Beginning January 1, 2026, all contractors and subcontractors engaged in existing or new projects covered by Article 8 of the Labor Law must submit certified payroll records to the State Department of Labor through the Certified Payroll Portal.
New York State Department of Labor has released a “contractor user guide” which provides a step-by-step guide for both contractors and subcontractors to comply with the new guidelines.
Who does this Effect?: All contractors and subcontractors engaged in existing or new public work projects and certain private projects defined under Article 8 of the Labor Law as being subject to prevailing wage requirements.
Covered projects which began before December 31, 2025, must submit their first certified payroll by January 30, 2026.
For each project: In order to access the Certified Payroll Portal, contractors and subcontractors must first be registered on the Public Work Contractor and Subcontractor Registry and have received a Certificate of Contractor Registration. To submit in the Portal, the following information must be provided: The project’s Prevailing Rate Case (PRC) number;
- The business’ employer identification number (FEIN) from the IRS;
- The NYS contractor registration number found on the Certificate of Contractor Registration; and
- For public improvement projects, a copy of the payment bond.
After the project is set up in the portal, certified payroll records must then be submitted every 30 days from the project start date.
For each employee: Contractors and subcontractors can upload a Payroll XML file (sample forms can be found here). Key employee details need to be provided with the payroll information, such as employee names, addresses, work schedules, Social Security numbers, and birth dates, as well as the hours and days worked, the occupation, rate, and supplements/benefits provided.
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