Illinois DOL Electronic Upload Update

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As you are probably aware, Illinois DOL has a new electronic upload format which will become effective on July 1, 2025.  These changes came with very short notice.

This support article contains information about how to get the updated version of CPS and will cover setup instructions for changes that you'll need to make in CPS in order for the upload file to be generated accurately.

But first - these important announcements!

Announcement #1 - CPS has a new 'digital certificate" & the QuickBooks Admin must grant new permissions 

After installing the CPS Update, the First time you run your certified payroll reports you will need to grant CPS new permissions to access your QuickBooks data.

How to grant permission:

1. ONLY the QuickBooks Administrator can grant permissions for 3rd party software to access QuickBooks data
2. The QuickBooks Administrator must be logged in as the Admin on the PC running CPS and the Administrator must be in single-user mode to grant the permission.
3. Resize CPS so it's NOT taking up your entire monitor!
4. From the CPS Run menu --> choose Certified Payroll --> check or advance dates 1 week button --> Click NEXT
5. QuickBooks will display a window similar to what is shown below.  Select the "Yes, always allow access; even when my QuickBooks isn't running" and from the Sign in as menu choose the user who runs CPS on this computer

Announcement #2 - BEFORE Updating CPS

1. Make a backup of your CPS data (Backup & Restore menu --> Enhanced Backup)
2. Take screenshots of your Fringe Benefits & Special Withholdings setup (System Setup menu --> Fringe Benefits & Special Withholdings).  This section has changed to be cleaner!  But your settings shouldn't change when you do the update - but we always have someone who says they did!

Announcement #3 - 7/1/2025 Illinois DOL Error

A customer reported this error message on 7/1/2025 when attempting to do an  upload using the NEW File Format.   Apparently IL DOL did not update their system as the errors indicate that the 6 new fields they required are NOT valid!

Please allow IL DOL time to update their own online system.

Updating CPS

1. From the CPS Help menu --> choose Check for Updates.
2. Scroll to the bottom of the web service center page
3. Click the Download CPS Beta Setup/Installation button
4. Choose Run or Save this file to your local PC where you know where it is
5. Follow the on-screen prompts in the installer program.
6. This must be done on each computer (user) that runs the CPS program.

NOTE: You may need to disable Malwarebytes or your Anti-Virus software in order to install the update.

Why is this a Beta?

In addition to the update for the Illinois DOL upload, this version of CPS also includes the New WH-347 (Federal) Certified Payroll Report that expires in 2028.

You will be able to choose to print the WH-347 that expires in 2026 or the new one that expires in 2028 on a job-by-job basis.

The WH-347 that expires in 2028 requires a lot of additional setup before it can be used.  Download the setup instructions for the NEW WH-347 here.

We consider this to be a Beta version because we still have 4 states (with up to 12 paper forms) left to test.

Things you need to setup/change in CPS for the new IL DOL Upload

Il DOL has added 6 new fields/items to the electronic upload file.  

Below you'll find what each item is, what you'll need to do to add the newly required information, and where the information is displayed in the upload file.

1. Other Insurance Benefit Rate.

If you have this item, you need to set it up/add it to CPS from the System Setup menu --> Fringe Benefits and Special Withholdings --> choose ADD.  NOTE:  This section is now cleaner and easier to use and only contains categories for Pension, Health & Welfare, Vacation & Training. (Need help?  Check page 36 of the instructions for the NEW WH-347.) 

Add Benefit details (Fund Name, Fund Address, Fund Sponsor & Fund Admin) by going to the System Setup menu --> choosing Statement of Compliance --> IL DOL tab.

Dollar amounts that you assign to this item will appear in Column CP of the upload file.  

2 & 3. Benefit rates for Overtime & Double-time

If you have Overtime or Double-time wages, you are now required to enter the hourly value of these benefits for both overtime and double-time - even if the benefit rates are the same rates that are paid for straight time wages.

If you've previously chosen to enter Benefit Rates by Work Classification, this probably will no longer work/be accurate and you'll need to enter Fringe Benefits by Payroll Wage Item. (Need help? Check page 22 of the instructions for the NEW WH-347.)

Total contributions (not individual rates) for Overtime and Double-time benefits will appear in Columns CQ and CR of the upload file.

NOTE:  If you need to change or enter rates for many payroll wage items, from the Linked Data menu --> choose Mass Edit --> Wages and enter hourly fringe rates per payroll wage item.

4, 5 & 6.  Geographical Division, Class Type, and Class Code

This information is tied to the Work Classifications from the Wage Decision/Wage Determination and are used to verify the wage determination being used.  Because most wage determinations use the same Work Classification Names - you should enter this information by payroll wage item (which is the default option) if you work with multiple wage Determination/Wage Decisions.

To enter codes & classes by payroll Wage Item go the Linked Data menu --> Mass Edit --> Wages.  Here for each payroll wage item from QuickBooks choose the correct Geographic Division (DOL Geo), Class Type (DOL Class Type) and Class Code (DOL Class Code) from the drop-down menus.  Don't forget to enter this information for all Straight Time, Overtime, Double-time, etc. wages.

NOTE:  If you are lucky enough to only use a single Wage Decision/Wage Determination that applies to the entire state, you can enter this information by Work Classification BUT, you'll need to change the default settings:

• Go to the System Setup menu --> choose System Preferences --> click on the W/C Info+ tab --> check the box to Enter Geo Code, Class Type & Class Code by Work Classification Click OK
• Then from the Basic Info menu --> choose Work Classifications --> Edit each Work Classification that your employees work under and choose the correct code or type from the individual drop-down menus.