Caltrans LCPtracker setup: the payroll and apprentice items on the pre-job checklist

This page follows Caltrans's state and federal-aid LCPtracker pre-job checklists, both revised January 2026, and LCPtracker's contractor quick start guide. Most LCPtracker help articles are undated; its log-in update carries December 2025 in its title. Everything here was read on November 4, 2026.

Last reviewed November 4, 2026 against the sources it cites

The short answer

On a Caltrans LCPtracker contract, the state and federal-aid checklists make the prime responsible for setting up subcontractor accounts, so ask your upper-tier contractor how yours is created. Then work the payroll items: CEM-2501, weekly payrolls, No Work Certifications, deduction documents, DAS forms and apprentice proof. The checklists say payrolls are due by the 15th for the previous month's work, but Caltrans's manual makes them due with the invoice on some contracts, so confirm your date.

Both Caltrans LCPtracker checklists, revised 1/2026, say the prime completes a Contractor Set-Up Form and is responsible for setting up LCPtracker accounts for all subcontractors (state, federal-aid).
A Caltrans directive dated December 16, 2020 says contractors use Form CEM-2500 to give district labor compliance staff the information to create the contractor's user account, and that staff provide the form after contract approval (CPD 20-30).
LCPtracker's Prime Approver Guide says the agency decides whether to turn the prime approver module on and how to configure it, so the approval rule in the checklists is Caltrans's.
The checklists say payrolls and other documents not previously submitted are due on or before the 15th for the previous month's work, while Caltrans's manual says payrolls on contracts invoiced in arrears, including Minor B and emergency, are due with the invoice (state checklist, chapter 8).
The state checklist sends the DAS-140 to the apprenticeship committee and through LCPtracker and does not name the DAS-142, while the federal-aid checklist sends the DAS-140 and DAS-142 to the committee with a copy to Caltrans; the manual's Table 8-D lists both forms for all projects.
LCPtracker's help site says an eDocument type set to Required (Y) does not stop a contractor from certifying, while Required Prior to Certification (R) is a hard stop once any submit delay the administrator set has run out (eDocument types).

Which checklist do you have?

Caltrans's labor compliance page lists nine pre-job checklists. Two carry LCPTracker in their names, the ones this page follows. The other seven, including the state (revised 07/2025) and federal-aid contract checklists, ask for unmodifiable PDFs and a Contractor's Acknowledgement Form and send you to the labor compliance page, where the Electronic Transmission section lists File Transfer and nothing for LCPtracker. None of those seven states the system, and the sources conflict: the File Transfer quick guide (copyright 2020) calls that process exclusive and separate from projects using LCPtracker Pro, while the 2025 Standard Specifications (section 7-1.02K(3)) name LCPtracker Pro and never mention File Transfer. Ask the labor compliance officer which applies before you submit anything. See File Transfer or LCPtracker.

How do you get an LCPtracker account on a Caltrans contract?

The checklists make the prime responsible for subcontractor accounts. LCPtracker says the agency or the prime creates contractor accounts (quick start guide), depending on the agency's setup. Ask your upper-tier contractor and the labor compliance officer which applies.

Contractor: the account request form is CEM-2500. The Standard Specifications say to request a user account with the LCPtracker Vendor Access Request form, without a number. A directive dated December 16, 2020 (CPD 20-30) says that on contracts with the LCPtracker requirement, district labor compliance staff give the contractor Form CEM-2500 after contract approval, and the contractor emails it back. Neither says whether a subcontractor files its own. Caltrans's forms database lists CEM-2500 under that title, revised 04-01-2026.
Contractor: add each sub you hired, then assign it. LCPtracker's subcontractor setup article says that, depending on the agency's database configuration, you may or may not be able to set up your own subs, and that where you can, each contractor sets up the subs it uses. The assignment needs a Contract ID and often a start date.
No Subcontractor Setup button? Someone above you does the setup, as some agencies handle all of it and remove the button (article). Contact the person under Projects, then Show Info (article); the Prime Approver Guide says an agency typically lists the prime there. Both Caltrans checklists put setup on the prime, so ask the prime and the labor compliance officer.
Subcontractor: you may get LCPtracker's newer sign-in setup. Its Fortify FAQ says invited users get a Fortify Welcome email and an Onboarding email, and the Onboarding email carries the username and a temporary password. They then set up Two-Step Verification, and later logins ask for a verification code, which the December 2025 log-in update shows arriving by email. The FAQ calls an account Legacy when a user with elevated rights has not enabled Fortify for it, and the subcontractor setup articles still describe an email with a User ID and temporary password. None of the articles read here says which one Caltrans's database uses, so go by the first email you receive. LCPtracker's undated articles also disagree on password length: the login article says at least six characters, the Prime Approver Guide more than six and fewer than 20, and the FAQ 15, for users moved to the enhanced Fortify. A password of 15 to 19 characters, with upper and lower case letters, fits all three, so use that, and call LCPtracker Support at 714-669-0052 option 4 (login article) if it is rejected. For the eSignature password, see eSignature problems.

The checklist, item by item

Most items read the same in both LCPtracker checklists; differences follow. Each also has a payroll contact box for Labor Compliance Letters/Notices, plus posters, wage rates and other items not covered here.

Checklist item	What it requires	What to do
Set-Up Form and prime approver	The prime completes the Contractor Set-Up Form before submitting electronic payrolls, is the prime approver, is responsible for setting up LCPtracker accounts for all subcontractors, and approves their payrolls before Caltrans reviews them.	The checklists give no form number for the Contractor Set-Up Form. CEM-2500 is the LCPtracker Vendor Access Request; ask the labor compliance officer if they are the same.
Weekly payrolls	Everyone, owner-operators included, submits weekly through LCPtracker, with a classification and group number on every payroll.	Clear every notice before you certify (quick start). See template errors and rejected payroll.
Due date	Both checklists say payrolls and other documents not previously submitted are due on or before the 15th for the previous month's work. The manual (chapter 8, Figure 8-F) says payrolls on contracts invoiced in arrears, including Minor B and emergency, are due with the invoice.	The sources differ, so confirm your date with the labor compliance officer. See the weekly rules.
No Work Certifications	Required for each non-performing week after the initial work week through the end of the project, owner-operators included.	Go to the Certification tab (article). See no-work weeks.
CEM-2501 Fringe Benefit Statement	Signed and uploaded into LCPtracker before a payroll submission is permitted, with the first payroll and when fringe or subsistence amounts change, and specific to the contract.	LCPtracker's help puts uploaded documents in eDocuments (steps below), so confirm the document type with the labor compliance officer. See the CEM-2501 guide.
"Other" deductions	Mark garnishments, tools and similar items as an "other deduction" in LCPtracker or on the electronic Statement of Compliance, and upload confirming documents with the first payroll showing it.	Say what the deduction is in the note, not "N/A" (quick start).
Apprentice proof, training fees	Proof of registration goes in with the first payroll showing apprentices. Training fees go to a state-approved apprenticeship program or the California Apprenticeship Council.	Upload the apprentice certification in eDocuments (guide). See training funds.
Withhold	The checklists say up to 10 percent of the month's progress payment ($1,000 minimum, $10,000 maximum) if the prime fails to submit required documents, and all payments due on Minor B and Emergency contracts.	The 2025 Standard Specifications (7-1.02K(3)) withhold up to 10 percent of the monthly progress estimate, exclusive of mobilization, if no adequate record is in by the month's 15th day for the period ending on or before the 1st of that month. For Minor B and emergency contracts, the checklists say all payments due are withheld, while manual Figure 8-F says up to the total amount of the invoice. Check which edition governs your contract. See the delinquent notice.

Where the state and federal-aid checklists differ

Topic	State contract (rev. 1/2026)	Federal-aid contract (rev. 1/2026)
DAS forms	DAS-140 goes to the apprenticeship committee and through LCPtracker before work starts. DAS-142 is not named on this checklist; manual Table 8-D lists it for all projects.	DAS-140 and DAS-142 go to the committee, with a copy to Caltrans, before work starts. See DAS 140 and 142 on Caltrans jobs.
Wage rates	No matching line.	If federal and state prevailing rates differ for similar classifications, the higher rate must be paid. Caltrans does not accept state classifications missing from the federal determinations, including "helper."
Withhold release	Released after compliance.	Released on the next progress payment after compliance.
Apprentices	Registration in a state-approved program, uploaded into LCPtracker.	Registration in a state and federally approved program, submitted with the first payroll.
Training plan	No matching line.	Submit the required training plan to the resident engineer for approval before work starts, then periodic reports showing compliance, with an explanation when an apprentice or trainee quits.

Who approves your payroll

Prime approval is Caltrans's contract rule, not an LCPtracker-wide one: the Prime Approver Guide says the agency decides whether to turn the module on and how to configure it.

Upload your first documents

Open eDocuments, then Upload Documents, and fill the fields. The administrator defines the document types and which are required (eDocuments). Choose the project, Sub To | Contract ID and document type, and the document date, which is always required (upload article).
Enter your eSignature password and save. Enforcement depends on how the administrator set the document type (eDocument types). Required (Y) asks for the document without stopping certification. Required Prior to Certification (R) blocks certifying your first payroll until it is uploaded, unless the administrator set a submit delay (for example 30 days), in which case the block starts after the delay. Treat Y as required, since the checklist permits no payroll submission without the CEM-2501.

What we do

WellStanding prepares your Caltrans payroll documents from the payroll export you already run, and a person reviews them. You review and sign; the certification is always yours and we never sign for you.

Questions

Does LCPtracker cost a subcontractor anything?

LCPtracker's undated quick start guide says the service and online training are free to contractors. Another LCPtracker article says uploading PDF payroll reports means buying Direct Payroll Subscription/Interface (DPI), a fee-based mapping service.

My LCPtracker login email never came. What now?

Check junk or spam, as the account article advises. The login article names NOREPLY@LCPtracker.com as the sender, though the account article spells that domain differently, so search for any LCPtracker message. Then ask your upper-tier contractor to check your contact email, or call LCPtracker Support at 714-669-0052 option 4.

Do I send a No Work Certification when I am not on site?

On the state and federal-aid LCPtracker checklists, yes: each requires one for each non-performing week after your initial work week, and LCPtracker lets you certify several consecutive idle weeks at once. The other seven checklists do not mention it, so ask the labor compliance officer. See no work performed.

My checklist does not say LCPtracker. Which system do I use?

The labor compliance page lists nine checklists and names two as LCPTracker. The other seven never name a system, and the File Transfer guide and the Standard Specifications conflict, so ask the labor compliance officer which system applies before you submit anything. See File Transfer or LCPtracker.

Sources

Every figure on this page links to its source where it first appears. The full list, in order:

state dot.ca.gov
federal-aid dot.ca.gov
contractor quick start guide kb.lcptracker.com
log-in update kb.lcptracker.com
manual dot.ca.gov
CPD 20-30 dot.ca.gov
Prime Approver Guide kb.lcptracker.com
eDocument types kb.lcptracker.com
labor compliance page dot.ca.gov
state (revised 07/2025) dot.ca.gov
federal-aid dot.ca.gov
quick guide dot.ca.gov
2025 Standard Specifications dot.ca.gov
CEM-2500 forms.dot.ca.gov
subcontractor setup kb.lcptracker.com
article kb.lcptracker.com
article kb.lcptracker.com
Fortify FAQ kb.lcptracker.com
login article kb.lcptracker.com
article kb.lcptracker.com
guide kb.lcptracker.com
eDocuments kb.lcptracker.com
upload article kb.lcptracker.com
LCPtracker article kb.lcptracker.com
account article kb.lcptracker.com