DSM Instructional – Using Certified Payroll

 

DSM can produce both the weekly (WH-347) and monthly (CC-257) reports.  Different states and municipalities require slightly different formats.  It is up to you to determine if these reports will satisfy the requirements in your area.  Peak Software Systems assumes no liability for the accuracy of the reports.

 

The required steps for producing certified payroll reports are:

 

1.            Create Job Site Entries For Each Certified Job Site.

2.            Identify Individual Jobs With The Correct Job Site

3.            Enter Timecard Information

4.            Enter Paycheck Stub Totals (required for weekly report only)

5.            Print Certified Reports

 

Important

The key to smooth processing of certified jobs is to identify the certified jobs from the start.  DSM needs a way to identify all the individual jobs which belong to a certified job.  The tool is to use the Job Site field on the orders screen.  Once jobs are coded from the start, the correct wage rates and certified reports just fall out without any extra effort.

 

 

 

Step1:  Create Job Site Entries For Each Certified Job

 

Each Contractor you work for at a certified job site will need a unique entry in the job site table.  This entry will include job site information as well as information which is required on the certified payroll reports.  In addition you must define the rates of pay required on that job.

 

Enter new jobs by going to File / Table Maintenance / Job Sites.  Select New for a new job site.  Fill in the information as known.  Even if you do not have all the information but you know the job is going to be certified, define the site. 

 

The most important fields are:

 

Job Site#:        Your unique number to identify the job.  It can be up 10 characters made of both letters and/or numbers. 

 

Customer #:    Links the site to a specific contractor.  The Find button next to the customer # will bring up a customer finder. 

 

Site Details:      Fill out the address information as this will default into the job order making job order entry easier.

 

Wage Type:    Set this to “C” to indicate certified.  Unless this is done, DSM will not produce certified payroll reports.

 

Minimum Pay Scales:            Certified Jobs require that certain minimum wage rates are paid for various type of work.  Press the new button to add in all the wage classifications you will be using.  Note that when multiple wages are added, you can set the default to the most common.

 

Also note that overtime rates are calculated by multiplying the basic rate times the appropriate overtime multiplier (usually 1.5) and adding in the benefit rate.

 

 

 

Step

Step 2: Identify Individual Jobs With The Correct Job Site

 

When entering the job orders, choose certified job sites by pressing the Sites button.  The following screen will appear.

 

Important:  You must choose the From Job Sites Table option.  By default DSM show you the job history.  After the initial job order entry, this certified job will appear in the history.  At that time you can select it from history or the job site table.  The crucial point is that the Job Site field must contain the 10 character code defined in Job Site Table.

 

 

 

 

Important:  Note that the Job Site field next to the Sites button must be filled in with a valid job site as defined in the job site table for DSM to track certified payroll.

 

 

Step 3: Enter Timecard Information

 

Although this is a normal part of DSM, there is an extra step in dealing with certified payroll.  This is selecting the correct work classification.  In this step you simply identify the correct Certified Job Rate Class for the job done today.

 

 

 

In doing so, note that DSM will will automatically look up the workers job rate and compare it to the rate you selected in the Certified Job Rate Class field.   It uses whichever is higher.  You can check the results by clicking the manual rate button.  It will then show you the correct rate and benefit information.

 

The timekeeping report pay attention to not only hours worked but hours workat at what rate.  Therefore by correctly specifying the rate at the timecard level, DSM should produce a report with all necessary information to submit for payroll processing.

 

Step 4: Enter Paycheck Stub Totals (required for weekly report only)

 

The certified weekly report requires the details of the actual paycheck which is not produced in DSM. This information is entered on the following screen which can be found under Billing / Enter Pay Stub Information.

 

 

 

 

By default, DSM only prompts you for the paycheck stub information of employees who are involved in Certified Payroll jobs for the week.  Simply highlight the employee and press enter.  Then enter the appropriate information.

 

 

 

Note that the itemize deduction fields are probably disabled on your screen.  Most areas do not need to report the specifics of the deductions.  If your area does, the option can be enabled.  It will however require a custom report.

 

Step 5: Print Certified Payroll Reports

 

At anytime after timecards have been entered, you can go to Reports / Timecard / Certified Weekly Report or Certified Monthly Report.

 

If you get a Certified Payroll Job Warning… screen, you have marked jobs as certified by specifying the wage type as certified but not tied them to a job site in the job site table.  In this case simply backtrack and define the jobs site in the job site table (step 1), then edit the job orders and assign them to the job site.

 

Certified Weekly Report

 

If you try to print a Weekly Report but have not entered the paystub information.  DSM will prompt you to enter the paystub information and take you to those reports.

 

You have your choice of using the official WH-347 form which prints on plain legal size paper (the form is part of the report) or choosing a generic layout which will print on standard letter size paper.  If neither format is suitable, it may be possible to create a custom format to meet your needs.  In this case you will need to contact Peak Software and an additional fee will be involved.

 

 

Need to show printed WH-347

Certified Monthly Report

 

This report is similar to the weekly however paystub information is not necessary.  It provides the monthly summary of hours and workers worked.  Note that the minority information is obtained from the employee profile.  You can access that by select File / Configuration / User Person.  Choose the employee and then access the More Info button on the user screen.

 

 

 

 

 

Special Situations

 

Dealing With Certified After Payroll Has Been Processed.

 

In this case you will need to do the following.

1.    Add the job site to the job site table if it is not already there.

2.    Edit the job orders involved and attach them to the Job Site

3.    Edit the associated timecards and select the correct Certified Job Rate Class

4.    Print the appropriate certified payroll reports.