Payrolls (Prime contractor and subcontractors)

Last updated: 2024-10-07

This section covers the steps the prime contractor and subcontractors are required to enter or import their employee certified payrolls into AASHTOWare Project Civil Rights and Labor (AWP CRL) to verify compliance with federal and state laws and regulations. Following one of the three processes, all prime contractor and subcontractor payrolls will be completed following the same standardized process. A payroll is the prime contractor or subcontractor's reporting of wages paid to employees for work on a specific WisDOT contract for a specific period of time. For each employee, the hours worked each day for a given labor classification on a contract must be reported. This is not the prime or subcontractor's payroll system for payment and payroll tax deduction purposes, but rather a record based on the output from their payroll system. With this new process, WisDOT will have immediate access to these payrolls and the review process can begin.

Primes and subcontractors can create weekly payrolls in AWP CRL using four different methods:

• Copy an existing payroll
  Copy an existing payroll to create a new one in AWP CRL. The existing payroll could be created using any of the methods listed below.
  
• Manual payroll data entry
  Manually enter weekly payrolls directly into AWP CRL.
• WisDOT Payroll Spreadsheet creation and import process
  Enter weekly payrolls on the WisDOT AWP Payroll Spreadsheet using the version customized specifically for WisDOT. Use the AASHTOWare Project Spreadsheet Conversion Utility to convert the spreadsheet to an XML file and import the XML file into AWP CRL.
• WisDOT Payroll XML file creation and import process
  Using a firm's current accounting software system, review the WisDOT XML field definition requirements, export the required data, format as an XML file, validate the XML file, and import the file into AWP CRL.

The AWP CRL Payrolls process is broken down into these key areas: