This sections helps you to understand the different features of PRJC.
Set Up–ADD STRUCTURE
Here you enter your business classifications, employees, contractors and projects you are working..
This form captures all the information for the required prevailing wage record keeping and reporting requirements. It is rather comprehensive, but must be completed for any audit by a State agency. The Prime Contractor registration and State license number should be recorded here.
The dates required are listed as Bid Due Date, Award Date, Job Start Date, and Job Completion Date. Estimate these if not completely sure, but print this document and hand write the dates as they become available.
Labor is broken out from the Total Contract Amount as a record keeping requirement. Enter the Pay Rate and Fringe Rate here.
Each Project has an assigned business risk classification. It may be for this specific project or a general contractor license. Add it to the Classification menu. The Scope of Work can be for any reason such as describing the Project or special instructions, but should correspond to the risk classification.
The Sales Tax box is to remind you if you need to collect this tax. This information is on the contract you signed. If not, ask.
If the project specifies Piecework, then work hours have to be signed for on the Project Timesheet for record keeping compliance in addition to the Units such as square feet, lineal feet, or roofing squares.
Print this data before you submit it for a complete historical record before adding the next Project.
BUSINESS RISK CLASSIFICATION
Use Add Classification toenter the business risks assigned to your business for employees, independent contractors, and subcontractors. To find these numerical codes, rates and descriptions, look at your last workers’ compensation report you filed or call your policy manager in the State you are doing business. You must add the year in front of every classification description for historical data capability.
Record keeping requirements demand you link a classification with an Employee, Contractor, and for Projects that have prevailing wage reporting requirements. If you are audited, this information will reduce your assessment of premium taxes and penalties.
After you have entered the basic classification number, enter any sub classification such as -01, and describe the job that person is doing from the classification description. Next, enter the premium or tax rate that has been assigned.
After the Classifications are entered in the program, you can edit them from the Classification Report when they change for the employees, contractors, and projects.
You can use subcontractors as employees as long as they are licensed and bonded. If necessary for compliance issues, refer to our CONCalculator program to get all the information required to hire this subcontractor.
When entering Employees, you can use the last four digits of their social security number, or the whole number to be able to file an Unemployment Insurance Report that requires it. A Subcontractor has to provide his State I.D. such as a master business identifier number.
When an employee (or subcontractor) hires on, they must be assigned with different classifications that apply to their work per record keeping requirements dealing with multi-classifications.
Enter the Pay Rate and the Fringe Rate assigned to this Project. This is usually provided by the Prime Contractor you are going to work for. Workers’ Compensation requires a form with the Hire Date and Release Date for compliance.
After the Employees are in the program, you can edit them from the Employee/Subcontractor Report.
If you wish to remove any of these records, you can use the editing feature on Employee/Subcontractor Report by placing RELEASED in the Release Date.
COMBINE EMPLOYEE/SUBCONTRACTOR & CLASSIFICATION
The Combine Employee/Subcontractor & Class menu is to create a worker with a classification and the current pay rate. These copies to the Timesheets and Add Contractor Hours menu to make sure there are no data entry errors. The employee/subcontractor can have more than one work classification.
Print out Employee/Subcontractor Timesheets to capture the hours and classifications. The Timesheets can be customized to fit your company’s way of doing business. No two companies will use this program the same. The Projects are listed on the left column.
By first identifying the Pay Period dates, you can use the pull down menu to identify the employee/subcontractor and his/her classification number to print out the Timesheet. If this worker is to report in more than one classification, you print out those different Timesheets.
Use the Comment field for reminders, assigning working locations, or anything else you can think of. This form is customized by listing the Projects along the left side. That way the identity of the employee/subcontractor doing the work is captured.
The REIMBURSEMENT area is for capturing materials or meals paid so that this is not considered labor. Any BONUS amount is placed here for the same reason. The page prints should be printed in landscape at 70% or 80% on most systems so the footer does not come as a page 2.
In order to be in compliance, employees and independent contractors (subcontractors) must report hours worked. Piece work units and hours will be recorded as a standard record keeping reporting requirement. An Average Hourly Wage will be used to estimate hours if there is no signature on this Timesheet from the amount paid. Usually, this ends up doubling the premiums and taxes if audited by a State agency.
When the signed Timesheets are returned, PAYROLL will use these sheets to Add Project Hours and create Reimbursement and Bonus separate checks. Accounts Payable will reimburse the employee/subcontractor with the proper documentation. Make sure everyone signs these legal documents as to the true hours worked – including the piecework and special industry independent contractors.
Regulations state you have to print and get a signature on the Add Project Hours timesheet per record keeping requirements. This will help during audits to prevent estimated hours and penalty taxes.
ADD PROJECT HOURS
When adding employee/subcontractor hours, the Timesheets are used to verify and record the hours in a 4-step process to secure accuracy. Caution: This process cannot be edited once submitted. Only the HelpDesk can delete erroneous entries for program integrity. If you are not sure of this entry before submitting, just use a back button or any menu button to start a new record. Erroneous entries cannot be edited.
Regardless of the Pay Category, hours will be kept per record keeping requirements. If a subcontractor turns out not to be properly licensed during the Project, you pay for the hours he worked, not some estimated tax and penalty.
Step 1 is to verify the Pay Period, Quarter, Pay Category, Employee/Subcontractor, and Classification. If this employee or subcontractor buys materials or is paid a bonus, that information needs to be captured using the drop down menu so that these dollars are not considered wages. Remember, you may have more than one Classification for an employee such as warehouseman and driver, or remodeler and concrete work.
Step 2 is to enter the hours and verify the written signature. These hours are captured into each Project and propagated into the reports from this page. The Calculate box is to do the math. Then go to Step 3 by clicking the Save & Next box.
If you are reporting salary employees, you still have to use an hourly wage in the program for compliance purposes. If the hours vary each month, edit the employee to calculate the hour wage if the pay is the same. If your State records taxes from reported wages, just enter the hours.
Step 3 is to record and verify the Regular Hours recorded here using the Rate of Pay (from the top of the form) hours that end up on the final reports. Use the Calculate button to do the math. The Save & Next box leads you to Step 4 which is a summary of your input for one last verification. Use the Refresh, Back, and Retry or any menu button to make any corrections.
This is where bookkeepers and accountants capture these hours to enter into their payroll programs. Reimbursement and Bonus amounts are recorded here for payment as long as there are receipts and other authorized documentation. Click to Print This Page for the accounts payable department.
The program formulas for workers compensation and unemployment insurance are as follows: workers compensation captures hours and dollars for hours, overtime, and holidays. Unemployment insurance captures hours and dollars for hours, overtime, vacation, holidays, but adds bonus dollars.
Projects can be edited for adjustments to the contract and start and stop dates, and more.
Classifications can be edited for any changes in rates within the current year. Annual rates are added as a new Add
Classification entry to preserve historical reports.
Employee/ Subcontractor data can be edited here.
Combinations report can be edited for rate of pay and fringe rate changes tied to any changes in the classification data.
Here is where you can edit employee/subcontractor pay data, change classification information and rates, and project date information. These four reports are for your ease in finding out the listings for employees, subcontractors, classifications, and the projects worked that you have entered in your database. Edit the Project dates as there will be delays, but definitely fill in the Completion Date.
PROJECT DETAIL REPORTS
- Hours Detail By Classification
- Hours Detail By Worker (employee/subcontractor)
- Hours Detail By Project
PROJECT SUMMARY REPORTS
- Hours By Worker Summary
- Hours By Project Summary
The Project Affidavit Summary looks just like the government form showing classification description, classification number, number of workers, and hours for any time period on any project. No other program does this for you.
The following fields are reported for Project reports:
- Project Title
- Awarding Agency
- Contract Number
- Intent I.D.
- Primary Contractor
- Registration Number
- State Number
- Bid Due Date
- Award Date
- Job State Date
- Job Completion Date
- Total Contract Amount
- Labor Amount (Portion)
- Sales Tax
- Scope of Work
- Type of Labor
The Project will count the number of Employees/Subcontractors who worked on this specific project in a specific classification, and total the wages. After all totals of number or workers, hours, and sums, the report adds them for a total count of workers, hours, and pay for this specific project. Then, the program goes to the next project and does the same. The reports can be generated by date or project in about five (5) seconds. Sort by project, class, employee, classification, or a combo of any 2 or 3, we have made it easier then ever to report prevailing wage, your account/bookkeeper will thank you!
As a bonus, you can use this report for State unemployment insurance calculations and certified payrolls.
These reports are the detail summary reports used for PAYROLL and ACCOUNTS PAYABLE input for Employee/Subcontractor gross hours and wages and Prevailing Wage Affidavit reporting. This is why you bought the program. As you have continuously entered data, you have created these reports.
They cannot be edited once submitted into the payroll, contractor, and prevailing wage sections for workers’ compensation and unemployment insurance tax calculations. These entries are fixed to prevent fraud and conform to regulatory agency record keeping reporting policies to ensure compliance.
You can create any timeframe report in five seconds. All you have to do is print these or copy the data onto the State forms for compliance reporting. WKRComp, LLC can customize these reports for your State. Contact us anytime!
Below is a list of reasons why using PRJC will benefit your business.
- tracks the different business risk classifications assigned to the same employee
- ensures your employees are assigned correct classification(s)
- replaces piece work estimates for reporting construction industry hours
- supports the use of special industries and their reporting guidelines
- provides proof of record keeping timecards and signatures for any field audit for your employees and subcontractors per multiple departmental regulations and written policies
- ensures compliance with reporting to the different State agencies
- saves time and money reporting to your accountant or bookkeeper
- can use different time frames for analysis. For example, to check on when a project was completed and what was paid, when an employee started and ended employment, and when the last check or pay period occurred, or any other analysis.
- great for cash flow analysis for payroll taxes
- on line support, education, webinars, and seminars
Additional services are available for audit appeals and preventative consultations. We can analyze your business model to make sure you are in compliance, evaluate contracts and proposals, and make suggestions to save premiums and taxes from our years of helping many small businesses.
Payroll and tax preparation programs such as QuickBooks, Payroll Solutions, Paychecks, ADP, H&R Block, and more, can recommend this program to help their clients’ report these taxes simple, quick, and accurately. Ask one of their representatives to contact us to create simple, quick, and accurate reports.
(additional charges may apply)
- Phone Support
- Onsite Audit Support
- Onsite Appeals Support
- Contract Analysis
- Contract Writing
- Audit Reviews
- Appeals Review
- External Audits
Questions? Contact Help Desk
Helpdesk is used to assist you after you have entered the data required to run the program.