LCPTracker Electronic Certified Payroll Reporting

Transcription

1 SPECTRUM VERSION 14 LCPTracker Electronic Certified Payroll Reporting Certain states have has implemented LCPTracker to manage certified payrolls on their public projects. This document explains how to set up Spectrum to create the CSV file required by states, agencies and contractors. Geoffrey Falk, CPA, Wendy Rush and Steve Cano

2 Information in this document is subject to change without notice and does not represent a commitment on the part of Dexter + Chaney. 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 Dexter + Chaney. Spectrum Program Copyright 2017 Dexter & Chaney, LLC. All rights reserved. Spectrum LCPTracker Electronic Certified Payroll Reporting, Dexter & Chaney, LLC. All rights reserved. Spectrum, Spectrum Construction Software, Venture, Venture Project Collaboration Software, and Dexter + Chaney are registered trademarks of Dexter & Chaney, LLC. Other products and company names mentioned herein may be the trademarks of their respective owners. Last Revised: May 10, 2017 Geoffrey Falk, CPA, Wendy Rush and Steve Cano

3 Contents LCPTracker Format... 4 Requirements... 4 Information Needed To Get Started... 4 Certified Benefit Program Maintenance... 5 Union File Maintenance... 6 Wage Code Maintenance... 7 Apprentice Program... 8 Job Main Properties... 8 Job Payroll Set up... 9 Creating the LCPTracker Excel File... 9 LCP Tracker Support Information Electronic Certified Payroll Reporting for LCPTracker Format 3

4 LCPTracker Format An Excel file can be uploaded into LCPTracker, saving the user from having to enter data manually. Spectrum can create a file that can be opened in Excel and saved as an XLS file. This feature is accessed by selecting the LCPTracker file option on the Certified Payroll Report starting screen. Requirements It is a requirement that the union and wage code system be used to utilize the LCPTracker format. Non- Union Pay Groups are not supported for LCPTracking reporting. Unions are required as the union code references the Certified craft code. Wage codes are required as they reference the Certified labor code. Information Needed To Get Started Before you begin, you will need to obtain the following from the DOT/agency: Your user name and password at LCPTracker Your Contractor/Vendor ID code The Contract # The Project # The Craft and Labor codes used Benefit program information How will you identify the employee? By Social Security Number, Partial Social Security Number or by Employee Code? Are you required to include the employee s address or not? Electronic Certified Payroll Reporting for LCPTracker Format 4

5 Certified Benefit Program Maintenance Located in Payroll Maintenance, use this screen to map add-ons, deductions and union fringe benefits to their Program type. 1. Click Build. 2. Enter Job state and File format of LCPTracker. 3. Click OK. 4. All of the various program types will default on the screen. 5. Highlight the first program type and click Edit. 6. Enter program information on the Properties tab. Even though certain DOT/agencies require that this information be completed, they are not Electronic Certified Payroll Reporting for LCPTracker Format 5

6 required entry fields in Spectrum. This was done to allow the user the ability to come in, set up the information they have, and save out of the screen. 7. On the Fringes tab, select all items to map to this program type. 8. On the Adds / Deducts tab, select all items to map to this program type. 9. Click OK. 10. Continue assigning fringes, add-ons and deductions to all program types. Union File Maintenance By union, enter the Certified craft code. These numerical codes come from the state or agency to which the payroll is being submitted. Only enter the code in this field, as entry of the description will cause errors. Non-union employers must set up a cash fringe add-on code with calculation method of Prevailing Wage Adjustment, and health and welfare add-on code with calculation method of Health and Welfare Electronic Certified Payroll Reporting for LCPTracker Format 6

7 Wage Code Maintenance By wage code, enter the Certified labor code. These numerical codes come from the state or agency to which the payroll is being submitted. Only enter the code, as its description is not part of the XML file. Electronic Certified Payroll Reporting for LCPTracker Format 7

8 Apprentice Program Certain states or agencies require reporting apprentice information by employee. On the Employee Pay Rates page, select the Apprentice program check box and enter the employee s apprentice ID # from an approved program. The Wage % field is used to record the percentage of the full classification wage rate to be paid to the apprentice based on the apprentice program. Job Main Properties Enter the project s Contract number in Job Main Properties. Electronic Certified Payroll Reporting for LCPTracker Format 8

9 Job Payroll Set up On the Job Payroll Setup, select the Certified payroll check box and either the Davis-Bacon or Prevailing wage job check box. Enter the project ID number for the project in the Certified project ID field. Creating the LCPTracker Excel File Within Spectrum, the Certified Payroll Report screen is used to create the file. As a best practice, it is recommended that you first preview the report prior to creating the file and submitting it. Select the file format LCPTracker and click Preview to start compiling the file. When complete, it will download to your workstation. Electronic Certified Payroll Reporting for LCPTracker Format 9

10 This format does not use all of the available selections on the start screen. Only the following fields are used: Job number Pay period Work week ending date Show employee address? Show entire social security number? Identify workers using employee code? While you can enter more than one job at a time, best practice is to create the export file on a job-by-job basis. Enter the pay period end date. Enter the work week ending date. Answer is based on the agency s requirement: Select the check box to include the address. Leave clear to omit the address from the file. Answer is based on the agency s requirement: Select the check box to identify the employee with their full SSN. Leave clear to identify using the last four digits of the SSN (Partial SSN). Answer is based on the agency s requirement: Select to identify using the employee code. When this check box is selected, no SSN information will be included in the file. Leave clear to use the SSN or partial SSN. Electronic Certified Payroll Reporting for LCPTracker Format 10

11 File format The file will automatically be named lcp-job-work week beginning date work week ending date. All dates are in the MMDDYY format and are based on their corresponding dates on the Certified Payroll Report start screen. Once the file has been downloaded, open it up in Excel and save it as an.xls or XLSX file. Important Note LCPTracker requires that the uploaded file be an Excel file! Spectrum will create a comma delimited file (.CSV) that must be opened in Excel and saved as either an.xls or.xlsx file format. LCP Tracker Support Information Contact LCPTracker s Support Department directly for questions about their application. While they will not be able to assist you in configuring Spectrum, they will be able to assist you on the process once you log into their portal. They also have a wealth of training materials on their website to assist you. Phone Ext 4 Web Electronic Certified Payroll Reporting for LCPTracker Format 11