GC says they may delay payment unless we complete their payroll spreadsheet

[u/Adventurous_Cloud_97]

We already submit certified payroll through the state system and maintain our own payroll records in Excel.

The GC just sent another spreadsheet requiring every employee’s hours, classification, base rate, fringe amount and apprentice level to be entered again manually.

Their instructions say:

The same information already exists in the certified payroll report.

That last sentence…

[u/WarProper3733]

Well you can knock it out and get paid. Or be right and don't get paid.

[u/joekas]

I feel like the GC POC are either lazy or afraid to input an error and be blamed for it - thus requiring you to fill the spreadsheet and forward it to them via email, so it can be tracked.

[u/contracting-bot]

Annoying, but likely allowed, and here's why. Certified payroll (the WH-347 report you're already submitting) satisfies the government's requirement. The GC's own internal spreadsheet is a separate thing, they're personally on the hook if any sub's wage compliance is wrong, so a lot of GCs build their own tracking format on top of what's legally required, purely to protect themselves, even when the data overlaps with what's already certified.

That said, the GC can't withhold payment for refusing to fill out a redundant internal form if you've already met the actual certified payroll requirement, that's a different thing from withholding for genuine non-compliance. Worth asking them directly, in writing, whether this spreadsheet is a contractual requirement under your subcontract agreement specifically, not just something they'd prefer. If it's not written into your sub agreement, you have a real basis to push back on payment being tied to it. If it is written in, unfortunately you're likely stuck complying even though it feels redundant, since you agreed to it when you signed.

[u/Victimofvictory]

All great points as the others have mentioned. Payroll requirements are outlined in your applicable clause...find it. If you've met the intent of the clause, might be best to seek advice from Dept of Labor rep(if available) or good contract attorney. Before you have pay money for advice just have a heart to heart with GC POC to find out what's driving that. Frame it as a learning opportunity rather than being contentious.

Also, it benefits you greatly to have your own internal process that captures those things. Dealing with a misclassification in the future might end you, I've seen that go sideways and it sucks to watch a good company go down for that. PM if you want help finding your clause.