Overview
Please note: We have updated the Supplemental Benefits section to include a new work classification/category field. This enhancement will improve how we classify and track supplemental benefit entries and has resulted in changes to our XML file structure. Please consult the updated Bulk Upload Formatting Guide, XSD file, and Sample XML file to see the new field in the format. You will also now be able to list each Supplemental Benefit multiple times.
We have also added an Employee Bank that will allow you to select from any previously added employee from any prior project when entering a new payroll.
All contractors and subcontractors working on projects covered by Article 8 of NYS Labor Law must electronically provide certified payroll records to the New York State Department of Labor through the Certified Payroll portal. Payroll information must be reported electronically every 30 days.
System Improvements
Since the launch of the Certified Payroll Portal, we have continued to innovate and update the system to improve your user experience. We've listened to the feedback received from contractors through a recent survey and partner sessions and have made enhancements to address concerns. This will be an ongoing process and we will provide regular updates outlining the improvements to the digital experience.
- Employee Bank Added for Streamlined Payroll
We have introduced an Employee Bank feature, allowing contractors to select from any previously added employee across all prior projects when entering new payroll. This enhancement simplifies data entry and improves efficiency.
- Supplemental Benefits Updated for Enhanced Classification and Flexibility
Supplemental Benefits have been updated to include a work classification/category field, enabling better classification and tracking of benefit entries. Additionally, contractors can now add all benefit types multiple times, providing greater flexibility in managing supplemental benefits. The number of supporting documents that may be uploaded has also been increased, allowing documentation from multiple benefit funds to be uploaded for a single payroll submission.
- Payroll cut-off has been updated from 30 to 44 days.
As part of prioritized certified payroll enhancements, the edit payroll cut-off has been updated from 30 to 44 days from the project start date to give contractors more grace period to update payroll submissions.
- Stability and Performance
To ensure a more consistent experience, we’ve updated our online system to improve stability, load times, and save behavior. Payroll week data now saves faster and more reliably, resulting in faster submissions and fewer timeouts when contractors enter their employees’ work hours. Contractors are also able to save employee information when submitting payroll instead of reentering data, making data entry quicker and less repetitive.
- Flexible PRC Number Handling
Contractors are now able to use the same PRC number more than once and are no longer blocked from submitting payroll when a PRC number is not yet available. The system will automatically add a modifier (-1, -2, -3…) at the end to differentiate between projects.
- Improved Error Feedback and Submission Delays
We’ve made enhancements to XML validation and processing, resolved multiple issues causing failures, and provided clearer, more actionable error messages, which has led to fewer failed XML uploads overall.
We have resolved a rare issue that would cause the “Continue” button to be disabled during submission for a given week and improved the handling of certain cases that previously caused submissions to stall or take a long time.
- Server Improvements
We’ve added enhancements that will help guide users through necessary corrections needed for their submissions. We've also developed a recovery system that will result in fewer failed submissions and reduce the need for resubmissions.
Submit Your Payroll Information
Required Information
To submit in the certified payroll portal, provide:
- A business’ employer identification number (FEIN) from the IRS;
- A NYS contractor registration number (found on the Certificate of Contractor Registration);
- The prevailing rate case (PRC) number for the project; and
- For public improvement projects only: a copy of the payment bond.
For each employee, payroll records must include:
- Personal employee details including name, address, Social Security number (if applicable), or birth date;
- Hours and days worked;
- Occupations worked;
- Hourly wage rate; and
- Any supplements or benefits provided.
Submitting Your Information Online
NYSDOL has provided a step-by-step user guide that details how to create a new project and how to submit a payroll report within the Certified Payroll portal.
Contractors and subcontractors are required to submit payroll records through the Certified Payroll portal. You must have a NY.gov account to access the portal.
Certified payroll records for public work projects performed by or on behalf of New York City and roadway excavation projects with permits issued by NYC must be submitted electronically through NYC’s online database for certified payroll. Additional information is available on NYC's online certified payroll web page.
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Certified Payroll - First Submission Tutorial PPT
This visual PowerPoint walks contractors through the process of submitting their first certified payroll in the NYS Certified Payroll portal.
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CertPayroll_Sample.xml
This XML sample file provides a model format for correctly populating and bulk uploading certified payroll data to the New York State Certified Payroll portal.
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NYDOL_CertPayroll.xsd
This XSD file defines the required XML structure and validation rules for successfully bulk uploading certified payroll data to the New York State Certified Payroll portal.
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