Updated September 11, 2026 · Filing frequency and penalty references, with sources
Certified payroll deadlines and penalties, by jurisdiction
A subcontractor on a mixed-funding project can owe a federal WH-347 every week and a state filing on a different clock in the same month. This page puts the frequencies and the penalty provisions side by side, one row per jurisdiction, with the statute or agency page each one comes from. Dollar amounts are quoted from the source as of the date above; they get adjusted, so treat the linked source as the authority and this table as the map.
Summary table
| Jurisdiction | Frequency | Where it goes | Late / missing | Source |
|---|---|---|---|---|
| Federal (Davis-Bacon / Copeland) | Weekly. Delivered within 7 days after the regular payment date of the payroll period. | The contracting or financing agency (or its site representative); on federally assisted work, the sponsor/owner that forwards to the agency. Often via a GC or portal the agency designates. | Withholding of contract payments; debarment for up to 3 years; the Statement of Compliance is signed under 18 U.S.C. § 1001. Overtime violations carry liquidated damages per worker per day under CWHSSA (see below). | 29 CFR 3.4, 29 CFR 5.5, 29 CFR 5.12 |
| California (DIR eCPR) | At least monthly to the Labor Commissioner, defined as at least once every 30 days while work is performed, or more often if the contract says so. Records are kept weekly. | DIR's electronic certified payroll reporting system (eCPR), by XML upload against DIR's CPR XML schema V1.3 or by online entry. | On a written request for records, the contractor has 10 days; after that, $100 per calendar day per worker until compliance, withheld from progress payments. | Labor Code § 1771.4, Labor Code § 1776, DIR certified payroll page |
| Washington (L&I) | Weekly certified payroll records filed through L&I's online system at least once per month (since January 1, 2020). | L&I's Prevailing Wage Intent & Affidavit (PWIA) system, by XML upload or online entry, alongside the Statement of Intent and Affidavit of Wages Paid. | Noncompliance with the filing section is a violation of RCW 39.12.050; L&I says contractors "can be penalized for failing to file." Amounts are set in the statute and L&I's enforcement rules. | RCW 39.12.120, L&I contractors page |
| New Jersey (Wage Hub) | Each pay period, within 10 days of the payment of wages (N.J.A.C. 12:60-2.1 and 6.1, as summarized on the state's MW-562 payroll certification form). Since August 15, 2024, submission is through the NJ Wage Hub. | NJ Wage Hub (manual entry, MW-562 upload, or CSV upload). The statute still requires the records be submitted to the public body as well; confirm what the awarding body wants. | Enforced under the Prevailing Wage Act (N.J.S.A. 34:11-56.25 et seq.) by the Wage and Hour Compliance Division; penalties and debarment provisions are in the Act and N.J.A.C. 12:60. No fixed per-day figure is published on the Wage Hub page; see the source. | NJDOL Wage Hub page, MW-562 Payroll Certification form (NJ Treasury DPMC), NJDOL notice, July 2024 |
| New York (NYSDOL portal) | At least every 30 days for the length of the covered project, electronically, for work on or after January 1, 2026. | NYSDOL's Certified Payroll portal (NY.gov account required), under Labor Law § 220-j. | NYSDOL's contractor guide: failure to submit may result in penalties of $100 per day, following a 14-day grace period. | NYSDOL electronic payroll FAQ, NYSDOL contractor user guide, Labor Law § 220-j |
| Illinois (IDOL portal) | Monthly Certified Transcript of Payroll, only for calendar months in which work occurred. The Act's penalty provision treats a filing as late if it reaches IDOL's electronic database later than 15 calendar days after the month in which the work was performed, so in practice: by the 15th of the following month. (IDOL's FAQ: after the 15th, the prior month's payroll can no longer be withdrawn.) | IDOL's Certified Transcript of Payroll Portal (Illinois Public ID account). | Willful failure to file, or filing a false transcript, is a Class A misdemeanor under the Act; the Act and IDOL rules also provide civil penalties and debarment. See the statute for current amounts. | IDOL CTP page, IDOL certified payroll FAQ, 820 ILCS 130/5 |
Federal: what "weekly" and "7 days" mean in practice
29 CFR 3.3(b) requires each contractor and subcontractor to provide, each week, a copy of the weekly payroll for the preceding payroll period with a Statement of Compliance. 29 CFR 3.4(a) sets the delivery window: within 7 days after the regular payment date of that payroll period. So if your crews are paid on Friday for the week ending the previous Saturday, the WH-347 for that week is due the following Friday at the latest. Agencies keep the payrolls for 3 years after the prime contract is complete; you must keep your own records for the same period (29 CFR 3.4(b), 5.5(a)(3)(i)).
On the penalty side, the contract clauses in 29 CFR 5.5(a) allow the agency to withhold payments, and 29 CFR 5.12 provides for debarment of up to 3 years. For overtime violations on contracts covered by the Contract Work Hours and Safety Standards Act, 29 CFR 5.5(b)(2) sets liquidated damages per affected worker per day; the figure in the regulation text is $33 as of this writing and is adjusted for inflation, so check the current CFR. Falsifying the Statement of Compliance is a separate federal offense under 18 U.S.C. § 1001.
Two clocks on one project
The most common mistake is assuming the state filing replaces the federal one, or the reverse. A California project with both state public-works funding and federal Davis-Bacon coverage owes weekly WH-347s to the federal chain and eCPR submissions to DIR at least every 30 days. A New York job under Labor Law Article 8 with federal money owes the weekly WH-347 and the 30-day portal submission. The data is the same payroll; only the format and the clock differ. That is the whole reason FringeTrack produces the federal form and the state files from one upload instead of asking you to enter the week twice.
What FringeTrack does and does not do about deadlines
- It produces the WH-347 (Rev. Jan 2025) with Statement of Compliance, and on Pro the California DIR eCPR XML and New Jersey Wage Hub CSV files, from your payroll export.
- It does not submit anything to any agency, and it does not track your due dates. The portals (DIR, PWIA, Wage Hub, NYSDOL) are where submission happens, from your own account.
- Washington L&I XML and the New York portal format are not available yet. See Washington and New York for what that means in practice.
Frequently asked
If the project had no covered work this week, do I still file?
Federally, agencies expect the payroll number sequence to stay unbroken, so a "no work performed" submission for the week is standard practice; FringeTrack has a separate no-work path for this. Illinois only requires a transcript for months in which work occurred. For the other states, follow the portal's instructions for gap weeks.
Does the GC's deadline override the regulation?
A GC or awarding body can require faster submission than the regulation as a contract term. The regulation is the outer limit, not a guarantee that a slower schedule will be accepted.
How long do I keep records?
Federal: 3 years after completion of the prime contract (29 CFR 3.4(b), 5.5(a)(3)(i)). Washington: 3 years from acceptance of the project (RCW 39.12.120(1)). Other states set their own periods; some are longer. Keep the generated PDFs and the source payroll data together.