The Welcome page is the first screen to appear after login and describes the three main sections of the system.

Transcription

1 Common Errors: Invalid Dates for Certified Payroll Records Welcome The Welcome page is the first screen to appear after login and describes the three main sections of the system. Employees: This section contains the list of your employees, and allows the editing and addition of employees and owner operators Payroll: This section is the starting point for creating and entering Certified Payroll Reporting forms. Archive: This section displays a list of your company s payroll reports created in the system. Click on Archive to view reports with invalid payroll periods To view reports with invalid payroll periods, click on Archive

2 Archive The Archive screen provides you with all CPRs that have been created, both Editable and Finalized. Find the payroll reports with invalid payroll periods (the Payroll Numbers for these reports will usually be out of sequence, appearing before or after the other payroll reports listed sequentially). Please note: If the affected payroll reports are marked with the Online Form Status as Finalized, you will not be able to make the corrections unless they are marked Editable. You can request to have a payroll report made editable by sending a memo on your company s letterhead, indicating the contract number, school name, payroll number, and payroll period of that report, via fax to (213) For an easy way to find payroll reports ready for correction, click Show Editable. This will display only those payroll reports marked with the Online Form Status as Editable. Click on the payroll number to display the Public Works Payroll Reporting Form. Click on the Payroll No Click to Show Editable - 2 -

3 Public Works Payroll Reporting Form This screen displays the Public Works Payroll Reporting Form. Take note of the day the payroll period begins and the hours worked each day by each employee. In order to correct the payroll period, click on the payroll number to display the Edit Payroll Form screen. Click on Payroll No to Edit Payroll Form Payroll Start Date Day Hours Worked - 3 -

4 Edit Payroll Form The Edit Payroll Form screen will present you with a number of options regarding the payroll report. Towards the top right of the screen, find the field Payroll Start Date and enter the correct date. Please note: the date must be entered in the format MM/DD/YYYY. If there are any other parameters of this payroll report you may need to correct, do so now, then click Submit to save the corrections. If you wish to return to the payroll report without saving your changes, click on the link Payroll Form located towards the top left of the screen. Payroll Start Date Click to Submit - 4 -

5 Return to Public Works Payroll Reporting Form Once you have clicked Submit on the Edit Payroll Form screen, you will be returned to the Public Works Payroll Reporting Form. Recall that you took note of the day the payroll period begins, as well as the hours worked each day by each employee. If, by changing the Payroll Start Date, the day the payroll period begins also changes, you will need to modify each employee s hours to accurately reflect the actual days worked was performed. In order to do this, click on each employee s name to bring up the screen to Edit Payroll Employee. Click on Employee Name to Edit Payroll Employee Payroll Start Date Day Hours Worked - 5 -

6 Edit Payroll Employee At this screen, you will be able to edit the payroll data of the employee on whose name you clicked. In the section Hours Worked Each Day, enter the hours worked under the appropriate day. Should you have any other changes to make to this employee s payroll data, do so now; then click Submit to save your changes. If you wish to return to the payroll report without saving your changes, click on the link Payroll Form located towards the top left of the screen. Hours Worked Each Day Click to Submit - 6 -

7 Review and Finalize Public Works Payroll Reporting Form When you have corrected all of your employees payroll data, review the payroll report to ensure that the information entered is complete and accurate, while the payroll report is still editable. Once the payroll report has been finalized, you will no longer be able to modify the payroll information nor any parameters of the report. If you are satisfied with the payroll report, click Finalize Form. Finalize Form - 7 -

8 Print Options As the payroll report is finalized, you will no longer be able to make any modifications to the report. However, you will now be presented with two options for printing. One option is to print a paper hard copy for your general contractor or to keep for your records. Please note: the Labor Compliance Department does not require a hard copy of this form to be submitted. To do this, click on Printable Form. The other option is to print the Public Works Payroll Summary Form/Notice to Public Entity a singlepage summary of the CPR that is sent to the Labor Compliance Department in place of the hard copy CPR. To print this, click on Notice to Public Entity Form. Printable Form Notice to Public Entity Form - 8 -

9 Printing the Notice to Public Entity Form When you click on the button for Notice to Public Entity Form, a new window will appear, showing the Public Works Payroll Summary Form and Notice to Public Entity Form. First, enter the name of the person who is responsible for the submission of the CPR (i.e., the signatory s name). Click OK to accept or click Cancel to re-enter the name. Next, enter the title for that person (i.e., the signatory s title). Click OK to accept or click Cancel to reenter the title

10 Printing the Notice to Public Entity Form (continued) After you have entered the signatory s information, you can then print the Public Works Payroll Summary Form/Notice to Public Entity. Print this form on letter-sized landscape-oriented paper. Verify your print settings by clicking File, then Page Setup. Make sure the paper size is set to Letter and the orientation is set to Landscape. Click OK to save your print settings. When you are ready to print, select File, then Print. Once the form has been printed, please be sure to fill in the contact information, sign the document, and check the appropriate box at the bottom of the form. Close this window to return to the system

11 Printing the Hard Copy (optional) After clicking Printable Form, a separate window will appear showing a printable version of the Payroll Works Payroll Reporting Form and the certification form (Statement of Compliance), which you can print to keep for your records or to submit to your general contractor, if they so request. This form must be printed on legal-sized (8.5 x 14 ) landscape-oriented paper. Once again, verify your print settings by clicking File, then Page Setup. Make sure the paper size is set to Legal and the orientation is set to Landscape. Click OK to save your print settings. When you are ready to print, select File, then Print

12 Hard Copy Received After you print the Public Works Payroll Summary Form/Notice to Public Entity, please mail it to our office: LAUSD Labor Compliance Department P.O. Box Los Angeles, CA Your corrected certified payroll record cannot be considered as submitted until we receive the updated Notice to Public Entity Form. When the Labor Compliance Department receives your Notice to Public Entity Form, a date will be entered in the Hard Copy Received column