v.3 Certified Payroll Record Verification Module User Guide Los Angeles Unified School District Labor Compliance Department Technical Support Staff

Transcription

1 Los Angeles Unified School District Labor Compliance Department Certified Payroll Record Verification Module User Guide Technical Support Staff v.3 Property of LAUSD - Labor Compliance Department

2 Table of Contents Table of Contents Accessing the System... 3 A. Web Address... 3 B. Login... 4 C. Main Searches... 6 A. Conducting Searches... 6 B. Searching by Contract Number... 7 C. Searching by Project Number... 8 D. Searching by Contractor... 9 E. Displaying Recent Searches Checking Payroll Submissions A. Checking Contractor Data B. Contract Information C. Contractors Working on Contract D. Viewing Electronically Signed Contract Documents E. Viewing Certified Payroll Records Maintaining Your Contractor List A. Maintaining Your Recently Viewed List P age

3 0. Accessing the System A. Web Address The Certified Payroll Record Verification Module (CPRVM) is a tool developed to assist the Building and Construction Trades Council, Craft Unions, project managers, ownerauthorized representatives (OARs), and the PSA coordinator in monitoring the compliance of contractors and subcontractors with District contractual agreement, federal and state laws, ordinances, and regulations while working on public works projects for the Los Angeles Unified School District (LAUSD). The introduction of an Electronic feature in the Online Certified Payroll Reporting System and subsequent enhancements of the CPRVM will allow signatory partners of the Project Stabilization Agreement (PSA) access to view certified payroll records, Letters of Assents, Job Start checklists, and DAS 140 forms. This manual will cover the use of the Certified Payroll Record Verification Module. To access the application, go to the following web address: 3 P age

4 B. Login If you have not already logged into the website, you will be prompted to enter your login address and password. If you are already logged in, click the tab Employee to display the list of Applications available to you. Then click the link entitled: Labor Compliance CPR Verification 4 P age

5 C. Main CPRVM Start Page User Guide This is the main page of the CPRVM application, to access the application s start page, the user guide, or to return to the webpage click on the links designated with the words Click here. 5 P age

6 1. Searches A. Conducting Searches Search by Project No. Search by Contract No. Recently viewed Contractors Search by Contractor This is the search page where you will find your list of recently viewed contractors as well as search fields in order to conduct searches by LAUSD contract numbers, LAUSD project numbers, or contractor/subcontractor names. 6 P age

7 B. Searching by Contract Number In order to conduct your search by contract number, type in the seven-digit LAUSD contract number into the Contract Number field. If you enter a partial number, the CPRVM will search for any contracts with numbers that match your partial search. After entering the contract number, click Search to begin conducting your search. Note: Some contract numbers end in numbers after a decimal point. For searching purposes, you do not have to enter the decimal point or the digits after the decimal point. Contract number search results Click here to access contractor data After clicking search, you will see a list of the search results on the left-hand side of the screen. You will find five columns of pertinent data: contract number, vendor name, tier (prime or sub), number of payrolls received, and date of most recently received payroll. The search results will appear in order of contract number, then prime contractor, and then subcontractors in alphabetical order. To access any contractor s profile pertaining to a particular contract number, click on the contract number beside that contractor. 7 P age

8 C. Searching by Project Number To conduct your search by project number, type in the LAUSD project number into the project number field. You may also conduct partial number searches when searching for project numbers. Click Search to initiate your search. Project number search results As with contract number searches, project number search results will be listed on the left-- hand side, under five columns. For massive numbers of search results, you will have to scroll down using your browser s scroll bar (most browsers will also allow you to conduct searches within the body of the window by pressing Ctrl and the F key). To access any contractor s data concerning any contract, click on the contract number, as with contract number searches. 8 P age

9 D. Searching by Contractor To conduct your search by contractor, enter the name of the contractor into the contractor field. You may also conduct partial searches for contractors. As with the other searches, click search to commence your search. Note: For more precise searches, be sure to enter dashes, commas, and abbreviations as entered for that contractor. If you do not find the contractor for which you are searching, it is recommended that you conduct a partial search. For example, a search for Cal-State Concrete Co. can be conducted by entering a partial name, like Cal. Contractor search results After having conducted any search for contractors, you will be presented with a list of the entire search results that contain in the words or phrases used in the search. As with the other searches, to access any contractor s data pertinent to that contract number, click on the contract number to the left of that contractor. 9 P age

10 E. Displaying Recent Searches Displaying recent searches If you wish to look at all of the contractors and contracts for which you had previously searched, click on display recent button. By clicking on display recent, you will see a list of your contractor s most recently viewed contractors. 10 P age

11 2. Checking Payroll Submissions A. Checking Contractor Data Whichever search method you use, you can access information related to a contractor and the work they did on a contract by clicking on the contract number. After clicking the contract number, you will see a screen displaying that contractor s information vis-à--vis the contract selected. The screenshot below is an example of how contract information is displayed. In this case, the general information of contract number is shown at the top, followed by submittal information for the contractor below. You can also return to the main screen by clicking on the link in the upper-left corner. Link to Main Screen 11 P age

12 B. Contract Information Under the general information heading, you can view the general information for that contract, including start and end dates, notice of completion issuance date, and bid advertised dates. To view other contracts on which the contractor in question is working, you can choose another contract number by clicking on the down arrow next to Change: and selecting another contract number from the resulting drop-down list. Click to change contract 12 P age

13 C. Contractors/Subcontractors Working on Contract Another useful feature of this particular screen is the ability to look at other contractors/subcontractors working on the contract in question. In the example below, we are looking at ; to see another contractor/subcontractor on this contract, click on the down arrow next to Change, followed by the contractor/subcontractor s name. The drop-down menu of contractors will appear under the name of the contractor whose data is currently being viewed. To select a contractor/subcontractor from that list, click on the name of the contractor/subcontractor. You will then be able to see the information for that contractor/subcontractor. Click to change contractor/subcontractor 13 P age

14 D. Viewing Electronically Signed Contract Documents One of the new benefits of the electronic signature feature on the certified payroll reporting system is that the CPRVM user can now view the electronically signed contract documents submitted by contractors on LAUSD projects including Letters of Assent, Job Start checklists, and DAS 140 forms. To access these signed forms click on the documents icon displayed next to each type of document. Click to view e- signed documents 14 P age

15 After clicking on the documents icon the page will display a listing of all the signed documents for that type of document under that contract number. Clicking on the document icon in the column on the right will bring up a portable document format (pdf) of the electronically signed document. Click to view e- signed document 15 P age

16 The following is an example of a signed Letter of Assent submitted electronically. 16 P age

17 E. Viewing Certified Payroll Records After you have accessed the contract number and contractor whose payrolls you wish to view, you can then select the month and year of the certified payroll records (CPRs) you wish to check. To do so, click on the down arrows next to the boxes corresponding to the month, the year, and the school location. From the resulting drop-down menus, you can then select the month and year of the CPRs you want to see. After that, click on the display button. Click to change the month Click to change the year Click to display all payrolls Click to change the school Click to display payroll record After changing the date and location, we can now view all of that month at the location specified. To access individual CPRs, click on the payroll number that corresponds with the payroll week you wish to see. If you wish to see all of the CPRs and Payroll Form Receipts submitted, you can click Show All Received to see the whole list. 17 P age

18 After clicking on the payroll number for the payroll week you wish to see, the Public Works Payroll Reporting Form will display. Note: These redacted CPRs feature all of the payroll data for the workers that worked the week in question, except for personal information (e.g., name, address, and social security number). You may print out a screenshot using your browser s print function, so that you can use the hard copy for off-line verification. 18 P age

19 The CPRVM also differentiates between online system-generated CPRs, and payroll form receipts entered by the Labor Compliance Department. As in the example below, onlinegenerated CPRs will appear highlighted yellow, while payroll form receipts of non-online CPRs will be highlighted green. Note: CPRs that were not entered using the Online Certified Payroll Reporting System will most likely not have any employee data entered for viewing. Instead, you will only be able to see the general information as entered into the payroll form receipt, which is used to log manually prepared CPRs. To view hard copies of these CPRs, contract the Labor Compliance Program. 19 P age

20 3. Maintaining Your Contractor List A. Maintaining Your Recently Viewed List Whenever you click on the link Main in the upper-left corner, you will be sent to your Main page. On this screen, you can see the list of contractors and contracts that you viewed recently. Note: In order to maintain this list after logging out, you should NOT delete the cookies that your web browser saves. By keeping the cookie for the website, you will be able to see the list upon logging back into the CPRVM. Click to clear list Click to logout However, if you wish to clear your list of recently viewed contractors, you may do so by clicking Clear List. To conclude your CPRVM session, click on the link Log Out. For technical support using the CPRVM, please contact the Labor Compliance Technical Support staff at (213) P age