Certification Report Certification Report
A requirement of the Davis-Bacon payroll legislation is that contractors performing work for the federal government must certify they are paying their employees wages in accordance with the minimum rates specified by federal law. Overtime rates must be paid for time in excess of eight hours per day and minimum wage rates vary according to the craft of the work performed.
The Payroll system produces the required payroll certification reports as a by-product of entering timesheets and posting the payroll. If a job has been flagged as a Federal job (by indicating that the 8-hour law applies), time in excess of eight hours per day will be automatically moved into the overtime category, thus forcing compliance with federal law. Note: In the Job Setup screen on the Certification tab, the Job Requires Certification Report check box must be selected.
This screen can be accessed through Certification Report on the Payroll Reports Menu.
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Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for the Governing Authority address for the selected job. See the Printing Envelopes and Labels help topic for more information.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Certified Report
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted report will be deleted. If the No button is pressed, the program returns to the previous screen.
To print a report, press the Print button. For more information, see Printing Reports.
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Add or Change a Certified Report
To Add or Change a Certified Report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of all jobs and craft codes is desired. Several limits may be set to narrow the list down to a very small range of jobs and craft codes.
Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all limits have been specified, press the OK button to save the settings for this report. Press the Cancel button to return to the browse screen without saving the settings.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
There are four different reports that may be printed:
1. Certification Report (radio button)
The Certification Report lists an employee’s earnings between a specific range of dates. Earnings and deductions, non-fringe accrual data (accrued FICA, FUTA, SUTA, etc.), or fringe (union) accrual information may also be included. A statement of Compliance may also be printed.
2. Monthly Progress Report (radio button)
The Monthly Progress Report lists an employee’s earnings between a specific range of dates. Earnings and deductions, non-fringe accrual data (accrued FICA, FUTA, SUTA, etc.), or fringe (union) accrual information may also be included.
3. Form WH-347 (radio button)
This produces the standard Certification Report information printed on the official US Department of Labor Form WH-347.
3. Form A-1-131 (radio button)
This produces the California DIR report form A-1-131.
Period Ending Dates
Select the dates to be reported. Enter the dates in the From and To fields. To limit the report to a single pay period, enter that date in both the From and To fields. Note: It is important that the correct date be entered here. Only timesheets whose date falls within the seven day period ending of the above date will be included in the report.
Starting Payroll Number
If the range of Pay Period Ending Dates includes two different dates, the system will need a Starting Payroll Number. If the report is limited to one pay period (From and To are the same date), this field will be disabled.
This is the FINAL payroll (checkbox)
If this box is checked, the word "FINAL" will appear in the Payroll Number field on the report.
Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.
These fields will be available if the Range radio button is selected.
From
Selects the first job in a range or a single job. Enter the number or press the lookup button and the Job setup screen comes into view.
To
Selects the last job in a range or a single job. Enter the number or press the lookup button and the Job setup screen comes into view. Highlight the desired record and press the Select button.
Edit Job List (button)
If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.
Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.
Use this section to limit the report by employee. Use the Range setting to set a range of employee numbers. Use the List setting to specify a list of employees to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Employee reporting limits. Select Range to enter a range of Employees in the From and To fields. Select List to report on a list of selected Employees.
From
Selects the first employee in a range of employees or a single employee. To select a limited number of employees, enter the first employee's ID number in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
To
Selects the last employee in a range of employees or a single employee. To select a limited number of employees, enter the last employee's ID number in the range of numbers or press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
Edit Employee List (button)
Click the Edit Employee List button to add or remove Employees from the list of Employees to be included in the report. The following screen will come into view.
Available Records
All Available Employees that are not included in the list are displayed in these columns.
Included Records
All Included Employees are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
The report may be limited to a single Certified Payroll Craft Code or a range of codes.
All, Range, List (radio buttons)
Select the All radio button to print all crafts. Select Range to enter a range of crafts in the From and To fields. Select List to report on a list of selected crafts.
From
Selects the first craft in a range of crafts or a single craft. To select a limited number of crafts, enter the first craft code in the range of numbers or press the lookup button and the Certified Crafts screen will come into view. Highlight the desired craft and press the Select button.
To
Selects the last craft in a range of crafts or a single craft. To select a limited number of crafts, enter the last craft code in the range of numbers or press the lookup button and the Certified Crafts screen will come into view. Highlight the desired craft and press the Select button.
Edit Certified Craft List (button)
Click the Edit Certified Craft button to add or remove craft codes from the list of crafts to be included in the report. The following screen will come into view.
Available Records
All Available Craft Codes that are not included in the list are displayed in these columns.
Included Records
All Included Crart Codes are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
This section allows for the selection of specific Cost Codes for which the report should be printed. The six cost type categories are listed in the next section. Each checked category will be included in the report.
All, Range, List (radio buttons)
Select the All radio button to ignore Cost Code reporting limits. Select Range to enter a range of Cost Codes in the From and To fields. Select List to report on a list of selected Cost Codes.
These fields will be available if the Range radio button is selected.
From
Selects the first cost code in a range of codes or a single code. Enter the number or press the lookup button and the Cost Code screen comes into view. Highlight the desired code and press the Select button.
To
Selects the last cost code in a range of codes or a single code. Enter the number or press the lookup button and the Cost Code screen comes into view. Highlight the desired code and press the Select button.
Edit Cost Codes List (button)
Click the Edit Customer List button to add or remove Customers from the list of Customers to be included in the report. The following screen will come into view.
Available Records
All Available Cost Codes that are not included in the list are displayed in these columns.
Included Records
All Included Cost Codes are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas
Select the option for the type of Employee Identification Number that is to be printed on the report.
Employee ID (radio button)
The Employee ID will be printed for each employee.
Full Social Security Number (radio button)
The Social Security Number will be printed for each employee.
SSN Last 4 Digits (radio button)
The last four digits of the Social Security Number will be printed for each employee
Fringe Benefits in Pay Rate (radio buttons)
Fringe benefit rates can be included as part of the pay rate, printed separately from the pay rate, or omitted entirely. Select the desired radio button.
To export the generated certification information to a text file, select one of the provided options.
Options
Include Itemized Fringe Benefits (check box)
Check this box to include all itemized fringe benefits
Include Itemized Deductions (check box)
Check this box to include all itemized deductions (i.e. married/single, etc) for each employee.
Include Employee Phone Number (check box)
Check this box to include each Employee's Phone Number on the report.
Include Employee Hire Date (check box)
Check this box to include each Employee's Hire Date on the report.
Include Employee Address (check box)
Check this box to include each Employee's Address on the report.
Print Jobs on which no work has been performed this week (check box)
Check this box to include Jobs on which no work has been performed this week.
Print Company Address on Each Page Header (check box)
Check this box to include the company address on each page of the report.
Print Statement of Compliance using (check box)
Check this box to print a statement of compliance using the desired format:
Traditional Form
Select this option to print a Statement of Compliance using the Traditional Form.
DD Form 879
Select this option to print a Statement of Compliance using the Department of Defense Form 879.
WH-347
Select this option to print a Statement of Compliance using the official US Department of Labor Form WH-347.
Florida DOT Form
Select this option to print a Statement of Compliance using the format required by the Florida DOT.
California Form A-1-131
Select this option to print a Statement of Compliance using the format required by the California DIR.
Include Employee Date of Birth (check box)
Check this box to include each Employee's Date of Birth on the report.
Separate Premium Earnings
Check this box to include an extra row for Premium Earnings on the report. Normally the report prints one row for Regular Earnings and one row for Overtime Earnings. Checking this box will split the Overtime Earnings row into two rows for Overtime and Premium Earnings respectively.
Omit Check Information (check box)
Check this box to omit the paycheck information from the right side of the report.
Include Weekday Labels (check box)
If this box is checked, the column heading for the days of the work week will include an abbreviation of the work day. With the box NOT checked, the date will print like this: 12/10/12. With the box checked, the date will print like this: M 12/10 (meaning Monday December 10th).
The user can dictate what ethnicity labels will be used for different ethnicities. For each ethnic category, if the user-defined category is left blank, the column will be titled according to the default ethnic label. For example, if the Caucasian field is left blank, the label will be "Caucasian." Otherwise, the label will print whatever the operator types in the entry field.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description - Certification Report
The Certification Report lists an employee’s earnings between a specific range of dates. Earnings and deductions, non-fringe accrual data (accrued FICA, FUTA, SUTA, etc.), or fringe (union) accrual information may also be included. A statement of Compliance may also be printed.
Report Description - Form WH-347
This is a replica of the official Form WH-347 for submission to the proper authority.
Report Description - Statement of Compliance
The Statement of Compliance Report certifies that the requirements of the government contract are being met. This report has a sworn statement signifying that the requirements are being met.
Report Description - Monthly Progress Report
The Monthly Progress Report lists the project name, company name,and employee information. The Job category, hourly rate and hours worked for each employee are also listed. This is basically a summary report.
The Employee Name, Number and Address
The employee number and name are listed. The address of the employee is listed under the employee name.
Social Security number,
This is the employee's social security number.
Sex
The sex of the employee will be listed: Male or Female.
Race
This is the race of the employee. There are 5 choices: B,S,A,I,W. B=Black S=Hispanic A=Asian I=American Indian W=White.
Job Category
This is the certified payroll code associated with this position. The code and description will be listed.
Date of Employ
This is the date the employee was hired.
Total Hours
This is the total hours the employee worked on this job during the specified time.
Hourly Rate
This is the regular rate paid to the employee worked on this job during the specified time. This does not include overtime or premium rates.
Report Samples - Certification Report
Below are two examples of the Payroll Certification Report. They are both drawn from the same posting file, but the first does not include the fringe benefits in the wage rate. The second DOES include the fringe benefits in the wage rate. Notice that regardless of whether fringes are included in the pay rate, the fringe totals will always be itemized at the bottom right .
1. Report Sample Without Fringe Benefits included in the Wage
2. Report Sample with Fringe Benefits included in the wage
Report Sample - Form A-1-131 (Legal Size)
Report Sample - Statement of Compliance (Traditional Form)
Report Sample - Statement of Compliance (Form WH-347)
Report Sample - Statement of Compliance (DD Form 879)
Report Sample - Statement of Compliance (A-1-131) (Legal Size)
Report Sample - Monthly Progress Report
Do you wish to Increment Payroll Numbers in the Job Header file at this time?
After the Payroll Certification Reports have printed, the following question will come into view.
The Payroll number is the number of the payroll. It starts with 1 the first time timesheets are posted and increments by one each time this report is run. Choose from one of the following four options.
1. Increase Payroll Number ONLY for Jobs Printed in this run (radio button)
2. Increase Payroll Number ONLY for Jobs on which Work Was Performed (radio button)
3. Increase Payroll Number for ALL Certified Jobs (radio button)
4. DO NOT increase Payroll Numbers on Any Jobs (radio button)