AASHTOWare Project: Submitting Certified Payroll
AWP will be down for maintenance Monday, 5/6/2024, 7:30 am - 2pm AKST
There are no implementation updates for Contractors at this time.
AASHTOWare Project (AWP) is a web-based software, used by the Alaska Department of Transportation & Public Facilities to receive and process the data required to meet federal and state requirements for certified payroll.
Exciting News in AWP!
You can now access employee details from past entries when manually inputting payroll, streamlining the process. Just remember to update the Employee Method of Payment, along with other necessary details like check number, certificate of fitness number, and total per diem paid for the current pay period, if applicable. See the User Guides tab for updated guidance.
Below are answers to some of the questions we have heard from you.
How do I get access?
Each AWP account is associated with a particular person and it will be your responsibility to keep your username and password safe. Your account is what you will use to electronically sign the payroll that you submit.
There are two steps to access AWP to submit Certified Payroll and they must be completed in order.
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Check the AASHTOWare Vendor List to confirm your company appears and view your IRIS Vendor ID.
If your company does NOT appear (or does not appear as you would expect – i.e. name changes) fill out the Substitute Form W-9 and email it to the address listed on the top of the form. Your company's Vendor Name will be the Business Name from your Substitute W-9. If the Business Name is not populated, the Vendor Name will be the Legal Name from the Substitute W-9. In your email request a 913 commodity code is added to the vendor record (required for the company to appear on the vendor list).
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Get an account, or authority to submit payroll for additional vendors by filling out the User Access Request Form and emailing it to dot.aashtoware@alaska.gov. Do not submit a User Request form prior to the company for which you are submitting payroll appearing on the AASHTOWare Vendor List.
Next Steps:
Make a request for Contract Authority. Provide your Username, the company you are submitting payroll for and the DOT Contract ID to the DOT Field staff. If you are a subcontractor or owner operator you can make this request of the Prime and they will forward the request to the DOT Contract Staff.
I’m logged into AWP, why can’t I see my contract(s)? Contract Authority
You must request Contract Authority from the DOT Contract Staff for every Contract for which you want to submit payroll. Include your username, the contractor you will be submitting payroll for and the DOT Contract ID for which you need Contract Authority. If you are subcontractor or Owner Operator you can send this request to the Prime and they will forward it to the DOT Contract Staff. Once the DOT Contract Staff has granted you Contract Authority you will be able to see the contract, when you click Show first 10 under the Vendor Payroll collapsible on your dashboard.
If you are working for the Prime and are unsure of who the DOT contact is, reach out to the Superintendent for that Contract. DOT Contract Specific Contact information is usually disseminated at the Preconstruction Conference and delivered as part of the agenda and is also listed on the Notice to Proceed.
I forgot my AASHTOWare password…
Email dot.aashtoware@alaska.gov with your username and request that your password is reset.
I've read the user guides but still have questions…
We host zoom meetings every Monday morning and answer questions of any contractor who attends. This is an opportunity to share screens and address questions specific to those in attendance.
NOTE:
Join us every Monday at 9 a.m. (excluding State of Alaska holidays) for our virtual Contractor Q&A session.
Join the zoom session on your computer
OR
Join by phone: +1 301 715 8592
Meeting ID: 838 8195 9552
Passcode: DOT
If you still have questions or can't make our weekly meeting, don't worry! Apex Alaska is available to help with entering payrolls. They can sit down with you and guide you step-by-step through submitting your payroll in AWP. You can reach them at: info@apexalaska.org or (800) 478-7232
Who can see the payroll I submit?
Alaska DOLWD and DOT&PF staff will be able to see the information that is appropriate for their position. Prime contractors will be able to see, and review, all of their subcontractors' payroll prior to forwarding it to the DOLWD and DOT&PF in the system. AWP will take care of redacting personally identifiable information for you.
How do I manage who has access to my company's payroll?
New functionality in AWP allows you to see who has access to your company's payroll. Check out the Managing Vendor Authority QRG for more information.
I am an Owner Operator, do I need to submit my payroll through AASHTOWare?
Yes, Owner Operators are required to submit their certified payroll in AASHTOWare Project too. Each Owner Operator will need to follow the steps listed above under How do I get access?
Can Payroll be automatically uploaded?
Even though some accounting systems are set up to export payroll data in XML format, they must be customized to take into account how Alaska has chosen to use each field. For XML resources Click Here.
I have an account and Contract Authority; how do I submit payroll?
I have a payroll person who no longer works for our company, what should I do?
If there is an employee that no longer works for your company, or should no longer have access to your company's payroll in AWP, please email dot.aashtoware@alaska.gov requesting that their access be revoked and provide the following information for that individual:
- User ID (if available)
- First name, Last name and middle initial
- Company Name (for which the individual's access should be removed)
DOT will send a confirmation email once the user's vendor authority is inactivated. Once the user's access is inactivated, they will no longer be able to access sensitive payroll information.