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Entering Data into Ohio DOT’s Excel Payroll Template

February 12, 2015 Page 2

Entering Data into the Excel Payroll Template

Prepared by the Ohio Department of Transportation (ODOT)



Overview

Vendors/contractors can either use the Payroll Spreadsheet Conversion process or manually enter data if they do not have a computerized payroll system capable of generating a payroll XML file to import into Trns•port. Contracting vendors, who may not have internet access, can use any public computer (e.g. a local library computer) or another contractor’s computer to access the standard Excel spreadsheet and on‐line convertor tool to convert the Excel output file to the Payroll XML file format or manually access the system and enter the payroll data.

• The Trns•port Excel Payroll Spreadsheet was designed with smaller contractors or small contractor crew sizes in mind. The spreadsheet, by design, has entry spaces for a maximum of 50 classifications per payroll (e.g. 10 employees with 5 classifications each or 50 employees with one classification each).

• You will need Microsoft Excel 2007 or 2010 to use this file.

• ODOT customized the Trns•port Payroll Spreadsheet to better meet ODOT’s requirements. The customized

spreadsheet is ‐> http://transportation.ohio.gov/CRL/Documents/payroll.xlsx.

For ODOT projects do NOT use the Trns•port Payroll Spreadsheet found on the Cloverleaf Web Site.

Sample from Job Classifications Listing (Found on the second tab of the payroll template/spreadsheet)



Step 1 ‐ To download the Ohio version of the Payroll Template go to ‐>

http://transportation.ohio.gov/CRL/Documents/payroll.xlsx. DO NOT use the spreadsheet from this page for Ohio

DOT projects.

Step 2 ‐ To convert any completed Excel Template/Spreadsheet go to https://xml.cloverleaf.net/spreadsheet/.

Step 3 – Go to AASHTOWare Project Payroll Spreadsheet Conversion Utility. https://xml.cloverleaf.net/spreadsheet/

Step 4 – Follow the online instructions in the Converter Section on the bottom portion of the web page.

https://xml.cloverleaf.net/spreadsheet/



CRITICAL!!! ENTER DATA AS DESCRIBED ‐ Payroll data must be entered as described in this guide. Failure to do so may

generate errors when the Excel template is converted. This may cause the XML Upload to fail.

DO NOT ENTER FORMULAS ‐ The Excel Template was designed strictly as a data entry tool. The spreadsheet will NOT

convert correctly to XML if you ENTER FORMULAS INTO THE SPREADSHEET! The template/spreadsheet is locked so you

can only get to the specific cells you need to enter data. You can use the ZOOM feature to increase the size of the

spreadsheet for viewing.

Section 1 – Contractor Information, Payroll Number and Week Ending

Section

Field Name

What Information to Enter

1 Contractor Subcontractor (checkbox)

Type “X” in the appropriate checkbox to identify your company as the prime contractor or subcontractor.

1 Name of Contractor

Company Name

1 Contractor’s ID

This is your 9‐digit Vendor Number. You should verify your ID prior to entering information into the system. To verify you can go to the Vendor List Lookup. (http://odotextrpt.dot.state.oh.us/ViewReport.aspx?reportPath=%2fprd%2fpreconstruction%2fpublic%2fvendor+id+lookup) The Contractor (Vendor) Lookup helps contractors search for vendors, subcontractors and suppliers to ensure they are in CRL. The correct Vendor ID is contained in the first column. Note: If you have been entering payrolls and suddenly get an error message that you are not authorized you should verify your Vendor ID via the lookup.

1 Payroll Number

Based on the sequence of work performed on the project.

1 For Week Ending

Enter the week ending date here and it will automatically populate the daily dates on Row 30.

Section 2 – Address, Contract Number and Fringe Information

Section 1 Section 2



Section Field Name What Information to Enter

2 Addr 1 Complete Address

2 Addr 2 If needed, additional address information

2 City City

2 State State Abbreviations (OH, KY, MI, etc.)

2 Zip 5‐digit Zip Code

2 Contract #

2 Day Cell R29 – Click in the “Select Day” field, click on drop down arrow and select the starting day or your normal pay period. The following days for this work week will auto‐fill.

2 Date These dates will be auto‐filled by entering the week ending date in Cell F26.

2 (a)WHERE FRINGE BENEFITS ARE PAID TO APPROVED PLANS, FUNDS, OR PROGRAMS (check box) (b)WHERE FRINGE BENEFITS ARE PAID IN CASH (check box)

You must select either (a) or (b) – ONLY ONE. Check (a) if the company has any fringe benefit plans offered to employees. The “Fringe Benefit Area” will need to be completed as well. This indicates all employees are receiving the Total Contract Classification Prevailing Wage Rate as cash and listing the total amount in the “Straight/Overtime” hourly “Rates of Pay” boxes.

Section 3 ‐ Fringe Benefits


3 Benefit Program Name Required Field – No More Than 80 Characters

3 Benefit Program Type Click in “Type” Field, use the drop down to select the “Program Type”. Upon selecting “Benefit Program Type”, the corresponding columns on the row must be completed in order to have a valid entry.

3 Benefit Account Number

Required Field – No More Than 40 Characters

3 Benefit Program Classification

Required Field – No More Than 20 Characters

3 Contract Person Contact Person from Benefit Program Office – No More Than 40 Characters

3 Contract Person’s Phone

Required

Section 3



If additional Benefit Accounts are needed they will have to be manually entered into the system after the payroll is

imported.

Section 4 – Individual Employee Name and Identifier


4 Last Name Required

4 First Name Required – Use the Name from Your Payroll System

4 Middle Initial Required – Just the Middle Initial No Period After

4 SSN Required – Full SSN – No Dashes, Numbers Only

4 Partial SSN Ohio DOT Spreadsheet Does Not Allow Entry of This Cell

4 Vendor Emp ID If Applicable

4 Gender Choose Gender From the Drop Down List

4 Ethnicity Choose Appropriate Ethnicity From the Drop Down List (Click in the Yellow Highlighted Cell to See the Values in the List)

4 Addr 1 Address

4 Addr 2 If Needed, Additional Address Information

4 City City

4 State State Abbreviation (OH, KY, MI, etc.)

4 Zip 5‐Digit Zip Code

4 Has Changed Select “True” from the Drop Down List if ANY of the Information is a Change from what was Previously Submitted.

4 Salaried (Y/N) Select Appropriate Response from the Drop Down List (Default is No). Salaried Employee Process at End of This Manual

Section 5 – Hours Worked Each Day


5 O.T. Number of Overtime Hours Worked that Day on the Project Under this Classification (Hours Worked – DO NOT DELETE ANY ZEROS)

5 S.T. Number of Straight Time Hours Worked that Day on the Project Under this Classification (Hours Worked – DO NOT DELETE ANY ZEROS)

5 Total O.T. Total Number of Overtime Hours Under this Classification Worked that Week

Section 4 Section 5




5 Total S.T. Total Number of Straight Time Hours Under this Classification Worked that Week

5 Rate of Pay – O.T. Overtime Hourly Rate Paid to the Worker for this Classification (Overtime Rate MUST BE ENTERED even if worker had no OT for this period)

5 Rate of Pay – S.T. Straight Time Hourly Rate Paid to the Worker for this Classification

5 Employee Comments Optional

NOTE: DO NOT ENTER FORMULAS INTO THESE FIELDS

Section 6 – Project Number, Craft Code, Labor Class, OJT%, Apprentice Information, Project Gross


6 Project # NOTE: If you are a subcontractor, get this number from the prime contractor. The Project Number is not the State Project Number.

6 Craft Code Select the appropriate craft code number from the drop down list (click in the highlighted cell to see the drop‐down list).

6 Labor Class Select the appropriate craft labor class from the drop down list (click in the highlighted cell to see the drop‐down list).

6 OJT % This percentage is issue by the Office of Civil Rights.

6 Apprentice ID This number is the Apprentice’s Indentured number issued by the State or Federal Departments of Labor.

6 Apprentice Wage % The current percentage rate the employee has reached based on the company apprenticeship agreement.

6 Lump Sum This field is used to show contract required lump sum payments to employees not generally used in Ohio.

6 Project Gross The gross amount earned by the employee for work on this project for this classification.

You can view a complete list of necessary codes for CRL by clicking on the Payroll Template/Spreadsheet tabs on the

bottom of the workbook.

Section 6



Section 7 – Pay Period Gross, FICA, Federal Income, State Income Tax, Medicare, Other Deduction, Total Payroll

Deductions, Net Wages


7 Pay Period Gross Full amount of salary earned by the employee for all hours worked during the pay period on both public and private work.

7 FICA Full employee FICA deducted from the gross pay for the week.

7 Federal Income Tax Full employee federal income tax deducted from the gross pay for the week.

7 State Income Tax Full employee state income tax deducted from the gross pay for the week.

7 Other Deduction Full employee Medicare deducted from the gross pay for the week.

7 Total Payroll Deductions

Total deductions removed from the employee gross pay including other deductions.

7 Net Wages This should list the full dollar amount of the check issued to the employee for the pay period.

“Project Gross” is the total wages for the classification on this project id number.

Section 7



Think of this row as your check stub and needs to be completed for each cell associated to a given employee. This row is

the total pay period gross, total deductions and net pay of the check issued for the work week for both project numbers

or classifications and any other work perform during the work week.

Section 8 – Health Welfare, Vacation Holiday, Apprentice Fund, Pension, Other 1, Other 2, Total Project Fringe

Benefits


Fringe Benefit Hourly Rates (Money contributed to a third party trustee or provided from assets of the company)

8 Health Welfare Enter hourly rate.

8 Vacation Holiday Enter hourly rate if you provide a vacation based on the assets of the company (If you have a union vacation account which is taxed first, the hourly amount of the vacation should not be listed here but added to the hourly wages paid for straight time and overtime hours and then listed as a deduction in the deduction field in the lower right‐hand side of the spreadsheet as “union vacation”).

8 Apprentice Fund Enter hourly rate.

8 Pension Enter hourly rate.

8 Other 1 Enter hourly rate (If you use this field you need to define what this fringe benefit is under the Fringe Benefit area).

8 Other 2 Enter hourly rate (If you use this field you need to define what this fringe benefit is under the Fringe Benefit area).

8 Total Project Fringe Add up all the hourly fringe benefits listed in the above fields and multiply by the total hours (straight time & Overtime) worked in the classification on the project.

Section 9 – Exception (Craft)

Section Field Name What Information to Enter (Not Required if (b) is checked)

9 Exception (Craft) Record an explanation of why this worker’s fringe benefit payments deviate from your standard fringe benefits payment.

Section 8

Section 9



Salaried Employee Entry Process

If you have a Salaried employee that works on the project performing Labor or Mechanic duties subject to the contract

labor provisions you will need to report them on the payroll. Salaried employees are not exempt from prevailing wages

or overtime. To determine the average hourly rate paid to the worker, divide their salary paid by the total hours worked

each pay period. If the employee is paid less than the required classification rate for the project, the contractor must

compensate the worker for the hours worked on the project the additional amount per hour on their pay check. To

report the hours on the Spreadsheet Conversion Tool you will complete the worker classification block as shown above

with the following exceptions listed below:


9 Salaried (y/n) On the drop down change the from “No” to “Yes”.

Section 10 – Salaried Employee Hours


10 O.T. Number of Overtime Hours Worked that Day on the Project Under this Classification (Hours Worked – DO NOT DELETE ANY ZEROS)

10 S.T. Number of Straight Time Hours Worked that Day on the Project Under this Classification (Hours Worked – DO NOT DELETE ANY ZEROS)

10 Total O.T. Total Number of Overtime Hours Under this Classification Worked that Week

10 Total S.T. Total Number of Straight Time Hours Under this Classification Worked that Week

10 Rate of Pay – O.T. Overtime Hourly Rate Paid to the Worker for this Classification (Overtime Rate MUST BE ENTERED even if worker had no OT for this period)

10 Rate of Pay – S.T. Straight Time Hourly Rate Paid to the Worker for this Classification

10 Employee Comments Optional

Section 11 – Project Gross


11 Project Gross Do not add anything to this area.

Section 10



ALL OTHER FIELDS ARE COMPLETE JUST LIKE AN HOURLY PAID EMPLOYEE.