AASHTOWARE PROJECT. Civil Rights and Labor Training Guide

Transcription

1 AASHTOWARE PROJECT Civil Rights and Labor Training Guide

2 CONTACT INFORMATION AASHTOWare Project CRL Administrators KDOT Computer Training Component

3 SYSTEM BENEFITS Allows electronic filing of contractor payrolls and subcontractors payments; instant Confirmation Standardizes all contractors payroll reporting Online prime contractor review and approval of subcontractor s payrolls Electronic signing of Documents Reduction of Administrative workload; elimination of paper forms (printing, filing, long-term storage, and mailing) Provides faster, easier, and accurate way to meet government reporting requirements

4 SYSTEM REQUIREMENTS Web based Supported Web Browsers for AASHTOWare Project 3.01 Internet Explorer 11 Google Chrome Microsoft Edge Supported Operating Systems Windows 7 Windows 8 Windows 10 Microsoft Excel 2007 or newer for payroll

5 MOVING FORWARD In 2017 it is suggested you pick 1 or 2 projects to start with New or Existing project Contact Field Office and let them know which project Contact Prime Contractor or Subcontractors and let them know which project Starting January 1, 2018 for all projects you will be required to submit: Payrolls Subcontract Payments (Formerly DOT Form 1010) After January 1, 2018 paper forms will no longer be accepted for these two items

6 TOPICS Payrolls Bidder/Quoter Subcontract Payments(Formerly DOT Form 1010) Contract Vendor Payrolls Reports

7 CHAPTER 1 GETTING STARTED

8 LOGGING ON Open Web Browser type : Type in username provided to you by KDOT Type in password you created

9 ROLES A user role is a name associated with a collection of security access rights to the information contained in AASHTOWare Project components All users of the AASHTOWare Project t system are assigned at least one security role When filling out Vendor Form that will let KDOT know what role and weather you should have sign authority

10 DASHBOARD

11 NOTIFICATIONS

12 ICONS

13 FIELDS

14 SIMPLE LIST

15 ROLLING LIST

16 ACCORDION LIST

17 SORTING AND FILTERING LISTS

18 ATTACH FILES TO A CONTRACT Types of files you might attach include Microsoft Word documents Excel spreadsheets PDFs URLs Digital photographs and other types of graphic files

19 ATTACH FILES & LINKS TO A CONTRACT

20 VIEW GLOBAL ATTACHMENTS AND LINKS

21 ONLINE HELP

22 KDOT WEBSITE From KDOT external website you can access Wage Decision Codes Project User Request Form New Vendor Request Form AASHTOWare User Guides Excel Spreadsheet for Vendor Payrolls Link to AASHTOWARE Login Screen

23 CHAPTER 2 BIDDER/QUOTERS

24 BIDDER/QUOTERS OVERVIEW Bidders are vendors that have either submitted a bid in the bid letting Quoters are vendors that have submitted quotes as subcontractors, suppliers, truckers, or brokers to a bidder in a bid letting to the bidder. Civil Rights Compliance Office needs this information to capture the real DBE world. This information will help to get a better understanding of which subcontractors are bidding and where they are actively bidding to get work, no dollar amount is required. This will help set DBE goals in the future

25 BIDDER/QUOTERS OVERVIEW If contractors need assistance they will need to contact their field office. If you are bidding as a prime contractor all Bidder/Quoter information needs to be put in to the system by the end of each bid month regardless of if you get the bid or not If a Quoter needs added to CRL system, please the New Vender Request Form to KDOT#AWP.ADMIN@ks.gov with the required information. This form can be found at When specifying a Company Name within the system regardless of what branch it is just the overall company name needs listed for example: APAC is APAC KS

26 ADD BIDDER/QUOTERS

27 ADD BIDDER/QUOTERS

28 ADD BIDDER/QUOTERS

29 ADD BIDDER/QUOTER

30 ADD BIDDER/QUOTER

31 ADD BIDDER/QUOTER

32 ADD BIDDER/QUOTER

33 ADD PROPOSAL TO A QUOTE

34 ADD PROPOSAL TO A QUOTE

35 ADD PROPOSAL TO A QUOTE

36 ADD PROPOSAL TO A QUOTE

37 ADD ADDITIONAL QUOTERS

38 SIGN

39 SIGN

40 SIGN

41 SIGN

42 SIGN

43 CHAPTER 3 SUBCONTRACTOR PAYMENTS (FORMERLY DOT FORM 1010)

44 SUBCONTRACTOR PAYMENTS WORKFLOW

45 SUBCONTRACT PAYMENTS NOTIFICATION At this time KDOT, Prime Contractors and Subcontractors will need to discuss and work out the sending and receiving of the following information; KDOT payments to Prime Subcontractor Payments to Subcontractors & KDOT Subcontractors approval of subcontractor payments to Prime & KDOT

46 SUBCONTRACT PAYMENTS IMPORTANT INFORMATION Must pay within 10 days and certify within 15 days If there are no subcontractor payments to be made, the field office All payments can be viewed by prime and subcontractors assigned to contract. The subcontractor can now see pay estimates (couldn t in past) as a subcontractor you need to review that pay estimate before you respond that you have received as expected, or not as expected etc. The subcontracts answer has to be based off of what the prime contractor was paid by KDOT

47 AS PRIME ADD SUBCONTRACT PAYMENT

48 AS PRIME ADD SUBCONTRACT PAYMENT

49 AS PRIME ADD SUBCONTRACT PAYMENT

50 AS PRIME ADD SUBCONTRACT PAYMENT

51 AS PRIME ADD SUBCONTRACT PAYMENT

52 AS PRIME ADD SUBCONTRACT PAYMENT

53 AS PRIME ADD SUBCONTRACT PAYMENT

54 AS PRIME ADD SUBCONTRACT PAYMENT

55 AS PRIME ADD SUBCONTRACT PAYMENT

56 AS PRIME SIGN SUBCONTRACT PAYMENT

57 AS PRIME SIGN SUBCONTRACT PAYMENT

58 AS PRIME SIGN SUBCONTRACT PAYMENT

59 AS PRIME ADD SUBCONTRACT PAYMENT

60 AS SUBCONTRACTOR REVIEW PAYMENT FROM PRIME

61 AS SUBCONTRACTOR REVIEW PAYMENT FROM PRIME

62 AS SUBCONTRACTOR REVIEW PAYMENT FROM PRIME

63 AS SUBCONTRACTOR VERIFY PAYMENT FROM PRIME

64 AS SUBCONTRACTOR VERIFY PAYMENT FROM PRIME

65 AS SUBCONTRACTOR VERIFY PAYMENT FROM PRIME

66 AS SUBCONTRACTOR VERIFY PAYMENT FROM PRIME

67 CHAPTER 4 CONTRACT VENDOR PAYROLLS

68 CONTRACT VENDOR PAYROLLS INFORMATION Payroll has to be submitted for each employee per project, per classification System checks against Davis Bacon wage rate and payroll Classification it will error out if not accurate. If Payroll errors out contractor will not be notified, KDOT field office will see error and reject Cloverleaf has a Resource Kit for programmers Select Link -AASHTOWare Project Payroll XML Resource Kit In 2018, you will no longer fill out For the last full pay period of July each year submit payroll for each additional classification per project: Officers Supervisors Clerical Foreman

69 CONTRACT VENDOR PAYROLLS NOTIFICATION At this time KDOT, Prime Contractors and Subcontractors will need to discuss and work out the sending and receiving of the following information; Subcontractor submits payroll to Prime Prime/Subcontractor payrolls submitted to KDOT

70 PAYROLL ENTRY OPTIONS Three ways to enter payrolls Manual Entry Spreadsheet Conversion Tool XML File Data Import No Paper Payrolls will be accepted as of January 1st 2018

71 PAYROLL: MANUAL ENTRY

72 PAYROLL MANUAL ENTRY

73 PAYROLL MANUAL ENTRY

74 PAYROLL MANUAL ENTRY

75 PAYROLL MANUAL ENTRY

76 PAYROLL MANUAL ENTRY

77 PAYROLL MANUAL ENTRY

78 PAYROLL MANUAL ENTRY

79 PAYROLL MANUAL ENTRY

80

81

82 PAYROLL MANUAL ENTRY

83 SIGN PAYROLL MANUAL ENTRY

84 SIGN PAYROLL MANUAL ENTRY

85

86 SIGN PAYROLL MANUAL ENTRY

87 SIGN PAYROLL MANUAL ENTRY

88 SIGN PAYROLL MANUAL ENTRY

89 PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

90 PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

91 PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

92 PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

93 SIGN PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

94 SIGN PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

95 SIGN PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

96 SIGN PAYROLL MANUAL ENTRY FOR A ZERO PAYROLL

97 PAYROLL: EXCEL

98 PAYROLL: EXCEL ENTRY

99 PAYROLL: EXCEL ENTRY

100 PAYROLL: EXCEL ENTRY

101 PAYROLL: EXCEL ENTRY

102 PAYROLL: EXCEL ENTRY

103

104 PAYROLL: CONVERT EXCEL TO XML

105 PAYROLL: CONVERT EXCEL TO XML

106 PAYROLL: CONVERT EXCEL TO XML

107 PAYROLL: CONVERT EXCEL TO XML

108 PAYROLL: UPLOAD XML FILE

109 PAYROLL: UPLOAD XML FILE

110 PAYROLL: UPLOAD XML FILE

111 PAYROLL: UPLOAD XML FILE

112 PAYROLL: UPLOAD XML FILE

113 PAYROLL: UPLOAD XML FILE

114 PAYROLL: UPLOAD XML FILE

115 PAYROLL: UPLOAD XML FILE

116 PAYROLL: UPLOAD XML FILE

117 PAYROLL: UPLOAD XML FILE

118 PAYROLL: UPLOAD XML FILE

119 PAYROLL: UPLOAD XML FILE

120 PAYROLL: UPLOAD XML FILE

121 SIGN UPLOADED PAYROLL

122 SIGN UPLOADED PAYROLL

123 SIGN UPLOADED PAYROLL

124 SIGN UPLOADED PAYROLL

125 SIGN UPLOADED PAYROLL

126 SIGN UPLOADED PAYROLL

127 SIGN UPLOADED PAYROLL

128 PAYROLL EXCEL ENTRY FOR A ZERO PAYROLL

129 PAYROLL EXCEL ENTRY FOR A ZERO PAYROLL

130 PRIME APPROVAL FOR A SUBCONTRACTOR PAYROLL

131 PRIME REVIEW A SUBCONTRACT PAYROLL

132 PRIME REVIEW A SUBCONTRACT PAYROLL

133 PRIME REVIEW A SUBCONTRACT PAYROLL

134 PRIME REVIEW A SUBCONTRACT PAYROLL

135 PRIME FORWARD SUBCONTRACT PAYROLL TO KDOT

136 PRIME FORWARD SUBCONTRACT PAYROLL TO KDOT

137 PRIME FORWARD SUBCONTRACT PAYROLL TO KDOT

138 END OF MONTH TRUCKING

139 END OF MONTH TRUCKING INFORMATION Trucking firms must be vendors in the system Truckers can either be added as subcontractors or through End of Month Trucking tab DBE Truckers must be added as subcontractor This process is so that truckers can add payroll in the system

140 END OF MONTH TRUCKING ENTRY

141 END OF MONTH TRUCKING ENTRY

142 END OF MONTH TRUCKING ENTRY

143 END OF MONTH TRUCKING ENTRY

144 END OF MONTH TRUCKING ENTRY

145 CHAPTER 5 REPORTS

146 GENERATE A REPORT

147 GENERATE A REPORT

148 REPORT OPTIONS

149 SCHEDULING A REPORT

150 LOCATING SCHEDULED REPORT

151 QUESTIONS?