NYSDOL Mandates Electronic Certified Payroll Submission

pressroom

Published January 1st, 2026

Detected March 17th, 2026

Summary

The New York State Department of Labor (NYSDOL) is implementing new electronic certified payroll submission requirements for contractors and subcontractors on public work and certain private construction projects receiving public funds, effective January 1, 2026. This change aims to streamline reporting and improve transparency.

View original document View source feed page

What changed

Effective January 1, 2026, the New York State Department of Labor (NYSDOL) will require all contractors and subcontractors involved in public work projects and specific private construction projects receiving public funds to submit certified payroll records exclusively through the new Electronic Certified Payroll Submissions system. This mandate replaces previous paper-based methods and is designed to enhance transparency and efficiency in reporting worker compensation and project details. The system requires specific business and project identification numbers, as well as detailed employee and benefits information.

Regulated entities must transition to this electronic system by the January 1, 2026 deadline. Payrolls must be submitted at least every 30 days. While the first electronic submissions are not due until January 30, 2026, a 14-day grace period applies. Failure to comply with the submission requirements may result in penalties of up to $100 per day after the grace period, necessitating immediate review and adaptation of payroll processing procedures by affected contractors and subcontractors.

What to do next

Implement the Electronic Certified Payroll Submissions system for all applicable projects by January 1, 2026.
Ensure payrolls are submitted electronically at least every 30 days.
Review and gather required documentation for business, project, and employee details for system setup.

Penalties

Up to $100 per day following a 14-day grace period for late submissions.

Source document (simplified)

December 26, 2025

THE NEW YORK STATE DEPARTMENT OF LABOR ANNOUNCES NEW ELECTRONIC CERTIFIED PAYROLL SUBMISSION REQUIREMENTS BEGINNING JANUARY 1

NYSDOL Launches an Accessible Online Electronic Certified Payroll Records Database

Submit Certified Payroll Records Here

The New York State Department of Labor (NYSDOL) announced that starting January 1, 2026, contractors and subcontractors working in New York State must use the Electronic Certified Payroll Submissions system to report payrolls for public work projects and certain private construction projects receiving public funds. Payrolls must be submitted at least every 30 days for the length of the covered project. Failing to submit on time may result in penalties of up to $100 per day following a 14-day grace period.

New York State Department of Labor Commissioner Roberta Reardon said, “This new portal is part of our efforts to improve transparency for workers and businesses statewide. By requiring contractors and subcontractors to submit payrolls electronically, we are cutting down on paperwork and delays, which means less time tracking down payroll records and more time making sure every worker in New York is paid fairly.”

This new online tool guides contractors and subcontractors through project setup and payroll reporting, including how to upload information about the business, project, or employees. To set up a new project, a contractor or subcontractor needs:

A business employer identification number (FEIN) from the IRS.
A New York State contractor registration number, which can be found on the Certificate of Contractor Registration.
A prevailing wage case number (PRC Number) for the project.
A copy of the payment bond for public improvement projects.
To submit payroll reports, a contractor or subcontractor needs:
Key employee details, including their names, addresses, work schedules, and Social Security numbers.
Supplemental benefits documentation, unless all benefits are paid as cash wages.
The first payrolls submitted through the new electronic system will not be due until January 30th, with a 14-day grace period by statute.
View our tutorial for submitting payrolls
Additional information on Electronic Payroll
If you have questions or need assistance with the new system, the Bureau of Public Work & Prevailing Wage Enforcement is available to help at labor.sm.pwask@labor.ny.gov.