading for your state and follow the instructions.

New Federal WH-347 Form

While the previous Federal WH-347 form expired on 12/31/2011, it took a month before the U.S. Department of Labor released the new form {on 02/01/2012 with a new OMB Number and an Expiration Date of 1/31/2015}.  While it initially appears that very little changed:

• A new OMB Number
• A new expiration date
• The addition of a "bunch" of text at the bottom of the form - including a Public Burden Statement
• Some identification call-outs on the Statement of Compliance in italics - (Name of Signatory Party), (Title), (Contractor or Subcontractor), etc.
• and the addition of a partial sentence on the Statement of Compliance pertaining to "and that no deductions have been made either directly or indirectly from the full wages earned by any person."

The instructions now say that Space has now been left at the bottom  of the columns so that totals may be shown if the contractor so desires.  While this may not seem like a big deal, it really is because:

• the actual fillable .pdf version from the DOL website really doesn't have that "space" at the bottom for totals (as of this date)
• there are no guidelines as to WHAT totals should appear

This means that WHAT totals should appear are left up to the desires of the person that you are submitting the report to - and the possibilities are endless, as you can well imagine!  We are working hard to get some clear guidance on HOW and WHAT totals are to appear.

Available immediately, is the new WH-347 form with the ability to add job totals and the change in wording to the Statement of Compliance.  Also available in this update is the ability to add Race, Gender and check numbers to the WH-347 {these items have been requested by existing customers}.

What you need to do - EVERYONE will need to download and install Version 5.0.520 (OR higher) to get the new WH-347 forms.  No need to call us, just follow these instructions:

• Close QuickBooks
• MAKE A BACKUP OF YOUR CPS DATA - you should already have CPS set to automatically back up your data when you exit the program - if you do not -> Start CPS -> from the Backup & Restore menu -> choose Enhanced Backup -> select/choose/or create a backup folder location {we highly recommend that you backup your CPS data to the SAME location that you backup your QuickBooks file} -> check the option to backup automatically -> save 5 backups today/5 prior to today -> click the Backup button
• Start CPS -> from the Help menu -> choose Check for Updates -> click Yes when asked if you want to proceed with the update -> enter the Windows Vista and/or 7 administrator password -> read and follow the instruction in the center window
• From the Select an Update drop down menu -> choose Version 5.0.20 {OR the next higher number available}
• Click the Download & Install button -> OPENS A NEW WINDOW -> and click the Download & Install button again
• BE PATIENT - even the message in the center window cautions you to be patient and that the program will seem non-responsive
• When the update has completed -> click the Close button -> then click Exit.
• The update has now successfully been installed.

It would also be a good idea to update your state forms at this time as well.

• With QuickBooks still closed.
• From the CPS Help menu -> choose check for Updates -> click Yes when asked if you want to proceed with the update -> enter the Windows Vista and/or 7 Administrator password
• From the Select an Update drop down menu -> choose State of (your state name - California, Washington, Oregon, Connecticut, etc.). 
• Click the Download & Install button -> OPENS A NEW WINDOW -> click the Download & Install button again.

How to add check numbers,  race, gender, or totals to the WH-347 form ONLY:

In CPS, go to the Linked Data menu -> choose Jobs -> select and Edit a specific job -> go to the Form Options tab and set your preferences.  NOTE, in some states you will first need to click the WH-347 options button to access these settings.

When you choose to:

• Print Employee Gender - gender is added to the certified payroll report ABOVE the Work Classification
• Print Employee Race - race is added to the certified payroll report ABOVE the Work Classification
• Print Check # - the check number is displayed BELOW the amount of Net Wages for the week
• Print Job Totals - the totals ARE DISPLAYED in the next available "block" on the final report.

Download this support article,  pdf  Add Check Numbers, Race, Gender or Totals to the WH-347 form for detailed information on how totals have been calculated.  Manuals and in-program help is not yet updated.

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New Florida Department of Transportation {DOT} Forms

The Florida Department of Transportation enacted their own prevailing wage requirements, complete with their own special Wage and Hour Report, which includes separate Deduction and Fringe Benefit Records.  We had no idea that this form even existed until late December 2011 and we've spent over a month trying to talk to someone at DOT that could tell us what they really wanted and how they wanted it reported - hence the delay in making this available.

What you need to do - No need to call us, just follow these instructions:

• Download and install Version 5.0.520 {or higher} following the instructions above.
• After installing Version 5.0.520 {or higher}, from the CPS Help menu -> choose Check for Updates -> from the Select an Update drop down menu -> choose State of Florida forms -> click the Download & Install button and then Download & Install again.

Download this support article,  pdf  Instructions for Setting Up the Florida DOT forms for complete details.  Manuals and in-program help is not yet updated.

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Massachusetts - Division of Occupation Safety Form Changes

The Division of Occupational Safety now wants ONLY the last 4 digits of the employee's social security numbers to display on the final report.

What you need to do - No need to call us, just follow these instructions:

• Download and install Version 5.0.520 {OR higher} following the instructions above.
• After installing Version 5.0.520 {OR higher}, from the CPS Help menu -> choose Check for Updates -> from the Select an Update drop down menu -> choose State of Massachusetts forms -> click the Download & Install button and then Download & Install again.

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Washington - Reporting Employee Social Security Numbers

Per Senate Bill 6416 it looks as though public agencies must publish certified payroll reports on a "publicly accessible database" after deleting the Social Security Numbers of workers.  Agencies would also forward a copy of the unredacted payrolls to the Department of Labor.  It also looks like this bill would require public agencies to require electronic certified payroll records from the contractor and all subcontractors prior to making any payments to the contractor.  No mention of HOW certified payroll reports are to be electronically filed.  Watch Mike Purdy's Public Contracting blog for further information.

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Ohio - Fringe Benefits May Now Be Entered by Employee

In addition to being able to enter Fringe Benefit rates by Payroll Wage Item or Work Classification, you can now enter Fringes by Employee.

Enable this function by going to the CPS System Setup menu -> choosing System Preferences -> click on the W/C Info+ tab and check the option to "Enter Fringe Benefits by Employee". 

Next, go to the Linked Data menu -> choose Employees -> Edit each employee and enter the fringe benefit rates.

We have also added the  pdf Ohio School Facilities Commission Certified Payroll Report.  You will now be able to select the Federal WH-347, the Ohio Department of Commerce or the Ohio School Facilities Commission Certified Payroll Report on a job-by-job basis.

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California - Compliance Monitoring Unit, Electronic Certified Payroll Report Upload

The Compliance Monitoring Unit or "CMU" is a new component within the DLSE that was created to monitor and enforce prevailing wage requirements on public works projects that receive state bond funding and other projects that are legally required to use the CMU.  The CMU began operations on January 1, 2012, following the recent adoption of AB 436 and approval of revisions to program regulations.  By actively monitoring compliance on an ongoing basis while work is being performed, the CMU will play a special role in ensuring that public works construction workers are promptly paid the proper prevailing wage rates and in helping maintain a level playing field for contractors who comply with the law.

Effective Date and Applicability:  The laws an regulations that govern the new program are effective January 1, 2012.  Only projects for which the public works contract is awarded on or after January 1, 2012 are subject to the CMU requirements.  Contracts awarded PRIOR to January 1, 2012 will remain subject to the prior monitoring and enforcement rules {labor compliance programs for some bond-funded or design-build projects or no specific monitoring requirements} for the life of the project.

For more information - including videos, questions & answers, etc. visit http://www.dir.ca.gov/dlse/cmu/cmu.html

Certified Payroll Solution IS compatible with the requirements of the CMU and the My LCM system developed and maintained by TRS Systems/Hill International. We have been providing electronic certified payroll report submissions for this system since 2004 in various states.  YOU MUST TELL THE HILL INTERNATIONAL FOLKS THAT YOU ARE USING QUICKBOOKS & THE SUNBURST XML ELECTRONIC UPLOAD FILE AND THE IDENTITY OF THE AGENCY THAT YOU WILL HAVE PROJECTS WITH!!!

BEFORE you attempt your first electronic upload, contact:

Rosie Martinez, eBusiness Customer Support Supervisor
Hill International Company
Phone: (925) 913-7550
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

We have been asked to advise you that there may be a one-time setup fee with Hill International for the MyLCM system - we do not know what that fee is or will be.

For any of you who already do electronic submissions for LCPtracker or Elation Systems; all you have to do is go into the CPS Job Record {Linked Data menu -> Jobs}, Edit the Job that falls under CMU requirements -> go to the Form Options tab and choose the Standard XML Export file (TRS/Hill Intl.).

If you are new to electronic certified payroll reports - you'll find complete instructions in your manual or the in-program help -- look or search for Creating an Electronic Certified Payroll Report - OR you can download written instructions for pdf  Creating Electronic Certified Payroll Reports - OR - watch a quick video on video How to Create an Electronic Certified Payroll Report File .

NOTE:  The MyLCM platform will be discontinued effective 3/1/2013.  Look for updated information.