HR Alert

California: Public Works Contractors Must Resume Submitting Certified Payroll Records Online

Enforcement Resumed as of August 1, 2016

The California Department of Industrial Relations (DIR) recently announced that, as of August 1, 2016, enforcement of the requirement for Public Works contractors and subcontractors to submit certified payroll records online has resumed.

Background
In California, contractors and subcontractors on most Public Works projects are required to submit certified payroll records (CPRs) to the California Labor Commissioner using the DIR's electronic certified payroll reporting system. It offers two options for submitting CPRs: entering the information directly using the online form or uploading XML files. CPRs must be submitted at least monthly (within a month after the end of the payroll period) or more frequently if more frequent submission is required by the contract with the awarding body.

In January 2016, the DIR announced that enforcement of the requirement to post CPRs online was temporarily suspended pending outreach, education, and upgrades to the online system that would allow contractors and subcontractors to more easily submit CPRs into the system.

Note: The DIR clarified that this decision only applied to the obligation to submit CPRs into the online system; there was no suspension of the requirement to keep CPRs. Keeping appropriate CPRs and furnishing them on request to the Labor Commissioner, awarding bodies, and anyone else authorized to request them remained a mandatory requirement.

Enforcement Resumed
As of August 1, 2016, enforcement of the requirement for Public Works contractors and subcontractors to submit CPRs online has resumed.

According to the DIR, the enhancements to the online system (available as of August 1, 2016) consist of a simplified online filing form. The certified payroll record display for data uploaded via XML has been updated to reflect the simplified reporting records, but the requirements and steps for uploading payroll records via XML have not changed. Additionally, new user guides and video tutorials with detailed instructions accompanied the release of the enhanced system.

Click here to access the online reporting system, as well as the user guides and video tutorials. The DIR also offers additional information for Public Works contractors, including a description of responsibilities and FAQs.


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