Prevailing Wage Certified Payroll Form in New York: 2025 Filing Requirements Explained

Table of Contents

• Who must file certified payroll in New York
  
• New York certified payroll requirements in 2025 at a glance
  
• Our services at Premier Payroll NY support cleaner compliance files
  
• WH-347 vs New York PW forms
  
• Step-by-step: fill the certified payroll form correctly
  
• Fringe benefits and supplements in New York
  
• Recordkeeping, audits, and penalties
  
• Electronic certified payroll submissions in 2025
  
• NYC project nuances you should know
  
• Davis-Bacon vs New York Labor Law
  
• Apprentices and ratios on certified payroll
  
• Subcontractor management and flow-down compliance
  
• County and locality specifics
  
• Frequent mistakes that trigger callbacks
  
• Quick FAQ roundup for 2025 filers
  
• At Premier Payroll NY, we help you standardize compliance reporting
  
• In summary…
  
• FAQs
  

Prevailing wage certified payroll form rules in New York set weekly compliance reporting, strict recordkeeping, and firm penalties for errors. Most public work and building service contracts require a weekly certified payroll with payroll information such as worker names, classifications, straight time, overtime payment, supplements, and wage payroll information. File to the contracting agency or the city fiscal officer and keep originals for six years. Federal WH-347 works on federal jobs when the agency allows it, but many New York agencies want their own format and a signed statement of compliance. Apprentices must be registered, ratios must hold, and supplements must meet the posted schedule. A statewide electronic database for certified payroll lands in 2025, and many city agencies already run portals. Pick the higher wage when federal and state rates conflict, and post the correct wage schedule for the county and classification.

Who must file certified payroll in New York

Contractors and subcontractors on public work under Article 8 and building service contracts under Article 9 file weekly certified payrolls. The rule covers primes and all tiers of subs who employ laborers, mechanics, or building service employees on covered work. That duty applies even if your company processes payroll offsite, because records must reflect project hours and classifications on a weekly statement. Suppliers who deliver materials only, with no on-site labor, usually sit outside the weekly reporting requirement, but check the contract language before you claim an exemption. File when you perform any covered work during the week, and submit a no-work statement during gaps if the agency requests it.

Article 8 public works contractors and subs

Article 8 covers construction-like work funded by a public agency, including transportation, utilities, schools, and municipal buildings. Contractors and subs pay the posted prevailing wage and supplements for the county and classification, then certify those payments each week. The prime ensures that every sub turns in complete certified payrolls, since the agency can withhold payment for missing or defective reports. Treat site labor from temp agencies or labor brokers as covered workers when they perform on the project. List only project hours on the certified payroll, while keeping full payroll records to back every figure.

Article 9 building service contracts

Article 9 covers building service employees on public contracts and some city-assisted facilities. Think janitors, porters, security, and similar roles on covered service agreements. Pull the correct building service schedule, pay the wage and supplement rate for each title, then certify weekly. City living wage rules can apply at the same time on certain service contracts, so match the title to the right schedule before you run checks. Keep the same six-year retention and the same weekly cadence as construction projects.

Mixed funding projects and when rules still apply

Many New York jobs use federal funds alongside state or local dollars. You still file weekly certified payrolls and often deliver two versions: one in the federal WH-347 format for the federal program, and one in the agency’s requested New York format. When the federal and state schedules show different base or supplement amounts, pay the higher number for each classification. Track which fiscal officer receives which package and log submission dates to avoid duplicate or late filings. If your contract cites monthly transcript submissions in addition to weekly reports, calendar both and keep proof of delivery.

New York certified payroll requirements in 2025 at a glance

New York runs on weekly certified payrolls for every week you perform covered work. Each weekly statement lists each worker by name and address, last four of the Social Security number if requested, classification, group or title, straight-time hours, overtime hours, total project hours, base rate, supplement rate, gross pay, itemized deductions, and net pay. Sign a statement of compliance that affirms you paid no less than the prevailing wage and supplements for the classification of work performed. Keep originals and source records for six years and make them available to inspectors on request. Post the applicable wage schedule at the jobsite and include wage and supplement details on pay stubs or an attachment.

Weekly reporting cadence and deadlines

File one certified payroll for each covered project and pay period. Submit within seven days after the close of the payroll period unless the agency sets a shorter deadline. The weekly cadence keeps reviews prompt, and many agencies hold payment if your package arrives late. On federal or dual-funded jobs, meet the federal weekly requirement with the same seven-day norm. If a contract adds a monthly transcript rule, send that transcript within the thirty-day window and keep proof of mailing or portal receipt.

Required worker and job classification details

Your weekly statement includes each worker’s name, address, email address when requested by the portal, and an identifier, usually the last four digits of the Social Security number. Record the classification and, for construction, the group or zone where the schedule uses them, plus apprentice or journeyman status. List daily hours by day of week and roll them to straight time, overtime, and total hours on the project. Show the base hourly rate and the supplement cost that you pay as cash in lieu or as a contribution to a bona fide plan. Include gross pay, itemized deductions, and the net check amount.

Supplements and fringe benefits basics

Supplements include health, pension, vacation, training, and other benefits listed in the schedule as a per-hour rate. Satisfy supplements in three ways: provide bona fide benefits that cost at least the posted rate, pay the supplement in cash on the check, or blend both to reach the required hourly cost. On overtime hours, owe the full supplement rate for each hour worked. Do not compute time-and-a-half on cash-in-lieu supplements, since the overtime premium applies to the base wage, not the fringe portion. If the wage schedule notes premium supplements for weekends or holidays, follow those notes as written.

Our services at Premier Payroll NY support cleaner compliance files

Public work moves fast when your paperwork stays audit ready. Our services at Premier Payroll NY set up certified payroll from day one, map PRC schedules, and keep labor compliance records clean for weekly submissions. We configure cost codes, apprentice ratios, and wage payroll information so your compliance reporting stays consistent across projects. Explore our payroll implementation and weekly filing support on our Payroll Service Providers page, and meet the people behind the results on NY Payroll Experts. We keep your documentation tidy, your email address contacts current in portals, and your approvals on schedule.

WH-347 vs New York PW forms

Many agencies accept the federal WH-347 on federal and joint-funded projects, but New York contracting agencies often prefer or require their own form and compliance statement. Ask the fiscal officer at award which format they want and whether they accept an equivalent export from your payroll system. The WH-347 includes a built-in statement of compliance, but some New York agencies require a state statement with specific attestation language. On New York City projects, you often use the Comptroller’s certified payroll report template, which captures the same elements with city-specific fields. When funders differ, export the same payroll dataset to both formats as long as every required field appears.

When the federal WH-347 is acceptable in New York

You use the WH-347 on purely federal Davis-Bacon jobs in New York and on many HUD or CDBG projects where the agency permits the federal form. Dual-funded projects may allow the WH-347 for the federal share and a state or city template for the local share. If the agency allows an equivalent, load your payroll data into a system that prints the WH-347 with the correct weekly dates, project identifiers, and a signed statement. Keep the same weekly cadence and attach any extra pages for classifications or notes that exceed the form’s rows. Validate rates against the NYSDOL’s Prevailing Wage Schedules before you submit.

Using New York agency formats and statements of compliance

New York agencies publish their own certified payroll report forms and instructions, and many require their signature language. On city projects, download the Comptroller’s fillable certified payroll template and match your lines to the form’s columns. Some state contracts refer to a PW-12 or a weekly state payroll certification statement that you attach to the form you use. Make sure the signature block matches the agency’s wording and that an officer or authorized manager signs under penalty of perjury. Keep the signed original and store a PDF copy with the submission receipt.

How to avoid duplicate submissions on dual-funded jobs

Start with a matrix that lists each funder, the required form, the recipient, and the due date. For example, you might submit WH-347s to the federal program and a city-certified payroll to the Comptroller for the same workweek. Include the same worker hours and classifications in both places but reference the correct contract and PRC number for each submission. Use one payroll source record and export to each format so totals match across systems. Save email or portal confirmations to prove on-time delivery for both submissions.

Step-by-step: fill the certified payroll form correctly

This section walks you field by field so your weekly statement stands up to audits. Follow the order below and check every total twice before you sign. Small math errors create callbacks and payment holds, and mixed classifications without clear notes raise red flags. You want a clean, consistent package every week that the fiscal officer can scan and accept on first pass. Set a review checklist for your payroll team and enforce it on every project, every week. For process tips that translate well to documentation, see our Payroll Integration Guide for Small Business.

Project and contractor identification

List the project name exactly as it appears in the contract, the contract number, the PRC number for the wage schedule, and the agency or owner. Add the jobsite address and county to tie to the correct schedule. Enter your legal business name, FEIN, address, and phone. Note the payroll period start and end dates and the check date. If the agency requires a notice for weeks with no covered work, submit a no-work statement that references the project and period.

Classifications, group numbers, and apprentice status

Match each worker to the correct classification for the tasks performed that week, not just the employee’s hire title. For construction, include group numbers or zones where the schedule uses them, such as Operating Engineer Groups or Lineman zones. Mark apprentice status for registered apprentices and include the percentage rate if the program dictates a progression. Track and apply posted apprentice-to-journeyman ratios by craft each day. If a worker splits duties, break hours by classification and pay the rate that matches the task for each segment.

Base rate, overtime, double time, and weekend work

Use the posted base rate as the floor for straight-time hours. When a worker passes 40 hours in a week or triggers daily or weekend premium rules in the schedule or PLA, compute time-and-a-half on the base wage for those hours. Keep base and supplement lines separate so you do not compute overtime on the fringe portion. Note any double-time premiums exactly as the schedule or PLA requires and show those hours in a separate column or line. If your actual base wage exceeds the posted rate, compute overtime from the higher actual base.

Overtime requirements and overtime payment checklist

Confirm which rule triggers the premium: weekly over 40, daily thresholds, weekend clauses, or PLA shifts. Tag overtime hours in your time app so totals feed cleanly to prevailing wage payroll information reports. Recheck that fringe appears as a flat hourly supplement on every hour and that you never compute a 1.5 multiplier on the fringe line. Label premium hours clearly so reviewers see that you met overtime requirements without inflating the supplement. Save a one-page overtime worksheet in the week’s packet to show the math.

Fringe benefits paid in cash vs bona fide plans

If you sponsor bona fide benefit plans, compute the hourly cost for health, pension, vacation, training, or other plan contributions and credit them toward the posted supplement rate. If your plan costs fall short of the posted supplement, pay the difference as cash-in-lieu on the check. If you do not sponsor plans, pay the full supplement as cash each hour. Apply the supplement rate to all hours worked, including overtime hours, but do not add an overtime premium to the supplement line. Keep invoices, trust reports, and proof of payment to back every claimed credit.

Daily hours, total hours, and project-only reporting

Record hours by day of week for each worker, then roll them to straight-time, overtime, and total columns. Show only hours worked on the project on this certified payroll. Keep a separate company timesheet or timekeeping system that shows all hours for FLSA purposes. If you operate four-tens or other alternative schedules, follow the schedule notes for daily overtime or weekend premiums. Never blend project and non-project hours on the certified payroll, and never round hours in a way that hides overtime triggers.

Deductions, garnishments, and net pay

List all deductions clearly, including taxes, garnishments, union dues, and any permitted voluntary deductions. Confirm that deductions never pull net pay below legal minimums or violate assignment rules. Keep copies of court orders for garnishments and signed authorizations for voluntary deductions. Run a test check on a sample worker each week to make sure math lands on the correct net. If you find an error after submission, correct it in the next week and file a revised certified payroll for the affected period.

Statement of compliance and authorized signatory

An officer or authorized manager signs the statement of compliance every week. The signer affirms that each worker received no less than the posted wage and supplement for the classification of work performed and that the payroll is true and complete. Do not delegate the signature to an outside payroll vendor without written agency approval; the responsibility sits with your company. Keep a copy of the signed statement with the weekly package and store the original as your source record. If you submit electronically, make sure the platform captures a valid digital signature that the agency accepts.

Sample attestation wording to mirror

I certify that the payrolls for the period shown are correct and complete and that each laborer, mechanic, or service employee has been paid not less than the applicable prevailing wage rate and supplement for the classification of work performed. I further certify that no rebates have been or will be made either directly or indirectly to or on behalf of the employer, and that the information provided reflects actual hours worked, wages paid, and supplements provided for the project.

Common math errors to check before signing

Add the daily hours across, then down the weekly columns, and confirm that totals match the gross pay math. Recalculate overtime premiums from the actual base wage if your actual base runs higher than the posted rate. Check that the supplement amount equals the posted rate times total hours and that you did not add an overtime premium to the supplement line. Verify apprentice percentages and ratios to avoid underpayment findings. Confirm that every classification used appears on the correct county schedule for the week worked.

Fringe benefits and supplements in New York

Supplements drive a large share of total labor cost in New York, so map every posted benefit rate and premium before work starts. Decide whether to fund bona fide plans, pay cash in lieu, or mix both to reach the posted hourly cost. Apply supplements on every hour worked, including overtime hours, and follow any premium notes for holidays or weekends. Track plan contributions with dates, amounts, and covered employees so you can prove credits during audits. Keep a ledger that shows the calculation for each week and classification so totals roll cleanly to the certified payroll.

Calculating cash-in-lieu of benefits

Start with the posted supplement rate for the classification and county. Subtract your bona fide plan cost per hour if you contribute to plans. Pay the remainder as cash on the check labeled as a supplement or fringe. If you do not contribute to any plans, pay the full supplement rate in cash each hour. Watch for premium notes in the schedule that require higher supplements on weekends or holidays and update your setup before those dates.

Health, pension, vacation, training, and other credits

Map each plan to the workers and hours that earn the credit. Health and pension often cover every hour worked, while training funds may follow craft hours only. Vacation plans pay as an accrual and often credit at a fixed cents-per-hour rate. Make sure your credit math matches trust reports and that you do not claim a credit before you fund it. Keep plan documents and monthly remittance confirmations to support every dollar you credit.

Applying supplements on overtime hours

Apply the posted supplement rate on every hour worked, including overtime hours. Compute the overtime premium on the base wage only. If you pay cash instead of funding a plan, the cash supplement still applies on every hour, and you do not multiply it by 1.5 for overtime calculations. Some schedules include premium supplements for certain hours; follow those notes as written. If you work under a PLA, confirm whether the PLA adds any extra supplement obligations.

Recordkeeping, audits, and penalties

Build strong files to speed reviews and protect cash flow. Create a weekly packet with source timesheets, sign-ins, pay stubs, portal receipts, benefit proofs, apprentice documents, and the signed statement of compliance. Add a labor compliance checklist and a compliance reporting log that tracks who prepared and who approved each week. Train foremen and admins on the same process so your controls stay consistent across jobs. Clean math, clear signatures, and on-time submissions cut audit time and prevent withholdings.

How long to keep certified payroll and source records

Keep certified payrolls and all supporting records for at least six years. That retention window covers wages, supplements, hours, classifications, deductions, and any apprentice records. Even after project closeout, store digital copies with secure backup so you can answer any later inquiry. Keep your PRC wage schedule copy with the file so you can prove the rates used during each week. Attach email or portal receipt confirmations to each week’s PDF, and tie retention rules to your compliance calendar so nothing gets purged early.

What inspectors ask for during a site or desk audit

Inspectors ask for weekly certified payrolls, daily sign-in sheets if required, time records, pay stubs, canceled checks or ACH proofs, benefit invoices and trust receipts, apprentice registrations, and ratio tracking. They ask for posting photos and a copy of the wage schedule at the site. They review classifications against the work performed and check supplement math by hour. They also look for a consistent signer and prompt corrections when you find errors. Organize your records by week and classification to move through audits faster.

Underpayment remedies, interest, and debarment risks

If you underpay wages or supplements, pay the difference to affected workers and update your certified payroll with a corrected statement. Interest can accrue on underpayments, and agencies can assess civil penalties. Repeat or willful violations can lead to debarment for a set period, which blocks you from bidding or working on public projects. The prime contractor can face withheld funds for a sub’s underpayments, so primes should review sub payrolls weekly. A strong pre-bid plan and clean weekly reports help you avoid costly hits to cash flow and reputation.

Electronic certified payroll submissions in 2025

New York State moves to electronic certified payroll submissions in 2025 as new systems come online. A state database aims to collect certified payrolls electronically and make redacted versions available to the public. At the same time, many city agencies already require electronic submissions through their portals. Prepare your data exports now, test CSV or XML templates if the portal provides them, and confirm signature rules for digital filings. Keep your own PDF copies even when the portal stores submissions, and reconcile portal status with your internal log after each upload. For step-by-step setup tips that reduce upload errors, read Toast POS Payroll Integration Made Easy.

Email address and contact fields in portals

Many portals ask for the preparer’s name, phone, and email address along with project identifiers. Store these fields in your payroll system and auto-fill them in exports. Use a shared inbox for submissions so confirmations route to a tracked mailbox. Update contact data when staff changes so the portal always reaches the right person. Keep a contact sheet in the job file that lists every recipient and their email address.

State database timeline and what to prepare

Expect a statewide electronic database to launch by December 31, 2025. Map your payroll fields to common data elements like worker name, identifier, classification, hours by day, base rate, supplement rate, gross, deductions, net, and signature. Build a weekly checklist that includes a step to capture the portal receipt for each submission. If your contract spans the launch date, confirm with the fiscal officer when your submissions switch from email or paper to the new system. Train your staff on the new workflow and document the steps.

CSV templates, portal validations, and error fixes

When you upload data, the portal validates required fields and formats. Fix missing classifications, mismatched totals, or invalid PRC numbers before you resubmit. Use the portal’s error report to locate the line that failed and correct your payroll source record so future weeks export cleanly. Keep a running log of fixes so you can train staff and avoid repeats. If your system cannot export the exact template, use the portal’s manual entry as a last resort and back it with your own PDF.

Uploading corrections and revised statements

If you discover an error after submission, upload a corrected certified payroll for the week and include a note that explains the fix. Do not wait for an audit to make the correction. If the portal locks prior periods, contact the fiscal officer to open the week or to accept a revised PDF. Keep a corrected statement of compliance that reflects the fix and store it with your weekly packet. Update your cash reconciliation to cover any additional wages or supplements due.

NYC project nuances you should know

New York City projects add layers that you should plan for at bid time. The Comptroller publishes city wage schedules for construction workers, apprentices, and building service employees, and you must use the city schedule when the contract requires it. Some city service contracts also carry living wage rules, so check both the building service schedule and any living wage schedule cited by the agency. City agencies may require their own certified payroll form and daily sign-in logs. For a checklist of local rules and how they impact timekeeping, read the New York Payroll Laws 2025 Guide. Several city owners, such as the School Construction Authority, require portal submissions and training before you upload.

City Comptroller schedules vs statewide rates

City schedules may differ from statewide schedules for the same trade and county, and the contract will tell you which one controls. Pull the current city schedule for the effective year and keep it posted at the site. If the city schedule updates midyear, apply the update from the effective date listed. Keep both the city and state schedule in your file when a project cites both, and annotate which parts of the project use each schedule. When in doubt, ask the fiscal officer in writing and keep the response in your job file.

Living wage vs prevailing wage on service contracts

Some city service contracts carry living wage rules along with prevailing wage rules for building service employees. When both apply, compare the living wage and the prevailing wage for the title and pay the higher total package. Apply the correct supplement rate listed in the building service schedule, even when the living wage sets a higher base. File weekly certified payrolls and keep sign-in sheets where required. Label each title clearly so reviewers can see which schedule you applied.

PLA projects and agency portal requirements

Project Labor Agreements set work rules and hiring hall procedures for covered projects, and they can include premium or shift provisions that affect pay. Even under a PLA, you still meet prevailing wage and certified payroll obligations. Many PLA projects in the city require portal submissions of certified payrolls and daily sign-in logs. Arrange access before mobilization and train your staff on the portal so submissions start on time. Keep a copy of the PLA and any agency portal instructions in your job file for quick reference.

Davis-Bacon vs New York Labor Law

Federal Davis-Bacon rules and New York Labor Law both show up on many projects, and you must reconcile them cleanly. Compare base wages and supplements by classification and pay the higher figure for each component. Follow the stricter recordkeeping and reporting rule when they differ, which usually means weekly certified payrolls across the board. Submit to both the federal program and the state or city fiscal officer when each requires a package. Keep a determination memo in your file that shows which schedule and rule you applied for each piece of the project.

When federal DBRA applies on New York jobs

DBRA applies when a federal agency funds or assists the project and includes Davis-Bacon requirements in the contract. If the project mixes federal and state funding, you will see both DBRA and New York Article 8 or 9 language. List the correct federal wage decision number on the WH-347 and the correct PRC number on the state or city form. Track the seven-day submission clock for the federal program and the agency’s weekly clock for the local package. If a federal agency updates the wage decision mid-project, follow the modification clauses in the contract.

Reconciling conflicting rates and choosing the higher

When the federal and state schedules differ, pay the higher base wage and the higher supplement for the same classification and task. Document the comparison and keep it in your file so you can show your logic during a review. Train payroll staff to pick the correct classification code on timesheets so you match rates cleanly. Update job cost projections when a midyear schedule change shifts either the base wage or the supplement. Confirm with the fiscal officer if you see a conflict between a city schedule and the statewide schedule for the same title.

Documenting determinations in your job file

Write a short memo at project start that lists the wage schedules, the controlling rules, the form formats, and the submission recipients. Include screenshots or PDFs of the schedules with effective dates highlighted. Add a matrix that maps each classification to the controlling rate and supplement. Keep written answers from fiscal officers about form formats or portal rules. Store the memo in your certified payroll folder and update it when a schedule or portal rule changes.

Apprentices and ratios on certified payroll

Pay apprentice rates only when a worker registers in a New York State-approved program and you keep proof of registration on file. Track apprentice-to-journeyman ratios by craft and never exceed the posted limits day by day. On the certified payroll, mark apprentice status and apply the correct percentage of the journeyman base wage, with supplements as posted. Collect and file completion certificates or step-up letters as the apprentice progresses, because each step changes the percentage rate. A clean apprentice file prevents findings and protects your bid margins.

Registering apprentices and proving status

Before you bill apprentice rates, confirm registration with the New York State Department of Labor and print the proof for your file. Ask the program for letters that show the current step and percentage. If an apprentice lapses or transfers, update the file and adjust the rate on the next check. Keep correspondence with the program so an auditor can confirm status quickly. Never apply apprentice rates to an unregistered worker.

Applying apprentice vs journeyman rates correctly

Set your payroll system to compute the apprentice percentage of the journeyman base wage by step. Keep the supplement at the full posted rate unless the schedule lists a separate apprentice supplement. If a worker performs journeyman duties, pay the journeyman rate for those hours regardless of hire title. Split time entries by classification when a worker performs more than one covered task in a week. Double-check that ratios stayed within limits each day.

Recording hours toward program requirements

Many programs require a set number of on-the-job training hours for each step. Track those hours by craft and attach a monthly summary to your certified payroll file. When a program requests verification, your records will match the weekly certified payrolls and sign-in sheets. Update the apprentice’s step in your payroll system when the program issues a progression notice. Keep a copy of the progression notice with your rate change log.

Apprentice credit documentation

If your CBA or schedule allows an apprentice credit, document the formula and show how you applied it each week. Keep program letters that confirm the apprentice’s current percentage. Do not treat apprentice credit as an exemption from supplements unless the schedule states it. Reconcile apprentice credit entries against hours worked so no shortfall carries forward. Train staff to flag classification changes that affect apprentice credit midweek.

Subcontractor management and flow-down compliance

The prime contractor carries responsibility for sub compliance, including wage payments and certified payrolls. Build compliance into subcontract agreements with clear flow-down language, weekly delivery deadlines, and cure rights. Collect sub certified payrolls each week before you submit your own, and spot-check classifications, hours, and supplements. Withhold payments if a sub misses a report or underpays and release funds after the sub corrects the issue. Keep a sub tracker with due dates, received dates, findings, and fixes.

Collecting subs’ certified payrolls weekly

Require subs to deliver their certified payrolls within the same seven-day window you follow. Provide a template and instructions at kickoff. Review for missing signatures, bad math, or misclassifications, and send a same-day notice with the fix list. Hold progress payments until subs cure defects and provide revised statements. File all sub payrolls with your own package so the agency sees a complete record.

Withholding for noncompliance and cure notices

Your subcontract should state that you can withhold payment when a sub fails to submit complete certified payrolls or underpays wages or supplements. Send a written cure notice that lists the missing items and a deadline. If the sub fails to cure, continue to withhold and notify the agency if the deficiency affects the project. When the sub cures, release the withheld amount and document the correction. Use a standard cure letter to keep a consistent approach across projects.

Prime contractor responsibility and oversight

Agencies can hold the prime responsible for a sub’s underpayments or missing payrolls. Protect your company by reviewing sub packages weekly and coaching subs on corrections. Keep meeting notes that show you addressed issues and set timelines. If a sub fails to course-correct, replace the sub or move the crew to another part of the job to stop exposure. Strong oversight saves you from withheld funds and protects your project schedule.

County and locality specifics

Prevailing wage schedules run by county and sometimes include group numbers, zones, travel pay, and shift or holiday premiums. Request the Original Wage Schedule and note the PRC number in your file and on your weekly payroll. Review overtime codes and notes for each classification so you set the right premiums. Learn the travel pay rules and zones where the schedule posts them, and budget for those costs. Post the correct schedule at the site and give workers a copy at the start of the job and with the first paycheck after July 1 if the rules require it.

Finding the current wage schedule for your PRC

At award, request the Original Wage Schedule for the project and save the link that shows the PRC number. Download a PDF copy and place it in the project folder. Check the NYSDOL’s Prevailing Wage Schedules page for monthly updates or corrections and apply changes from the effective date. Include the PRC number on every certified payroll so reviewers connect your pay rates to the right schedule. Keep screenshots of the schedule dates as extra proof.

Interpreting group numbers, zones, and travel pay

Some trades list multiple groups or zones with different rates based on equipment, height, distance, or region. Read the trade’s notes carefully and set your class codes by group so your payroll applies the right rate. Travel pay and zone differentials can add dollars per hour or per day; capture these in your setup so the items post to checks when triggered. Train foremen to note when a crew crosses a zone or hits a height threshold. Keep a one-page cheat sheet by trade so supervisors know which triggers to flag.

Holidays and premium rates by classification

Schedules often list paid holidays and premium rates for work on those days. Mark those dates on your project calendar and set your payroll system to apply the correct premium rate. If a PLA or CBA lists different holiday rules, follow the controlling document and note the difference in your file. For service contracts, check the building service schedule for holiday rules that differ from construction trades. Communicate holiday pay rules to workers before the dates arrive to avoid confusion.

Alteration and repair scope mapping

Many schedules distinguish new construction, alteration, and repair with different classifications or premiums. Mark scope on daily reports so payroll knows which rate to apply. If a crew shifts from alteration to repair in the same day, split hours by task. Add a scope field in your time app so data flows to the certified payroll without manual edits. Keep scope notes with photos when a rate hinges on equipment or methods.

Frequent mistakes that trigger callbacks

Misclassifications cause most callbacks. A close second comes from wrong supplement math, especially on overtime hours. Using the wrong county schedule or an outdated schedule also creates findings. Missing signatures on the statement of compliance stops payment. Leaving off daily hours or failing to show project-only hours triggers questions and delays. A pre-submission checklist catches these issues before the agency calls you. For quick decision help on when outsourcing fits, read Payroll Outsourcing: A Powerful Solution for Modern Businesses.

Misclassification of labor titles

Classify by the task performed, not just the employee’s hire title. If a laborer runs an operating engineer’s equipment for part of the day, pay that time at the operating engineer rate. If a carpenter spends hours on demolition listed under another title, move those hours to the correct classification. Keep foreman notes that explain split-task days so reviewers can follow your logic. Retrain staff if you see repeat misclassifications for the same trade.

Missing supplements on overtime or travel

Apply supplements on every hour, including overtime hours. If the schedule adds a premium supplement for certain hours or travel, include it. Do not compute time-and-a-half on the supplement; apply the posted supplement rate per hour. Check travel pay and zone rules so you add the proper differentials when crews cross boundaries. Tie these rules to job codes in your payroll system to reduce manual steps.

Using the wrong county or outdated schedule

Confirm the county where the jobsite sits and pull that county’s schedule. Check the effective dates and apply the new schedule on July 1 each year or when the agency publishes an update. If the agency issues a correction during the year, apply it from the stated date. Keep the PRC number on every weekly payroll so the reviewer matches your rates to the right schedule. If the city schedule controls, use the city schedule even when the state schedule looks similar.

Quick FAQ roundup for 2025 filers

This section answers the questions field crews and payroll teams ask most. Use it to train new admins and to double-check your process before you submit. If your contract adds unique conditions, annotate the answers with project-specific notes and store that memo in your file. Share this roundup with subs so everyone follows the same playbook.

Who needs to file certified payroll in New York

Primes and subs on Article 8 public work and Article 9 building service contracts file weekly certified payrolls. The duty covers any employer with covered workers on the jobsite during the week. Suppliers who deliver materials only usually do not file, but confirm the contract language before you skip a report. If you step on site and perform covered work, you file.

Which form is required for my project

The federal WH-347 works on federal and many dual-funded jobs, while state and city agencies often require their own formats. Ask the fiscal officer at award which form applies and whether an equivalent export is acceptable. On NYC projects, use the Comptroller’s certified payroll report template. If two funders require reports, prepare both from the same source data so totals match.

How often do I submit and to whom

Submit weekly within seven days after the pay period ends, and send your package to the contract’s fiscal officer or portal. On some grants, you also submit a monthly transcript in addition to weekly reports. Dual-funded projects can require both federal and local submissions. Keep a log with recipient, form type, and confirmation number for each week.

Can I pay supplements in cash

Yes. You can pay the posted supplement rate as cash on the check, fund bona fide plans that cost at least the posted rate, or blend both. On overtime hours, you still owe the full supplement rate per hour. Do not add an overtime premium to cash-in-lieu supplements. Keep proof of plan contributions for any credited benefits.

How long must I retain payroll records

Keep certified payrolls and all supporting records for six years. That includes timesheets, sign-in logs, pay stubs, benefit remittances, apprentice documents, and signed compliance statements. Keep schedule copies with effective dates and the PRC number. Store digital backups in two places to protect against loss.

At Premier Payroll NY, we help you standardize compliance reporting

At Premier Payroll NY, we cut busywork and document decisions clearly so reviewers trust your packet. Our team sets up prevailing wage schedules, builds apprentice ratio controls, and connects timekeeping so payroll information flows cleanly into weekly reports. We design exports that drop straight into each agency portal and maintain a checklist that matches your contract. Explore our regional capabilities in Best Payroll Services on Long Island and our industry experience for fleets in Trucking Payroll Solutions. When you need help tuning the flow, our specialists walk your staff through the setup and support you during audits.

In summary…

You can nail certified payroll in New York with a clear plan, clean data, and weekly discipline. Use the right schedule and the right form for each funder, pay the higher wage where rules overlap, and apply supplements on every hour. Keep a six-year record, sign every week, and fix errors fast to avoid holds and penalties. If you want a simple weekly checklist and portal-ready exports, talk with Premier Payroll NY and keep your labor compliance tight without slowing the job.

FAQs

What is a certified payroll report in New York?
A certified payroll report is a weekly statement that shows each covered worker’s name, classification, hours by day, base wage, supplements, gross pay, deductions, and net pay for work performed on a public work or building service contract. An officer signs a statement of compliance that confirms you paid at least the posted wage and supplements. Agencies use the report to verify compliance before they release payment. You must file for each week you perform covered work.

Does New York accept the federal WH-347?
Many contracts accept the WH-347 on federal and dual-funded jobs, but state and city agencies often require their own form or signature language. Ask the fiscal officer which format applies. You can export your payroll data to different formats as long as every required field appears. Always include a signed statement of compliance that matches the agency’s wording.

How do I handle overtime and supplements?
Compute overtime premiums on the base wage only, and apply the posted supplement rate on every hour worked. Do not multiply the supplement by 1.5. If the schedule lists premium supplements for weekends or holidays, follow those notes. Keep proof of benefit plan contributions if you claim credits toward the supplement rate.

How long must I keep certified payroll records in New York?
Keep certified payrolls and supporting records for six years. That includes timesheets, sign-in logs, pay stubs, benefit proofs, apprentice documents, and the signed statement of compliance. Store digital backups and keep the project’s PRC or city schedule with effective dates in the file.

What changes in 2025 for electronic submissions?
New York State moves to electronic certified payroll submissions by the end of 2025, and several city agencies already require portal uploads. Prepare by mapping your payroll data to the portal template, setting up user access, and testing exports early. Keep portal receipts and a PDF archive for every week. If you find an error, file a revised statement as soon as possible.