Certified Payroll Reports -- Mistakes to Avoid

Certified Payroll Reports -- Mistakes to Avoid

Submitting weekly certified payroll reports can be a time-consuming task; making mistakes on these reports will lead not only to frustration and more time spent fixing them, but also put your company's good standing in jeopardy.

If you are required to file certified payroll reports, you will become quite familiar with U.S. Department of Labor's Forms WH-347 and WH-348. According to their own estimates, these forms will take about an hour to complete for a hypothetical job with eight employees. Avoiding the following mistakes and submitting the reports properly the first time will benefit you all around.

Mistake #1: Your reports are rejected as incomplete or inadequate: You may not have submitted the correct form, or some information was omitted. You are informed that you will need to correct the forms and resubmit them by a new deadline or you will need to wait to receive payment (as will the General Contractor). Delayed payments negatively affect your company's cash flow, so avoiding this problem is in everyone's best interest.

Mistake #2: You paid your employees their normal "non-prevailing wage rate" and you didn't submit certified-payroll reports: You will need to pay your employees wage restitution to bring up their pay to the prevailing wage rate, and then file certified payroll reports within 30 days that the General Contractor was notified. Payment to both your company and the General Contractor can be delayed.

Mistake #3: You did not pay your employees the wage rates listed in the Wage Decision: You will need to make wage restitution to the employees, submit proof of wage restitution, and submit revised certified payroll reports. You will typically have 30 days from the date the General Contractor was first notified; both your payment and the General Contractor's payment can be delayed.

It is in your best interest to avoid these mistakes; not only will you avoid extra paperwork and ensure timely payments, but if you continue to violate these requirements you may be disbarred: you will not be allowed to bid on or perform work on prevailing wage projects for up to three years. In addition, it may be a real detriment to have a checkered past with regard to these reports; when bidding on new work you may be passed over in favor of another company without any issues in this area.

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