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Best Practice Spotlight for Contracting Agencies: Develop a Davis-Bacon Certified Payroll Process Manual Immediately After Construction Contract Award

Updated: Jul 27

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🛠️ Best Practice Spotlight: Develop a Certified Payroll Process Manual Immediately After Contract Award

Once a Davis-Bacon-covered construction contract is awarded, agencies should immediately prepare and share a Certified Payroll Process Manual with the contractor—before any work begins.


It's best to develop the manual early—so contractors have clear instructions, compliance staff know what to review, and everyone works from the same set of expectations.


🔧 Customize or Create—Either Way, Be Project-Ready

Whether your agency already has a certified payroll manual or needs to develop one from scratch, the goal is the same: ensure it’s tailored to the specific project.

  • If you already have a manual, revisit it to reflect the specific project.

  • If you don’t, use the post-award window to build a manual aligned with Davis-Bacon and internal review needs—before construction begins.


📘 What Is the Certified Payroll Process Manual?

This manual keeps contractors and agency compliance staff on the same page from day one by explaining:

  • What certified payroll forms to use and when to submit them

  • What supporting documentation may be required for the payrolls

  • How payrolls are reviewed and how issues are flagged

  • How to fix payroll mistakes and document restitution

  • How to request additional classifications

  • What posters must be displayed

  • How worker interviews support payroll verification

  • How subcontractors are tracked and what language is required in subcontracts

  • What records must be kept and for how long

  • How fringe benefits and overtime must be reported

  • What to submit at project closeout


✅ Why Create It Right After Award?

Rolling out the manual early helps agencies:

  • Clarify payroll submission and documentation requirements before work begins

  • Support contractor onboarding with ready-to-reference guidance

  • Outline how payrolls are reviewed and what to do if problems are found

  • Establish a process for tracking subcontractors throughout the project

  • Sets the tone for proactive compliance

  • Gives agencies and contractors a shared starting point, clearer expectations, and fewer surprises as the project unfolds.


🧰 Need help building or reviewing your manual? Please contact our Davis-Bacon consultants:


📞 You can also reach either of them by phone at 985-900-2320.


Learn more about ARTOVIA’s Davis-Bacon Compliance services and expertise on our Davis-Bacon Compliance page.

 
 
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