Electronic Certified Payroll Reporting (ecpr) for California

Transcription

1 Electronic Certified Payroll Reporting (ecpr) for California California has implemented an electronic certified reporting process on their public projects. This document explains how to set up Spectrum to create the ecpr XML file required by the State of California s Department of Industrial Relations (DIR). Geoffrey Falk, CPA

2 Information in this document is subject to change without notice and does not represent a commitment on the part of Viewpoint. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Viewpoint. Spectrum Program Copyright Viewpoint, Inc. All rights reserved. Spectrum California Electronic Certified Payroll Reporting, Viewpoint, Inc. All rights reserved. Spectrum and Spectrum Construction Software are registered trademarks of Viewpoint, Inc. Other products and company names mentioned herein may be the trademarks of their respective owners. Last Revised: November 10, 2015 Geoffrey Falk, CPA

3 Contents ecpr XML Format... 1 Requirements... 1 Information Needed To Get Started... 1 Certified Benefit Program Maintenance... 2 Job Payroll Setup... 3 Creating the ecpr XML File... 3 File Naming Convention... 5 File Upload... 5 FAQ s... 5 Mapping the ecpr System to Spectrum... 6 ecpr XML Format Use Spectrum to create an XML export file that follows the ecpr specifications for the State of California Department of Industrial Relations. This feature is accessed by selecting the new ecpr XML file option on the Certified Payroll Report starting screen, and will contain information based on the starting screen settings and other Job Cost and Payroll setup. In the event that no work was performed for the week, California requires that a statement of noncompliance be filed. Clients should complete this statement using the iform at the California DIR website. This same iform can be used to make corrections to previously-submitted forms as well. Requirements 1. The union / wage code system be used to utilize the ecpr format. This functionality does not work with the Non-Union Pay Groups. 2. Obtain a PWCR (Public Works Contractor Registration) number from the California Department of Industrial Relations (DIR). 3. Spectrum version and higher. Information Needed To Get Started Before you begin, you will need the following: 1. The DIR Project ID# for the project. 2. Your PWCR (Public Works Contractor Registration) number. More information is available at the DIR website Works/eCPRUserGuide.pdf California Electronic Certified Payroll Reporting 1

4 Certified Benefit Program Maintenance Use this screen to map add-ons, deductions and union fringe benefits to their respective Program type. 1. Navigate to Payroll Maintenance Certified Benefit Program. 2. Click Build to begin. 3. Enter California for Job state ecpr for the XML format. 4. Click OK. 5. All of the various program types for ecpr will default on the screen. 6. Highlight the first program type and click Edit. 7. As this is the ecpr format, skip the Properties tab in the Edit Benefit Program window. 8. On the Fringes tab, select all items to map to this program type. 9. On the Adds / Deducts tab, select all items to map to this program type. 10. Click OK. 11. Continue assigning fringes, add-ons and deductions to all program types. Important! The Program type of OTHER is reserved for all other fringes and add-ons/deductions that were not explicitly assigned to program types above. This means that users cannot map these items to OTHER. Instead, they will just leave them unassigned. California Electronic Certified Payroll Reporting 2

5 Job Payroll Setup Navigate to Job Payroll Setup and enter the Work state of California. IMPORTANT: The Work state entered here must be the same as was used as the Job state when defining the Certified Benefit Program above. It is the state code that links this job to the correct benefit program. Select the Certified payroll checkbox and either the Davis-Bacon or Prevailing wage job checkboxes. Enter the project s DIR issued Project ID number in the Certified project ID field. Creating the ecpr XML File Within Spectrum, the Certified Payroll Report screen is used to create the XML file. As a best practice, it is recommended that you first preview the report prior to creating the file and submitting it. Click Preview to start compiling the file. When complete it will download to your workstation. This format does not use all of the available selections on the start screen. Besides the Other XML Info button, you will only enter the Job number, Pay period, Work week ending date and the format of XML format ecpr. All other fields are ignored. Per California s specification, the ecpr file can only contain one job per file. You will receive an error message when two or more jobs are entered on the start screen. California Electronic Certified Payroll Reporting 3

6 The Other Information for XML File window includes the following fields: Contractor ID License type License # Enter your 10-digit PWCR (Public Works Contractor Registration) number. Select the appropriate license type: Contractors State License Board (CSLB) Professional License (PL) Other Enter the license number for the type selected above. When the type is Other, enter in the format: Name of License Organization + : + [space] + License Number California Motor Carrier Permits: Insurance # Contracting agency Contact Enter the Workers Comp policy number or self-insured certificate number. If you are not required to hold workers compensation insurance or self-insurance certificate, enter NA. Enter who the contract is with. An example would be CA-DIR. This is the name of the agency or contractor you are in direct contract with. Enter the address of the contact at your company. California Electronic Certified Payroll Reporting 4

7 File Naming Convention The file created will be named using the following format: [Last 4 Digits of your Federal EIN]_[Certified Project ID]_[Week ending date].xml 4321_ GTF _ xml File Upload The DIR s website contains instructions on how to upload and certify the payroll. Please visit for more information. FAQs We have been filing this manually with California s Department of Industrial Relations (DIR). Can I use this information to assist me in setting up Spectrum? Yes! Check out the Appendix for information on the iform screens and how they relate to Spectrum. We performed no work this week. California requires that a statement of non-compliance be filed when no work was performed during the week. Complete the statement using the iform at the California DIR website. There was an error in the XML file and the file has been submitted. The iform can be used to make corrections to previously submitted information. We don t have a PWC-100 code. California recommends that you register with them and obtain this number. Contact the Department of Industrial Relations for more information. There are other certified fields that don t appear to be used here. What s up? These fields are not required for the ecpr format and are used for future reporting. California Electronic Certified Payroll Reporting 5

8 Mapping the ecpr System to Spectrum The following explains where the information set up on the iform is also set up in Spectrum. 1. Contractor Federal Employer ID Number (FEIN): The Tax ID number from Tax Table Maintenance or Entity File Maintenance for the US code will populate here. 2. License Type: This is entered into the License type field on the Other XML Info window within the Certified Payroll Report. 3. License Number: This is entered into the License # field on the Other XML Info window within the Certified Payroll Report. 4. Contractor Name: This will default from Company Installation or Entity File Maintenance. 5. Contractor Public Works Contractor Registration (PWCR): This is entered into the Contractor ID field on the Other XML Info window within the Certified Payroll Report. 6. Address Information: This will default from Company Installation or Entity File Maintenance. 7. Insurance Number: This is entered into the Insurance # field on the Other XML Info window within the Certified Payroll Report. 8. Contractor This is entered into the Contact field on the Other XML Info window within the Certified Payroll Report. 9. DIR Project ID: This is entered into the Certified project ID field on Job Payroll Setup. 10. Contract With: This is entered into the Contracting agency field on the Other XML Info window within the Certified Payroll Report. California Electronic Certified Payroll Reporting 6

9 Items A through P all come from the Certified Payroll Report. Items 1 through 8 are defined on the Certified Benefit Program Maintenance screen. Item 9 Other contains any other add-ons and deductions not defined on the Certified Benefit Program Maintenance screen. California Electronic Certified Payroll Reporting 7