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Certified payroll software requirements checklist
Choose certified payroll software by testing the records and outputs your projects require. Use a documented requirements checklist and a sample workflow before deciding whether a system supports the reporting job.
This guide describes common bookkeeping practice, not a legal or regulatory requirement.
Last reviewed:
General information, not legal or tax advice.
Require the worker and classification detail
California payroll-record requirements include worker identity, work classification and daily and weekly straight-time and overtime hours. The classification must use the title from the applicable wage determination. In a demonstration, ask to trace those fields from time entry through the report and to identify omissions before approval.
Test the export against DIR’s current instructions
DIR permits online entry or XML upload and publishes a schema, sample and XML guidelines. Ask for a sample output and test it against the current official instructions. Do not assume that differently numbered schema and guideline documents are interchangeable versions of the same specification.
Sources: DIR - Certified Payroll Reporting; SB 854 FAQ; DIR - eCPR XML Guidelines
Keep training contributions separate from worker fringes
For apprenticeable crafts, training contributions shown on the determination go to the CAC or an approved program rather than to the worker. Your checklist should ask how the system distinguishes those amounts, records hours by craft and preserves supporting payment detail for review.
Confirm each destination and certification workflow
DIR filing is separate from delivery to a prime, awarding body or labor compliance program. For covered federal work, weekly payroll information goes to the contracting agency, while the specific WH-347 form is optional. Review the contract to establish which destinations apply and require evidence of each completed submission.
Sources: DIR - Public Works SB 854 FAQ; U.S. DOL - Form WH-347
Sources: require the worker and classification detail
Build a reviewable certified payroll workflow
Tidwell helps organize project time, classifications and benefit records and prepare certified payroll reports from the information you provide. Bring the contract instructions and outstanding reporting questions.