Fill out Form WH-347, Payroll for Contractors with Instafill.ai
Form WH-347, Payroll for Contractors, is a document that contractors and subcontractors must complete to report the wages paid to employees on federally financed or assisted construction contracts. This form is crucial for ensuring that workers receive the correct wages and benefits as mandated by federal law.
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Follow these steps to fill out your WH-347 form online using Instafill.ai:
- 1 Visit instafill.ai site and select WH-347.
- 2 Enter contractor or subcontractor name.
- 3 Fill in project and location details.
- 4 List employee names and wages paid.
- 5 Complete deductions and net wages sections.
- 6 Sign and date the form electronically.
- 7 Check for accuracy and submit form.
Our AI-powered system ensures each field is filled out correctly, reducing errors and saving you time.
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Frequently Asked Questions About Form WH-347
The Contractor's Payroll Form is a mandatory weekly reporting requirement for contractors and subcontractors working on Federally financed or assisted construction projects. It is used to report wages paid to employees, along with a signed 'Statement of Compliance', to the Federal agency contracting for or financing the construction project.
Contractors and subcontractors performing work on Federally financed or assisted construction contracts are required to complete and submit the Contractor's Payroll Form weekly. This requirement is mandated by the Copeland Act and DOL regulations.
The Contractor's Payroll Form requires the reporting of various payroll-related information, including the name and address of the contractor, project and location details, hours worked, rates of pay, deductions, and net wages paid to each employee.
The 'Statement of Compliance' is a signed declaration made by the contractor or subcontractor that all payrolls submitted are correct and complete, and that each laborer or mechanic has been paid not less than the proper Davis-Bacon prevailing wage rate for the work performed.
Willful falsification of any of the statements on the Contractor's Payroll Form may subject the contractor or subcontractor to civil or criminal prosecution, as per Section 1001 of Title 18 and Section 3729 of Title 31 of the United States Code.
The estimated time required to complete the Contractor's Payroll Form is 55 minutes, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
Permissible deductions from wages as defined in Regulations, Part 3, issued by the Secretary of Labor under the Copeland Act, include deductions for taxes, insurance premiums, and certain other specified deductions.
Federal agencies review the information submitted on the Contractor's Payroll Form to determine that employees have received legally required wages and fringe benefits. Incorrect or incomplete payrolls may result in penalties or other consequences.
The OMB control number for the Contractor's Payroll Form is 1235-0008.
The expiration date of the Contractor's Payroll Form is 09/30/2026.
The 'Public Burden Statement' is a section of the Contractor's Payroll Form that provides information on the estimated time required to complete the collection of information and provides a means for commenting on the burden imposed by the collection. It is a requirement under the Paperwork Reduction Act.
The Copeland Act is a federal law that requires contractors and subcontractors performing work on Federally financed or assisted construction contracts to 'furnish weekly a statement with respect to the wages paid each employee during the preceding week'. The Contractor's Payroll Form is used to comply with this requirement. Failure to submit the form and related statements as required may result in penalties, legal action, and the withholding of payments for the construction project.
Failure to submit the Contractor's Payroll Form and related statements as required may result in penalties, legal action, and the withholding of payments for the construction project. The specific consequences may vary depending on the terms of the contract and applicable laws and regulations.
The abbreviations 'OT' and 'ST' on the Contractor's Payroll Form refer to 'Overtime' and 'Straight Time', respectively. Overtime hours are hours worked in excess of the regular workday or workweek, while straight time refers to regular hours worked. Overtime hours are typically paid at a rate of one and a half times the employee's regular rate of pay, while straight time hours are paid at the employee's regular rate of pay.
The 'Name and Title' and 'Signature' sections on the Contractor's Payroll Form are used to identify the person responsible for the accuracy and completeness of the information reported on the form. The person signing the form certifies that the information reported is true and correct to the best of their knowledge.
Compliance WH-347
Validation Checks by Instafill.ai
1
Ensures that the firm's name is entered and the appropriate box for Contractor or Subcontractor is checked.
The AI ensures that the firm's name field is not left blank and accurately reflects the legal name of the entity. It also confirms that one of the boxes indicating the firm's role as either a Contractor or a Subcontractor is checked, as this is a critical distinction for the payroll form. The AI prevents submission errors by validating that this information is both present and correctly categorized, thereby streamlining the payroll process.
2
Confirms that the firm's address is filled in correctly.
The AI confirms that the address field for the firm includes all necessary components such as street number, street name, city, state, and ZIP code. It checks for common errors in address entry, such as missing information or incorrect postal codes. The AI's validation process ensures that the address is formatted properly and corresponds to a real-world location, which is essential for any correspondence or legal documentation.
3
Verifies that the Payroll No. starts with '1' and is correctly sequenced for each submission.
The AI verifies that the Payroll Number provided on the form begins with the digit '1', adhering to the specified format. It also ensures that the sequence of payroll numbers is consistent and incremental for each subsequent submission. This check is crucial for maintaining orderly payroll records and for tracking each payroll document accurately over time.
4
Checks that the 'For Week Ending' date is listed and formatted correctly (MM/DD/YYYY).
The AI checks that the 'For Week Ending' date is not only present but also correctly formatted in the MM/DD/YYYY format. It validates that the month, day, and year are within reasonable and actual calendar dates, preventing any impossible or illogical entries. This validation is important for ensuring that the payroll period is clearly defined and understood for processing.
5
Validates the details of the project and its location are provided accurately.
The AI validates that the project details, including the name and description, are provided and that they match the associated contract or work order. It also ensures that the location of the project is specified with enough detail to identify the site unambiguously. This information is critical for associating the payroll with the correct project and for any potential auditing or reporting requirements.
6
Ensures the project or contract number matches the specifications in the contract.
The AI ensures that the project or contract number provided on the Contractor's Payroll Form aligns with the details specified within the contract. It cross-references the number entered against the contract documents to confirm accuracy. This validation is crucial to maintain the integrity of the payroll process and to prevent any discrepancies between the payroll and the contractual agreement. Any mismatch in the project or contract number is flagged for review and correction.
7
Confirms that each worker's full name and individual identifying number are entered in Column 1.
The AI confirms that Column 1 of the Contractor's Payroll Form is properly filled out with each worker's full name and individual identifying number. It checks for completeness and accuracy of the information, ensuring that no fields are left blank and that the data corresponds to the worker's official records. This step is essential for proper identification and record-keeping of all personnel involved in the project.
8
Verifies that Column 2 is optional and filled at the employer's discretion.
The AI verifies whether Column 2 of the Contractor's Payroll Form, which is optional, has been filled out at the employer's discretion. It understands that this column may not be mandatory and thus does not flag it as an error if left blank. However, if data is entered, the AI checks for consistency and relevance of the information provided in relation to the payroll form's requirements.
9
Checks that work classifications in Column 3 are descriptive of the actual work performed and match the contract specifications.
The AI checks that the work classifications listed in Column 3 of the Contractor's Payroll Form are descriptive and accurate representations of the work actually performed by the workers. It ensures that these classifications are in accordance with the job titles and descriptions outlined in the contract specifications. This validation is important for compliance with labor standards and for the accurate calculation of wages based on job classifications.
10
Validates that hours worked are listed correctly in Column 4, with overtime hours noted for work in excess of 40 hours a week.
The AI validates that the hours worked, as recorded in Column 4 of the Contractor's Payroll Form, are listed correctly. It pays special attention to the accurate recording of overtime hours for any work performed in excess of 40 hours a week. The AI ensures that all hours are accounted for and that the overtime is clearly noted, as this has direct implications for wage calculations and compliance with labor laws.
11
Total Hours Worked Entry
Ensures that the total hours worked by the contractor are accurately entered in Column 5 of the Contractor's Payroll Form. This check involves verifying that the hours are recorded for each day worked and that the sum reflects the total hours for the reporting period. It also confirms that the format used for reporting hours aligns with the form's requirements, such as using decimal hours or minutes.
12
Rate of Pay Inclusion
Confirms that the rate of pay entered in Column 6 of the Contractor's Payroll Form includes both the actual hourly rate and any cash paid in lieu of fringe benefits. This validation ensures that there is a separate entry for overtime rates if applicable. It also checks for compliance with wage regulations and that the rates are consistent with the terms of the contract.
13
Gross Amount Earned Accuracy
Verifies that the gross amount earned, as entered in Column 7 of the Contractor's Payroll Form, is accurate and correctly calculated. This check distinguishes between earnings specifically related to the project and the contractor's total weekly earnings. It also ensures that any additional compensation or bonuses are included in the gross earnings as required.
14
Deductions Compliance and Totaling
Checks that all deductions listed in Column 8 of the Contractor's Payroll Form comply with the Copeland Act Regulations. This validation involves ensuring that deductions are legally permissible, accurately totaled, and properly described. It also confirms that the deductions are clearly itemized and that the total deduction amount is correctly subtracted from the gross earnings.
15
Net Wages Paid Calculation
Validates that the net wages paid to the contractor, as entered in Column 9 of the Contractor's Payroll Form, are correctly calculated. This check involves confirming that the net pay reflects the gross earnings minus all applicable deductions. It also ensures that the final amount paid aligns with the contractor's hours worked and the agreed-upon rate of pay.
16
Ensures that the 'statement of compliance' on page 2 is completed and signed by the responsible party.
The AI ensures that the 'statement of compliance' found on the second page of the Contractor's Payroll Form is fully completed with all required information. It verifies that the statement is signed by the individual who is responsible for its accuracy and completeness. The AI checks for the presence of a signature and date to confirm that the responsible party acknowledges the compliance. Additionally, it cross-references the responsible party's details with the rest of the form to ensure consistency and validity.
17
Confirms that any deductions are adequately described in items 1 and 2 or in the 'Deductions' column.
The AI confirms that all deductions made from the contractor's payroll are clearly and accurately described. It checks items 1 and 2, as well as the 'Deductions' column, to ensure that each deduction is itemized and explained in detail. The AI also validates that the descriptions provided match the standard accounting practices and legal requirements. It alerts the user if any deductions are vague, incomplete, or missing, prompting for necessary corrections.
18
Verifies that the appropriate paragraph in Item 4 FRINGE BENEFITS is checked and any exceptions are noted.
The AI verifies that the correct paragraph in Item 4, which pertains to FRINGE BENEFITS, is selected according to the benefits provided to the contractors. It ensures that any exceptions to the standard fringe benefits are clearly noted and justified. The AI reviews the form to confirm that all necessary information regarding fringe benefits is present and that it aligns with the contractual obligations. It also checks for consistency across the form to ensure that the fringe benefits are accurately reflected in the overall payroll calculations.
19
Checks the Public Burden Statement for any comments provided regarding the collection of information.
The AI checks the Public Burden Statement section of the Contractor's Payroll Form for any user-provided comments or annotations regarding the collection of information. It ensures that any feedback or concerns about the form's information requirements are recorded and visible. The AI also assesses the relevance and appropriateness of the comments in relation to the form's objectives. If comments are present, the AI ensures they are clear and legible for review by the relevant authorities.
Common Mistakes in Completing WH-347
This mistake can lead to confusion and potential payment issues. To avoid this, ensure that the firm's legal name is entered in the designated field and that the correct box is checked in the 'Contractor or Subcontractor' section based on the nature of the business relationship. It is important to note that the contractor and subcontractor designations may have different reporting requirements, so accuracy is crucial.
The firm's address is required for tax reporting purposes and must be accurately entered on the form. Failure to provide a complete and correct address can result in delayed or incorrect payments. To avoid this mistake, make sure to enter the firm's street address, city, state, and zip code in the designated fields.
The payroll number is a critical piece of information used to identify the firm's tax reporting and withholding status. Incorrectly listing the payroll number can lead to payment delays or incorrect tax reporting. To avoid this mistake, double-check the payroll number against the firm's official records and ensure that it is entered correctly on the form.
The workweek ending date is used to determine the pay period for tax reporting purposes. Incorrectly recording this date can result in incorrect tax withholding and reporting. To avoid this mistake, ensure that the workweek ending date is accurately recorded based on the firm's payroll schedule and that it falls within the appropriate tax reporting period.
The project and location details are important for tracking the firm's income and expenses for tax reporting purposes. Failure to provide this information can result in incomplete or inaccurate tax reporting. To avoid this mistake, ensure that the project name, location, and any other relevant details are accurately entered on the form.
Contractors may inadvertently enter an incorrect project or contract number in the designated fields. This mistake can lead to payroll discrepancies and potential financial consequences. To avoid this error, ensure that the project or contract number is double-checked against the original contract or agreement before submitting the form.
Contractors may overlook entering each worker's full name and individual identifying number in the appropriate columns. This oversight can result in delayed or incorrect payments. To prevent this mistake, carefully review each worker's information and ensure that all necessary details are entered accurately.
Contractors may forget to fill in the 'No. of Withholding Exemptions' column if they believe their workers are exempt from withholding taxes. However, failure to fill in this column can result in penalties and fines. To avoid this mistake, review the tax laws and regulations to determine if any workers are exempt and fill in the appropriate number of exemptions on the form.
Contractors may misclassify the nature of the work or use incorrect classifications in Column 3, which can result in incorrect tax withholding and potential legal consequences. To prevent this mistake, carefully review the tax laws and regulations regarding the classification of different types of work and ensure that the correct classification is used on the form.
Contractors may record incorrect hours worked by their workers in Column 4, which can result in incorrect payments and potential legal consequences. To prevent this mistake, ensure that each worker's hours are accurately recorded and double-checked before submitting the form.
Contractors must accurately record the total hours worked by their employees during the payroll period in Column 5. Failing to do so may result in incorrect calculations for taxes and wages. To avoid this mistake, ensure that all hours worked are accurately recorded and entered in the designated column.
Contractors must calculate and enter the correct rate of pay for their employees, including any applicable fringe benefits, in Column 6. Incorrect calculations or entries may result in under or overpayment of taxes and wages. To avoid this mistake, double-check calculations and ensure that all relevant information is included.
Contractors must enter the gross amount earned by their employees during the payroll period in Column 7. Failing to do so may result in incorrect calculations for taxes and wages. To avoid this mistake, ensure that all gross wages, including overtime and bonuses, are accurately recorded and entered in the designated column.
Contractors must accurately record and enter all deductions, including federal income tax, state income tax, and any other applicable deductions, in Column 8. Incorrect recordings may result in under or overpayment of taxes and wages. To avoid this mistake, ensure that all deductions are accurately calculated and recorded, and that the correct codes are used.
Contractors must enter the net wages paid to their employees for the week in Column 9. Failing to do so may result in incorrect calculations for taxes and wages. To avoid this mistake, ensure that all net wages, including deductions, are accurately recorded and entered in the designated column.
The Contractor's Payroll Form requires the contractor to sign and complete the 'statement of compliance' on page 2, certifying that they have provided accurate and complete information. Failure to do so may result in processing delays or potential penalties. To avoid this mistake, ensure that all required signatures and completions are obtained and documented before submitting the form.
Item 18 of the Contractor's Payroll Form requires contractors to describe any deductions made from wages. Failing to provide this information can result in processing delays or potential penalties. To avoid this mistake, ensure that all deductions are identified and described in detail in the designated space.
Section 4(f) of the Contractor's Payroll Form requires contractors to indicate which paragraph applies to their fringe benefits. Failing to make this selection can result in processing delays or potential penalties. To avoid this mistake, review the instructions carefully and select the appropriate paragraph based on the type of fringe benefits provided.
The Public Burden Statement section of the Contractor's Payroll Form requires contractors to provide comments regarding the estimated burden of complying with the collection of information. Failing to provide these comments can result in processing delays. To avoid this mistake, review the instructions carefully and provide estimates and explanations as required.
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