Diagnose Field Timesheet Discrepancies

Simple, auditable steps to find why field hours do not match payroll. Each step names an owner and a deadline.

• Detect patterns. Run analytics to find recurring issues such as rerouted jobs not updated, mismatched hours vs timesheets, and inconsistent entry points. Flag patterns for a root‑cause review within 4 hours. Assign an owner same business day.
• Normalize inputs. Publish a source‑to‑pay map listing mobile app feeds, crew rosters, dispatch records, payroll tables, and the CPR extractor. Validate start_time, end_time, job_code, shift_code, holiday_flag, and fringe_code at a single normalization point.
• Compare to schedule. Auto‑compare actual start/stop to planned shifts. If deviation > 15 minutes or job_code is unmatched, route to supervisor review within 1 business day.
• Corrective workflow. Triage → supervisor verification → payroll reconciliation → documented adjustment. Record reason_code, approver_id, prior_value, timestamp. Aim to resolve 90% of discrepancies within 1 business day.
• Prevent recurrence. Pre‑post checks before payroll and monthly audit samples focused on rerouted jobs.
• Metrics. % discrepancies resolved within 1 business day (target 90%); rerouted jobs updated (target 98%); variance trend by site reviewed monthly.

Reconcile Shift and Holiday Pay Logic

Turn policy into clear, machine‑readable rules. Validate every payment against captured hours.

• Map policy to logic. Translate union or contract pay rules into explicit fields: eligibility conditions, rate sources, thresholds, and precedence. Maintain a living rulebook with change control and rollback capability.
• Holiday validation. Trigger holiday pay only when the date is on the validated holiday list and the worker is eligible and scheduled to work per policy.
• Reconcile pay to hours. Automate a loop that compares timesheet hours to hours paid by type (standard, overtime, shift premium, holiday). Route exceptions to root‑cause analysis. Review exceptions within 2 business days; deploy fixes in the next pay cycle where possible.
• Roll‑forward testing. Validate logic changes using historical cases and known regressions before deployment.
• Governance metrics. % holiday‑eligible shifts correctly applied (target 99%), overtime accuracy (target 98%), logic exceptions per pay cycle with named owner.

Cross‑Sectional Controls, Data Lineage, Data Dictionary & Governance

Immutable logs and clear field definitions make pay logic auditable and enforceable.

Data lineage and flow

Typical flow: Dispatch / Mobile App → Normalization Service (validation & enrich) → Payroll Engine → CPR Extractor. Emit auditable logs at each stage: feed_id, record_id, normalized_timestamp, validation_status, operator_id.

Field‑level data dictionary (machine‑readable)

start_time

UTC timestamp, required, must be ≤ end_time

end_time

UTC timestamp, required

job_code

Contract job identifier; crosswalk to WH‑347 class_code

class_code

WH‑347 / CBA classification code

shift_code

Shift identifier; validates against policy table for shift differential eligibility

holiday_flag

Boolean; set when date matches validated holiday list and scheduled shift

fringe_code

Fringe benefit mapping for certified payroll

reason_code

Adjustment reason (triage codes)

Immutable audit trail and rollback

Each adjustment records approver_id, reason_code, prior_value, timestamp, and evidence_link. Implement reversible changes by creating compensating transactions rather than overwriting original records. Retain records for 3 years per dual compliance guidance.

Governance SLAs

• Assign an owner and deadline for each metric, shown on a dashboard.
• Quarterly rulebook review. Test emergency rollback windows.

Correct and Resubmit Wisconsin Certified Payroll Reports (CPR)

Steps for a compliant, auditable resubmission to Wisconsin DWD when certified payroll needs correction.

1. Verify prerequisites. Confirm hours, fringe benefits, and class_code mappings align with Wisconsin DWD prevailing‑wage guidance. Aim for 95% first‑pass CPR acceptance.
2. Reconcile payroll and CPR. Cross‑validate certified payroll fields, fringe amounts, and class_code mappings. Use WH‑347 field names as mapping templates.
3. Define resubmission scope. Include all affected pay periods. Keep original and resubmitted records distinct in the audit trail.
4. Test and submit. Apply fixes, regenerate the CPR file, test in staging, then perform live resubmission. Capture submission ID and acceptance confirmation from the portal.
5. Follow up. Retain receipts, update checklists, communicate changes, and schedule a follow‑up audit within 30 days. Target: complete typical resubmissions within 5 business days from discovery.

Regulatory checklist and notes

• Reference WH‑347 field list for mapping templates. Review Wisconsin DWD guidance for resubmission windows and acceptance checks.
• Audit log requirements: approver_id, reason_code, prior_value, timestamp, evidence_link; retain 3 years.
• Common root cause: misclassification of work class. Use mandatory classification crosswalk and supervisor sign‑off to reduce risk.