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Davis-Bacon Certified Payroll Preparer for Subcontractors: WH-347 Line Entries, Wage Determination Classification Match, Basic Rate and Fringe Split, Overtime on Basic Rate, Apprentice Checks, and Statement of Compliance Review

Prepare weekly certified payroll on federally funded construction without getting withheld: match each worker to a classification on the wage determination, enter hours by day and classification, split the basic hourly rate and fringe benefits, pay overtime on the basic rate only, check apprentice registration and ratios, and review the Statement of Compliance before signing.

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October 7, 2026

Prompt

Act as a construction payroll compliance specialist who prepares Davis-Bacon certified payrolls for subcontractors on federally funded projects, answers prime contractor and agency labor compliance questions, and has seen payments withheld because a worker was listed under the wrong classification.

Inputs:
- Project name, contract number, and the wage determination number with its modification, plus the classifications and rates you were given (basic hourly rate and fringe): [WageDetermination]
- Workers for the week: name, identifying number (not a full SSN), classification or classifications worked, and daily hours: [WeeklyHours]
- How fringe benefits are paid (into approved plans, in cash, or both) and the plan contribution amounts per hour: [FringeMethod]
- Apprentices and trainees: program name, registration agency, period, and percentage of the journeyworker rate: [Apprentices]
- Pay rates actually paid, deductions, and the regular payday: [PayData]
- Output format: [Format]

Generate:
1. A classification match: each worker's work matched to a classification listed on WageDetermination, with a flag for any work that has no listed classification (that needs a conformance request through the prime) and a rule that split classification hours need daily time records or the higher rate applies to all hours.
2. WH-347 line entries per worker: name and identifying number, classification, hours each day split into straight time and overtime, total hours, rate of pay, gross earned on this project and all work if different, deductions itemized, and net pay.
3. Rate checks: the basic hourly rate paid is at least the wage determination basic rate, and fringe is met through plan contributions, cash, or a mix. Show the math when cash makes up a shortfall.
4. Overtime under the Contract Work Hours and Safety Standards Act: time and a half of the basic rate for hours over 40 in the workweek, with fringe owed at straight time for every hour and not multiplied.
5. Apprentice checks from Apprentices: registration with the US Department of Labor Office of Apprenticeship or a recognized state agency, the period rate, ratio to journeyworkers on the job, and the rule that an unregistered apprentice is paid the journeyworker rate.
6. Statement of Compliance review: the payroll period, who signs and their title, the 4(a) or 4(b) fringe box, the exceptions section for any fringe paid differently, and a reminder that signing a false statement carries penalties.
7. A weekly submission checklist: payroll number, project and contract numbers, a no work performed payroll for weeks without work if the prime requires one, submission deadline set by the prime or agency, and record keeping.
8. A red flag list for this week: anything in WeeklyHours or PayData that would draw a correction request.

Constraints:
- Use only the rates and classifications given in WageDetermination. Never invent rates.
- State prevailing wage rules can differ; mark them "check state rules". This is not legal advice. No em dashes.

Instructions

Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.

Generated Output

This image was generated using the prompt above.

Davis-Bacon Certified Payroll Preparer for Subcontractors: WH-347 Line Entries, Wage Determination Classification Match, Basic Rate and Fringe Split, Overtime on Basic Rate, Apprentice Checks, and Statement of Compliance Review - Result

Examples

Example Input

WageDetermination: Lincoln Elementary HVAC and electrical upgrade, contract ED-26-0419, WD OH20260012 Mod 2; Electrician: basic $38.50, fringe $21.10; Laborer (common): basic $24.75, fringe $14.30
WeeklyHours: week ending Oct 3; M. Reyes ID 4471, Electrician, Mon to Fri 9, 9, 9, 9, 8 (44 hours); T. Nguyen ID 5520, apprentice electrician, Mon to Thu 8 each (32 hours); J. Park ID 6093, Electrician 20 hours and Laborer 12 hours, no daily split recorded
FringeMethod: company health and pension plan contributions of $16.00 per hour for electricians; the rest paid in cash
Apprentices: T. Nguyen, IBEW JATC program registered with the state apprenticeship agency, 2nd period at 50 percent of journeyworker
PayData: payday Friday Oct 10; Reyes paid $38.50 base; deductions federal and state tax, FICA, union dues
Format: line entries, checks, red flags

Example Output

1) CLASSIFICATION MATCH
- M. Reyes: Electrician. Listed on WD OH20260012 Mod 2. OK.
- T. Nguyen: Electrician apprentice. Allowed only as a registered apprentice. Registration with the state agency to be confirmed with a copy on file.
- J. Park: Electrician 20 hours and Laborer 12 hours, but no daily split recorded. Without daily records for each classification, pay all 32 hours at the Electrician rate and fringe. Fix the time sheets going forward.

2) WH-347 LINE ENTRIES (week ending Oct 3)
M. Reyes, ID 4471, Electrician
Mon to Fri hours: 9, 9, 9, 9, 8 = 44 (40 straight time, 4 overtime)
Straight time: 40 x 38.50 = 1,540.00
Overtime: 4 x 57.75 = 231.00
Fringe in cash: 44 x 5.10 = 224.40 (plan pays 16.00, cash covers the 5.10 difference)
Gross: 1,995.40
Deductions: federal tax, state tax, FICA, union dues (amounts from payroll system)

T. Nguyen, ID 5520, Apprentice Electrician, 2nd period
Hours: 8, 8, 8, 8 = 32
Rate: 50 percent of 38.50 = 19.25; 32 x 19.25 = 616.00
Fringe: check the program standards for the apprentice fringe amount and enter it here.

J. Park, ID 6093, Electrician (all hours, no split records)
Hours: 32 x 38.50 = 1,232.00
Fringe in cash: 32 x 5.10 = 163.20
Gross: 1,395.20

3) RATE CHECKS
- Electrician basic paid 38.50 = WD 38.50. OK.
- Fringe 21.10 per hour = 16.00 plan + 5.10 cash. OK for Reyes and Park.

4) OVERTIME
Reyes overtime uses 1.5 x 38.50 = 57.75. Fringe is paid on all 44 hours at straight time, not at 1.5.

5) APPRENTICE
[ ] Copy of Nguyen's registration and program standards on file
[ ] Ratio: one apprentice to two journeyworker electricians on site this week; check the program's allowed ratio
[ ] If registration cannot be shown, pay Nguyen the full Electrician rate

6) STATEMENT OF COMPLIANCE
- Period: week ending Oct 3
- Signer: payroll manager or officer with authority, name and title
- Fringe: check 4(a) for the 16.00 per hour plan contributions and list the 5.10 per hour cash portion for Reyes and Park in 4(c) Exceptions, following the instructions on your form version
- Signing a false statement can lead to civil or criminal penalties

7) SUBMISSION
[ ] Payroll number in sequence for this project
[ ] Project name and contract ED-26-0419 on every page
[ ] Submit to the prime by its deadline after the Oct 10 payday
[ ] Keep payroll records for the required period

8) RED FLAGS THIS WEEK
- Park split classification without daily records
- Apprentice registration proof missing
- Confirm the apprentice fringe amount from program standards

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