**Logging into iSupplier Portal**

![](media/image1.png){width="5.996527777777778in"
height="4.479861111111111in"}

1.  To log into iSupplier Portal use the following link:
    <https://oracleapps.sandia.gov:8807/OA_HTML/AppsLocalLogin.jsp>

2.  Enter your user id and password emailed to you from the registration
    process (see Supplier Guide - Supplier Profile Management) and click
    Login.

3.  Contact the Procurement Help Desk (505-284-4743) if you have
    questions or issues about logging in.

**Sandia is a multiprogram laboratory operated by Sandia Corporation, a
Lockheed Martin Company, for the United States Department of Energy's
National Nuclear Security Administration under Contract
DE-AC04-94AL85000. **

**Accessing Certified Payroll**

![](media/image2.png){width="4.689583333333333in"
height="3.5034722222222223in"}

![](media/image3.png){width="4.689583333333333in"
height="3.5034722222222223in"}

To access certified payroll:

1.  At the Home Page, click the **CertPay** tab on the upper right hand
    corner.

2.  Once you have accessed the Master Payroll screen it is important to
    verify that all of your contracts are listed and that all of your
    subs payrolls are listed as well. This will be important in order to
    correctly certify and review payroll (refer to Authorized Signatory
    Party form).

    a.  NOTE: If there is a contract or subcontractor missing, contact
        <certpay@sandia.gov> immediately, so we can setup a master
        payroll.

3.  Next, select a certified payroll for a specific contract.

    a.  **Note**: that an asterisk (\*) next to a PO number represents a
        Prime payroll

> **Accessing Weekly Payrolls**

To access weekly payrolls for a specific contract:

1.  Select a payroll for a contractor from the Master Payroll list.

> ![](media/image4.png){width="5.254861111111111in"
> height="3.448611111111111in"}

2.  Select a payroll week to enter timecards by clicking on the **Id**
    link.

    a.  **Note:** payrolls are listed in descending order with the most
        recent payroll week at the top.

3.  You also have the capability to export timecards and payrolls from
    this screen, by clicking the
    ![](media/image5.png){width="0.5305555555555556in"
    height="0.18888888888888888in"} button (see Exporting).

> ![](media/image6.png){width="5.125in" height="2.8541666666666665in"}

**Entering Employees**

1.  Once you have accessed the certified payroll for the first time, you
    will want to enter or import employee's information into the system.

2.  Begin by clicking on the **Employees** links on the Master Payroll
    screen.

> ![](media/image7.png){width="5.628472222222222in"
> height="3.472916666666667in"}

3.  Next, you will proceed to add employees into the system. You can add
    employees by clicking on the
    ![](media/image8.png){width="0.9986111111111111in"
    height="0.18888888888888888in"} button or you can
    ![](media/image9.png){width="1.2173611111111111in"
    height="0.18888888888888888in"} (see Importing)

> ![](media/image10.png){width="4.497222222222222in"
> height="3.2284722222222224in"}
>
> ![](media/image11.png){width="5.993055555555555in"
> height="4.959722222222222in"}

4.  Once you have filled in all required fields click on the
    ![](media/image12.png){width="0.4798611111111111in"
    height="0.18888888888888888in"} button to save employees data.

    a.  **Note**: SSN is 9 digits, no dashes!

5.  You also have the option to select default values that will be
    pulled into the timecard, such as Default Work Class, Default
    Standard/OT Rates, Default Fringe Rate, and how that fringe rate is
    going to be paid, either cash or plan.

    a.  **Note:** These fields are not required, but they may be useful
        to fill in, as it will cut down on data entry at the Timecard
        level.

**Creating a New Timecard**

![](media/image13.png){width="5.996527777777778in"
height="4.479861111111111in"}

To create a new timecard:

1.  Click on the ![](media/image14.png){width="1.1333333333333333in"
    height="0.18888888888888888in"} button or

2.  You can also choose to import a timecard (see Importing/Exporting)

3.  From this screen you also have the option to
    ![](media/image15.png){width="1.1159722222222221in"
    height="0.18888888888888888in"}, view the
    ![](media/image16.png){width="0.5819444444444445in"
    height="0.18888888888888888in"}, or
    ![](media/image5.png){width="0.5305555555555556in"
    height="0.18888888888888888in"} the timecards (see
    Importing/Exporting)

**Entering Timecard Information**

![](media/image17.png){width="5.993055555555555in"
height="4.959722222222222in"}

To enter information in timecard:

1.  Begin by selecting an employee

    a.  You can either enter the employees name or click on the
        flashlight ![](media/image18.png){width="0.24861111111111112in"
        height="0.24861111111111112in"} to lookup an employee.

        i.  **Note:** Employee must already be entered into system
            before you can use them for timecards. (see Entering
            Employees)

    b.  Once you have clicked on the flashlight a new window will pop-up
        and you can search for an employee by name or social security
        number. Once you have found the correct employee hit the **Quick
        Select** ![](media/image19.png){width="0.24861111111111112in"
        height="0.24861111111111112in"} icon.

        i.  **Note:** If you have entered default information in the
            Employees page, your defaults will automatically copy over
            into the Timecard page. You can always adjust the defaults
            in the Timecard page if necessary.

> ![](media/image20.png){width="5.251388888888889in"
> height="2.1979166666666665in"}
>
> ![](media/image21.png){width="5.279166666666667in"
> height="3.935416666666667in"}

2.  If you did not set default values at the Employee level, you will
    want to enter Withholdings and select a job Work Classification.

    a.  **Note:** (\*) indicates required field

    b.  To select a job classification, click the flashlight
        ![](media/image18.png){width="0.24861111111111112in"
        height="0.24861111111111112in"}for listings. Click on the
        ![](media/image22.png){width="0.34444444444444444in"
        height="0.18888888888888888in"} button for a complete listing.
        Then use the **Quick Select**
        ![](media/image19.png){width="0.24861111111111112in"
        height="0.24861111111111112in"} to make choice.

> ![](media/image23.png){width="5.376388888888889in"
> height="4.245833333333334in"}

3.  Once, you have filled in the required fields, you can proceed to
    enter deductions; such as Additional Fringe Paid, Additional Amount
    Paid, FICA, Federal/State Tax Withholding, Medical Plan, Union Dues,
    401k, or Other Deductions.

4.  The next step will be entering Standard hours, Overtime hours and
    the pay rates for each.

> ![](media/image24.png){width="5.332638888888889in"
> height="3.9756944444444446in"}

5.  Lastly, click ![](media/image12.png){width="0.4798611111111111in"
    height="0.18888888888888888in"} to save timecard.

> ![](media/image25.png){width="5.375in" height="4.007638888888889in"}
>
> You can create more timecards for additional employees in the same
> payroll week ending by either selecting **Copy Timecards**, which will
> allow you to copy a payroll already entered and/or make edits to the
> information (see Copy Timecards). Or you can **Create Timecards** and
> repeat steps 1-5.
>
> **Certifying Payroll**

1.  Once you have completed timecards for a payroll week, you are ready
    to certify the payroll, which automatically submits it to the Prime
    for review.

    a.  Note: In order to certify, you must either be identified as a
        Certifier or Reviewer. Timekeepers [cannot]{.underline} certify
        payroll (refer to *Getting Started*- Roles/Responsibilities on
        Authorized Signatory Party form).

2.  To certify timecards for a payroll, click on the
    ![](media/image26.png){width="0.5305555555555556in"
    height="0.18888888888888888in"} button on the upper or lower right
    hand corner.

> ![](media/image25.png){width="5.375in" height="4.0159722222222225in"}

3.  Next you will notice the wording from the Department of Labor form.
    You will also have to certify your Fringe Benefits.

> ![](media/image27.png){width="4.925694444444445in" height="3.54375in"}

4.  Once you are ready to certify, click on the
    ![](media/image28.png){width="0.59375in"
    height="0.18888888888888888in"} button to accept.

> ![](media/image29.png){width="4.247916666666667in"
> height="3.495138888888889in"}

5.  You can see that your payroll has been certified by the certified
    flag.

6.  **Certifying Zero Hours:** If you do not have any hours to report
    for a given week, you have the ability to certify zero hrs.

    a.  Instead of clicking on
        ![](media/image14.png){width="1.1333333333333333in"
        height="0.18888888888888888in"} button you can just proceed to
        click on the ![](media/image26.png){width="0.5305555555555556in"
        height="0.18888888888888888in"} button, even though "No data
        exists."

    b.  Next, you will just click on the
        ![](media/image28.png){width="0.59375in"
        height="0.18888888888888888in"} button to accept the zero hours
        and you're done!

> ![](media/image30.png){width="6.0in" height="4.116666666666666in"}
>
> **Reviewing Payroll**

1.  Once you have completed timecards for a payroll and a sub has
    certified their payrolls, a prime can now review payrolls.

    a.  Note: In order to review, you must be identified as a Reviewer.
        Reviewer responsibility is given to [Prime
        Contractors]{.underline} only.

2.  Begin, by selecting the payroll week that needs to be reviewed.

> ![](media/image31.png){width="4.807638888888889in" height="3.44375in"}

3.  As a Reviewer it is your responsibility to review and validate
    Davis-Bacon Wages and ensure your subs are paying accordingly on a
    [weekly basis]{.underline}.

4.  Once you have confirmed the data entered, you can select the
    ![](media/image32.png){width="0.59375in"
    height="0.18888888888888888in"} button.

> ![](media/image33.png){width="5.992361111111111in"
> height="3.6840277777777777in"}

5.  Once you have reviewed the rates, click on the
    ![](media/image32.png){width="0.59375in"
    height="0.18888888888888888in"} button. Next you will have the
    option to indicate whether the payroll rates are valid or not.

    a.  **Note:** if a payroll rates are not valid, please provide a
        comment why it is not valid and any actions needed to be taken
        by the subcontractor.

> ![](media/image34.png){width="5.99375in"
> height="3.8229166666666665in"}

6.  To complete to the review process, click on the
    ![](media/image32.png){width="0.59375in"
    height="0.18888888888888888in"} button once more to save changes.

> ![](media/image35.png){width="4.689583333333333in"
> height="3.3666666666666667in"}

7.  Subs can now see their payroll has been reviewed or not. If payroll
    has been reviewed but is not valid, click on the
    ![](media/image16.png){width="0.5819444444444445in"
    height="0.18888888888888888in"} button to view comment provided by
    Prime. Email notifications will be sent to subs for any invalid
    payroll(s).

> ![](media/image36.png){width="4.582638888888889in"
> height="3.2895833333333333in"}

8.  If a payroll is not valid, you will need to amend the payroll (see
    Amending Payroll).

**Finalizing Master Payroll**

1.  Certified payroll for a specific contract can only be finalized when
    all timecards/payrolls have been certified and reviewed. This is
    done by both [subs]{.underline} and [prime]{.underline} contractors.

2.  The finalization process begins with the subcontractor's payroll. A
    sub must verify that all timecards/payrolls have been
    [certified]{.underline}, [reviewed]{.underline}, and
    [validated]{.underline} (see Certifying Timecards and Reviewing
    Timecards).

> ![](media/image37.png){width="5.99375in"
> height="3.7736111111111112in"}

3.  If all timecards/payrolls are valid, then click on the
    ![](media/image38.png){width="0.5819444444444445in"
    height="0.18888888888888888in"} button to go back to the Master
    Payroll screen.

4.  From the Master Payroll screen click on the **Update** link to begin
    finalization process.

> ![](media/image39.png){width="5.375694444444444in"
> height="3.3847222222222224in"}
>
> ![](media/image40.png){width="5.375in" height="3.859027777777778in"}

5.  To finalize a master payroll, click on the
    ![](media/image41.png){width="0.6145833333333334in"
    height="0.18888888888888888in"} button.

    a.  **Note:** Once you have finalized you will no longer have edit
        capabilities for that payroll, just viewer capability.

    b.  Also, if a payroll is not ready to be finalized a validation
        error will appear that will indicate why a master payroll cannot
        be finalized (see example below).

![](media/image42.png){width="5.503472222222222in"
height="3.9430555555555555in"}

![](media/image43.png){width="5.99375in" height="2.4604166666666667in"}

6.  If there are no errors, you will proceed to accept the finalizing
    process. To accept click on the
    ![](media/image44.png){width="0.3958333333333333in"
    height="0.18888888888888888in"} button, this will place the master
    payroll in final status.

    a.  Note: If a master payroll has been finalized and needs to be
        reactivated, you will need to contact SNL. The account can only
        be reactivated by a Certified Payroll Superuser (see
        Administrative Changes).

7.  Once a sub(s) status is set to **Final** a prime can precede to
    final their master payroll (repeat steps 4-6).

> **Copying Timecards**

![](media/image45.png){width="5.246527777777778in"
height="3.7666666666666666in"}

1.  To copy timecards begin by clicking on the
    ![](media/image15.png){width="1.1159722222222221in"
    height="0.18888888888888888in"} button.

    a.  Note: there must be an existing payroll in order to do a copy.

2.  Next, you will select which payroll you would like to copy.

> ![](media/image46.png){width="4.623611111111111in"
> height="3.576388888888889in"}

3.  Once you have clicked on the Copy link, you can make changes to the
    payroll.

    a.  Delete timecards; update hours worked, pay rate, job
        classifications, etc.

> ![](media/image47.png){width="5.129166666666666in"
> height="3.6743055555555557in"}
>
> ![](media/image48.png){width="5.127777777777778in"
> height="3.9590277777777776in"}
>
> **Importing Timecards/Employees**

1.  As an added feature you can import timecards and employees
    information. Whenever you see a
    ![](media/image49.png){width="1.1875in"
    height="0.18888888888888888in"} button or a
    ![](media/image9.png){width="1.2173611111111111in"
    height="0.18888888888888888in"} button you can import data.

> ![](media/image50.png){width="4.315277777777778in"
> height="3.097916666666667in"}
>
> ![](media/image51.png){width="4.347222222222222in"
> height="3.120833333333333in"}

2.  If you company is interested in using the import capability, please
    refer to the following website for the [Importing Job
    Aid](http://www.sandia.gov/construction/certpay/documents/certPayImportJobAid.doc)
    for further instruction.

    a.  **Note**: All information imported must be in XML format.

3.  Again, contact us at <certpay@sandia.gov> if you are interested in
    using **Import**.

**Exporting Timecards**

1.  Another capability available is to export payroll and timecard data.
    You can export data at any point where a
    ![](media/image5.png){width="0.5305555555555556in"
    height="0.18888888888888888in"} button exists.

> ![](media/image52.png){width="5.497222222222222in"
> height="3.5868055555555554in"}
>
> ![](media/image53.png){width="5.558333333333334in"
> height="3.173611111111111in"}

2.  Once you have selected to export data, you can either open or save
    the file to your system.

> ![](media/image54.png){width="4.208333333333333in" height="2.84375in"}
>
> **Amending Payroll**

1.  You can amend a payroll at two different points of the system. You
    can amend any payroll that has been certified or you can also amend
    a payroll if it has been reviewed but is not valid.

    a.  Note: the original payroll will remain in the system and will be
        replaced with a completely new revision. If previous amendments
        have been made, only the latest revision can be amended.

2.  After a payroll has been certified, you can click on the **Id** link
    to amend the timecard.

> ![](media/image55.png){width="5.254861111111111in"
> height="3.448611111111111in"}

3.  Next, you can click on the
    ![](media/image56.png){width="0.5819444444444445in"
    height="0.18888888888888888in"} button to create a revision of the
    payroll.

> ![](media/image57.png){width="5.173611111111111in"
> height="2.7305555555555556in"}

4.  You must confirm that you are creating an amendment and acknowledge
    that it will be recorded as a revision. Click
    ![](media/image44.png){width="0.3958333333333333in"
    height="0.18888888888888888in"} to continue with amendment.

![](media/image58.png){width="5.436805555555556in"
height="2.129166666666667in"}

![](media/image59.png){width="5.439583333333333in"
height="3.897222222222222in"}

5.  Now you can edit the timecard and make changes. You will be required
    to re-certify the new payroll, in order for the changes to be saved
    (see Certifying Payrolls). Changes will be saved as a revision.

6.  If a payroll has been reviewed but is not valid, a sub can go back
    into that payroll and repeat steps 2-5.

> **Sorting Data**

1.  You can sort data by clicking on the header row of each screen. You
    can sort by Payroll Title, PO, Supplier, and Status if you are
    viewing master payrolls. If you are viewing payrolls you can sort by
    Certified, Reviewed or Valid.

    a.  Note: if you click on the
        ![](media/image16.png){width="0.5819444444444445in"
        height="0.18888888888888888in"} button, you can also sort by
        Start Date and End Date at the master payroll level.

![](media/image60.png){width="5.996527777777778in"
height="4.479861111111111in"}

2.  To sort a column in descending order, click the header once.

3.  To sort a column in ascending order, click the header twice.

**Administrative Changes**

1.  Limited administrative changes can be made to a master payroll
    either by a subcontractor and/or prime contractor.

2.  To make administrative changes to your information click on the
    **Update** link on the master payroll screen.

> ![](media/image61.png){width="5.497222222222222in"
> height="3.4055555555555554in"}

3.  Next, you have the option to change your **Default Fringe Benefit
    Flag**.

    a.  You have the ability to set it, to **Cash** or **Plan**.

        i.  If Plan is chosen, you will need to provide a **Plan Name**.

    b.  **Note**: The purpose of selecting defaults is to reduce the
        amount of data entry each week when certifying payrolls.

![](media/image62.png){width="5.621527777777778in"
height="4.035416666666666in"}

4.  Once you are done, click
    ![](media/image12.png){width="0.4798611111111111in"
    height="0.18888888888888888in"} to save changes.

5.  If other changes need to be made to a master payroll, such as
    changes in:

-   **Payroll Start** date,

-   **Payroll End** date, or

-   **Payroll End Day**.

> You will need to contact SNL with these changes, at
> <certpay@sandia.gov>.

6.  Reactivating a master payroll can only be done by SNL and must be
    requested via email by the contractor with an explanation for
    reactivation. You can email <certpay@sandia.gov>.

7.  Lastly, please notify SNL if there are any changes in personnel. If
    a user leaves the company or no longer needs access to certified
    payroll, we can delete the user and add a new user, if desired.

**Printing Options**

1.  You can choose to print out a timecard by simply clicking on the
    [Display]{.underline} link next to the specific timecard. This
    feature was added to allow users to print out timecard information
    in a "printer-friendly" view.

    a.  **Note:** You can also Export information to Excel and print out
        in Excel.

> ![](media/image63.png){width="4.871527777777778in" height="3.4375in"}

![](media/image64.png){width="5.000694444444444in"
height="3.7354166666666666in"}