Overview
Certified payroll reporting is a legal requirement for contractors working on federally funded or state prevailing wage construction projects. It requires detailed documentation of hours worked, wages paid, and job classifications to ensure compliance with prevailing wage laws, primarily the Davis-Bacon Act and related state regulations.
Legal Requirements
Davis-Bacon Act
Federal law requiring contractors and subcontractors on federally funded projects over $2,000 to pay workers no less than locally prevailing wages and fringe benefits.
Applies To:
- Federal construction projects
- Projects receiving federal funds
- Public works projects
- Infrastructure improvements
State Prevailing Wage Laws
Many states have similar requirements for state-funded projects, often with different wage determinations and reporting formats.
Reporting Components
Certified payroll reports must include:
Worker Information:
- Full name and address
- Social Security number (last 4 digits)
- Worker classification/job title
- Tax withholding status
Time Tracking Data:
- Daily hours worked
- Straight time vs overtime hours
- Work performed on covered vs non-covered projects
- Work location/project site
Wage Information:
- Hourly wage rate paid
- Applicable prevailing wage rate
- Gross earnings
- Deductions (itemized)
- Net wages paid
Fringe Benefits:
- Cash equivalent of fringe benefits
- Health and welfare contributions
- Pension contributions
- Training fund contributions
Statement of Compliance:
- Certification signature
- Date of submission
- Company information
Time Tracking Requirements
Classification Tracking
Workers must be classified according to Department of Labor classifications:
- Carpenter
- Electrician
- Laborer
- Equipment Operator
- Plumber
- Cement Mason
- Ironworker
- Painter
- Etc.
Each classification has a different prevailing wage rate that must be paid.
Dual-Role Tracking
When workers perform multiple classifications in one day:
- Track hours by each classification separately
- Pay appropriate prevailing wage for each classification
- Document classification changes
- Ensure weighted average meets prevailing wage
Multi-Project Tracking
For workers who move between projects:
- Separate time tracking for covered vs non-covered projects
- Different prevailing wage rates by project
- Project-specific reporting
- Accurate daily allocation
Submission Process
Frequency
Typically weekly submission:
- Reports due within 7 days of pay period end
- Submitted to contracting agency or prime contractor
- Electronic or paper submission
- Must include all required documentation
Review and Approval
Contracting agencies review for:
- Mathematical accuracy
- Completeness of data
- Proper wage rates
- Appropriate classifications
- Signature and certification
Record Retention
Must maintain records for 3 years:
- All payroll documentation
- Time cards or time tracking records
- Proof of wage payments
- Fringe benefit records
- Supporting documentation
Compliance Challenges
Complex Wage Determinations
Issue: Different wage rates by:
- Geographic location (county-specific)
- Worker classification
- Type of work
- Project funding source
Solution: Software that maintains wage rate databases and automatically applies correct rates.
Accurate Classification
Issue: Workers must be classified correctly, and misclassification can result in underpayment.
Solution:
- Clear guidelines for supervisors
- Training on proper classifications
- System prompts for classification selection
- Audit reviews of classifications
Fringe Benefit Calculations
Issue: Complex rules for fringe benefits:
- Can be paid as cash equivalent
- Can be paid to bona fide benefit plans
- Must meet or exceed prevailing fringe rate
- Partial credit for some benefits
Solution: Automated fringe benefit tracking and calculation in time tracking software.
Multi-State Projects
Issue: Contractors working across state lines must comply with multiple prevailing wage laws with different requirements.
Solution: Software supporting multiple jurisdictions and reporting formats.
Software Solutions
Workyard
Workyard is described as the best solution for generating certified payroll reports, offering construction-focused GPS time-tracking that uses high-resolution GPS data and time clock rules to record where and when employees work, supporting labor compliance.
Key Features for Certified Payroll
Automated Report Generation:
- Pre-filled WH-347 forms (federal certified payroll form)
- State-specific report formats
- Automatic wage rate application
- Fringe benefit calculations
Classification Management:
- Worker classification assignment
- Multiple classification support
- Prevailing wage rate database
- Classification change tracking
Integration:
- Export to construction accounting software
- Payroll system integration
- Direct submission to agencies
- Document management systems
Penalties for Non-Compliance
Financial Penalties
- Back wages owed to workers
- Liquidated damages (equal to unpaid wages)
- Civil fines up to $50,000
- Criminal penalties for willful violations
Contract Consequences
- Withholding of contract payments
- Debarment from future federal contracts (up to 3 years)
- Contract termination
- Blacklisting
Reputational Damage
- Public disclosure of violations
- Loss of bidding opportunities
- Damage to company reputation
Best Practices
1. Use Specialized Software
Invest in construction time tracking software with built-in certified payroll features rather than trying to manage with spreadsheets.
2. Train Supervisors
Ensure field supervisors understand:
- Proper worker classifications
- Importance of accurate time tracking
- Multi-project time allocation
- Classification change documentation
3. Weekly Review Process
Establish routine review of:
- Classification assignments
- Wage rate accuracy
- Hours allocation
- Report completeness
4. Maintain Documentation
Keep comprehensive records:
- Daily time cards
- Project assignments
- Wage determinations
- Fringe benefit documentation
- Submission confirmations
5. Audit Preparation
Be ready for audits:
- Organized filing system
- Quick access to records
- Clear audit trail
- Documented processes
Modern Technology (2026)
In 2026, construction time tracking software handles certified payroll automatically:
- GPS verification of worker location
- Automatic project assignment
- Real-time prevailing wage checking
- One-click report generation
- Direct electronic submission
- Compliance alerts and warnings
