---
title: Elation Systems Certified Payroll: Who to Ask | WellStanding
url: https://wellstanding.com/guides/elation-systems-for-contractors/
description: How Elation Systems certified payroll works on SDDOT, MaineDOT and NYC HPD jobs, who to contact when you cannot log in, and what HUD's 2015 notice says.
updated: 2026-11-04
type: guide
publisher: WellStanding Certified Payroll
---
# Elation Systems certified payroll: how it works and who to ask when you are stuck

This page compares how the South Dakota DOT, MaineDOT and NYC HPD use Elation Systems, using their agency pages and [Elation's site](https://www.elationsys.com/), and notes what [HUD Notice H 2015-09](https://www.hud.gov/sites/documents/15-09hsgn.pdf) says. It is an independent reading, not Elation support and not agency guidance.

Last reviewed November 4, 2026 against the sources it cites

The short answer

Elation Systems is a vendor platform agencies choose, so access-problem contacts differ by owner: [South Dakota DOT's 2019 letter](https://dot.sd.gov/media/aa7eb79c/ElectronicPayrollSubmissionSystemImplementation.pdf) lists Elation's support email or SDDOT's Labor Compliance Officer, MaineDOT's [bidding](https://www.maine.gov/dot/doing-business/bid-opportunities/information-about-bidding) and [Civil Rights](https://www.maine.gov/dot/doing-business/civil-rights) pages name different contacts, and the [DASNY guide](https://www.dasny.org/sites/default/files/inline-files/Elation_DASNY_VENDOR_USER_GUIDE_Rev6.pdf) lists storm-recovery staff. [HUD's 2015 notice](https://www.hud.gov/sites/documents/15-09hsgn.pdf) sends users to Elation's website to submit payrolls. DASNY and HUD point compliance matters to agency staff or the prime; other owners may differ. [The signature on each payroll is yours](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.5).

- [HUD Notice H 2015-09](https://www.hud.gov/sites/documents/15-09hsgn.pdf), issued October 5, 2015, sends users to Elation's website, elationsys.com, to submit payrolls. The notice never writes out the name Elation Systems, and the 2023 handbook never names the system.
- For projects let on or after June 5, 2019, the [South Dakota DOT payroll page](https://dot.sd.gov/doing-business/contractors/labor-compliance/certified-payrolls-let-after-6519/) requires electronic payroll submission through Elation, and its [February 2026 FAQ](https://dot.sd.gov/media/bluobxan/sddot-dbra-epss-faq.pdf) answers "No" to paper payrolls.
- MaineDOT's [form for local-agency projects](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Elation%20System%20Form.pdf) says federal-aid contractors must submit certified payrolls electronically in Elation, projects with no federal funds do not require electronic payrolls, and the local agency should email award data so MaineDOT's Contracts Section can set up the project.
- NYC HPD's [payroll submission page](https://www.nyc.gov/site/hpd/services-and-information/payroll-submission.page) calls Elation free and says you can enter or upload payroll from payroll software or a spreadsheet.
- For federal contracts entered into after October 23, 2023, [29 CFR 5.5(a)(3)(ii)(A)](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.5) lets an agency or prime permit or require an electronic system as long as it permits other methods for a contractor who is unable or limited in its ability to use or access it, and the [2023 final rule](https://www.federalregister.gov/documents/2023/08/23/2023-17221/updating-the-davis-bacon-and-related-acts-regulations) describes that language as codifying longstanding policy and, with limited exceptions, does not affect earlier contracts.
- HUD's [January 2023 handbook](https://www.hud.gov/sites/dfiles/OCHCO/documents/13441C4SECH.pdf) asks for an ink signature on the Statement of Compliance, while the 2015 notice makes each user's PIN the electronic signature.

## The agency said "submit through Elation" and you cannot

A login, a missing project, a rejected payroll and a deadline each have a different owner, often not the vendor. Your contract says which system and rules apply.

| Your problem | Who to ask | What the sources say |
| --- | --- | --- |
| Cannot register, log in or reset access | It differs by owner; see the next table | The sources give no single order. Ask your agency or prime which route applies. |
| Access unused for 90 days under HUD's 2015 notice | Your prime | Per the [HUD notice](https://www.hud.gov/sites/documents/15-09hsgn.pdf), a subcontractor contacts the prime, and the prime contacts the Support Team. |
| Your project or subcontract is not in the system | The agency; on MaineDOT local-agency projects, the local agency | MaineDOT's [December 2024 manual](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Manual2024-Chapter11-Dec2024-1.pdf) says a local agency should email award data to MaineDOT's Contracts Section, which sets up the project. The [DASNY guide](https://www.dasny.org/sites/default/files/inline-files/Elation_DASNY_VENDOR_USER_GUIDE_Rev6.pdf) (May 31, 2022) has DASNY and the storm-recovery office complete set-up once the Work Authorization is executed. |
| Payroll rejected, or a wage question | On DASNY and HUD jobs, agency compliance staff or the prime; other owners differ | The [DASNY guide](https://www.dasny.org/sites/default/files/inline-files/Elation_DASNY_VENDOR_USER_GUIDE_Rev6.pdf) says a rejected payroll gets a follow-up from the Wage Compliance Unit. On HUD jobs, the [notice](https://www.hud.gov/sites/documents/15-09hsgn.pdf) says the Support Team does not make compliance decisions; the prime or a HUD Labor Relations Specialist does. For difficulties using the system, SDDOT's letter lists Elation's support email and MaineDOT's bidding page calls Elation's help line the first line of assistance. |

### First contact for access problems, by owner

| Owner and source | First contact it names |
| --- | --- |
| [SDDOT letter](https://dot.sd.gov/media/aa7eb79c/ElectronicPayrollSubmissionSystemImplementation.pdf) (April 17, 2019) | Elation's support email or SDDOT's Labor Compliance Officer; the letter lists them as alternatives, not an order. SDDOT's current [payroll page](https://dot.sd.gov/doing-business/contractors/labor-compliance/certified-payrolls-let-after-6519/) and [FAQ](https://dot.sd.gov/media/bluobxan/sddot-dbra-epss-faq.pdf) name no support contact, but the [March 2019 form instructions](https://dot.sd.gov/media/efabfh55/instructions-for-electronic-submission-of-sddot-statement-of-compliance.pdf) give SDDOT phone numbers, (605) 773-3795 and (605) 773-3262, for questions. |
| [MaineDOT bidding page](https://www.maine.gov/dot/doing-business/bid-opportunities/information-about-bidding) (undated; copyright 2025; shows a 2019 registration code) | Elation's help line first (925-924-0340 x100, listed as 8 a.m. to 8 p.m., Monday to Friday, with no time zone), then the MaineDOT Contractor Liaison at 207-624-3519. |
| [MaineDOT Civil Rights page](https://www.maine.gov/dot/doing-business/civil-rights) (copyright 2025) | MaineDOT's EEO Program Specialist, for Elation software issues. The MaineDOT pages differ, so ask MaineDOT which applies. |
| MaineDOT [local-agency form](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Elation%20System%20Form.pdf) and [December 2024 manual](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Manual2024-Chapter11-Dec2024-1.pdf) | A MaineDOT contact for the Elation system at 207-624-3519, the number the bidding page lists for the Contractor Liaison. Both give it in their project set-up instructions. |
| [NYC HPD page](https://www.nyc.gov/site/hpd/services-and-information/payroll-submission.page) | Three support emails, including Elation's support@elationsystems.com and an HPD mailbox. |
| [DASNY guide](https://www.dasny.org/sites/default/files/inline-files/Elation_DASNY_VENDOR_USER_GUIDE_Rev6.pdf) (May 31, 2022) | Governor's Office of Storm Recovery staff, and that office's onsite Elation technical support team. |
| HUD Notice H 2015-09 | A Customer Service Team, with contact details given when you are assigned to the project. The notice does not say who staffs it. |
| [Elation's contact page](https://www.elationsys.com/contact-us/) | support@elationsystems.com or +1 925-924-0340, Monday to Friday, 8 a.m. to 5 p.m. PST. MaineDOT's page lists different hours for the same number, so confirm before you call. |

## Who decides to use Elation

[29 CFR 5.5](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.5) names no vendor. Paragraph (a)(3)(ii)(A) requires certified payrolls weekly for each week covered work is performed (see the [WH-347 guide](https://wellstanding.com/guides/wh-347/)). For contracts entered into after October 23, 2023, it also lets the agency or prime permit or require an electronic system if, among other conditions, it permits other methods for a contractor who is unable or limited in its ability to use or access it.

That electronic-system language comes from the [Department of Labor's August 2023 final rule](https://www.federalregister.gov/documents/2023/08/23/2023-17221/updating-the-davis-bacon-and-related-acts-regulations). With limited exceptions, the rule applies only to contracts entered into after October 23, 2023, and does not affect earlier contracts. The preamble describes the electronic-system language as codifying the Department's longstanding policy that agencies and primes can permit or require electronic submission, and says an agency that requires the system must allow other methods when a contractor cannot use or access it. The current [FHWA-1273](https://www.fhwa.dot.gov/programadmin/contracts/1273/1273.pdf) (revised June 25, 2026), Section III, paragraph 3.b.(1), carries the same condition (see [what changed in 2026](https://wellstanding.com/guides/fhwa-1273-changes-2026/)). Read the clause in your own contract to see which version it has.

## How different owners use Elation

| Owner and source | Who uses it | Sign-up and signature | Timing and specifics |
| --- | --- | --- | --- |
| HUD multifamily, Notice H 2015-09 (October 5, 2015); sends users to Elation's website, elationsys.com, without writing out the vendor name | FHA-insured, Section 542 risk share, healthcare and public housing authority construction loans | Your user ID is your email address, and the notice makes your PIN your electronic signature. | The notice says it stays in effect until amended, superseded or rescinded. |
| South Dakota DOT, [payroll page](https://dot.sd.gov/doing-business/contractors/labor-compliance/certified-payrolls-let-after-6519/) and [FAQ](https://dot.sd.gov/media/bluobxan/sddot-dbra-epss-faq.pdf) (February 2026) | Projects let on or after June 5, 2019. Federal-aid contracts over $2,000 (payroll page: $2,000 or more); state-funded highway contracts of $100,000 or more. | Register on Elation. The [instructions](https://dot.sd.gov/media/efabfh55/instructions-for-electronic-submission-of-sddot-statement-of-compliance.pdf) (March 2019) have you sign and date the electronic Statement of Compliance form and submit it with the payroll. They do not say which signature method SDDOT accepts, so ask SDDOT. | Due within seven days following the payment of wages, which SDDOT ties to [29 CFR 3.4](https://www.ecfr.gov/current/title-29/subtitle-A/part-3/section-3.4) and [5.9](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.9). A "No Work" report is required for idle weeks, up to 20 at once. |
| MaineDOT, Civil Rights page (copyright 2025) | Federal-aid projects. The [MaineDOT form](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Elation%20System%20Form.pdf) (undated): projects with no federal funds do not require electronic payrolls. [Our Maine guide](https://wellstanding.com/guides/maine-certified-payroll/). | For local-agency projects, see the set-up row above. | MaineDOT says it has used Elation since 2009. For a classification missing from the wage decision, the [Civil Rights page](https://www.maine.gov/dot/doing-business/civil-rights) has the contractor submit the request through Elation, says MaineDOT's Civil Rights Office reviews it before it goes to the U.S. Department of Labor, and says paper requests are not accepted. That is MaineDOT's own process; for the federal steps, see [SF-1444 requests](https://wellstanding.com/guides/sf-1444-additional-classification/). |
| NYC HPD, [payroll submission page](https://www.nyc.gov/site/hpd/services-and-information/payroll-submission.page) (undated; 2025 footer) | Contractors on HPD development projects | Register on Elation. HPD calls it free. | Covers the Davis-Bacon, Section 220 and Section 230 requirements HPD names. |
| DASNY and Governor's Office of Storm Recovery work authorizations, vendor guide (May 31, 2022) | Storm-recovery projects the guide covers | To submit its quarterly compliance reports, the guide has you request a digital signature by emailing or faxing Elation a signed letter on letterhead. It arrives in about 48 hours and expires after one year; renewal is automatic within 8 hours. The guide does not tie it to the payroll Statement of Compliance. | Quarterly compliance reports for the CDBG program (workforce employment and Section 3 forms, among others) are due in Elation within 5 calendar days after each quarter closes. The guide gives no weekly payroll deadline. |
| BART, California, [Labor Compliance page](https://www.bart.gov/about/business/ocr/compliance) (undated; 2025 footer) | BART public works contractors | Submit through Elation. | BART says you must also submit to the Department of Industrial Relations. |

## Where the sources disagree

### HUD: required or recommended

The 2015 notice made use of its Davis-Bacon Electronic Certification Submission Program mandatory after March 31, 2016 for projects under 50 percent complete, and it sends users to Elation's website, elationsys.com, to submit payrolls. It never writes out the name Elation Systems. HUD's [Handbook 1344.1 REV-3](https://www.hud.gov/sites/dfiles/OCHCO/documents/13441C4SECH.pdf) (January 2023) calls the HUD-authorized Electronic Payroll System "highly recommended" on FHA projects, accepts another format carrying every WH-347 item, and in paragraph 4-11 addresses employers not using an electronic payroll system. The handbook does not define that system, say it is the notice's tool, or name its vendor. The handbook is the later document and may reflect a change, but the notice says it stays in effect until amended, superseded or rescinded, and nothing found shows that happened, so whether the notice's Elation link is still HUD's current route is not established. Ask your HUD Labor Standards Specialist which route applies.

### HUD: ink or PIN

The notice says each user's PIN "becomes their Electronic Signature for signing Payrolls." The handbook, Chapter 4, paragraph 4-3.D, calls for an original signature on the Statement of Compliance: "The signature must be in ink; pencil is not acceptable." The federal clause, 29 CFR 5.5(a)(3)(ii)(E), accepts either an original handwritten signature or a legally valid electronic signature, but the handbook's HUD-specific instruction is ink. Neither HUD text addresses the other, so get the Specialist's answer in writing before you sign (see [ink or e-sign on HUD jobs](https://wellstanding.com/guides/hud-statement-of-compliance-signature/)).

### South Dakota: no paper, or other methods

SDDOT's FAQ answers "No" to paper payrolls. Its requirement covers projects let from June 5, 2019, so your contract may carry either version of the federal clause. For a contract entered into after October 23, 2023, the clause requires an agency that mandates the system to permit other methods for a contractor who cannot use or access it, and the FAQ answer does not mention that. An older contract's clause may not contain that condition. Either way, if you cannot get in, tell the labor compliance office in writing and ask what it will accept. SDDOT's 2019 letter gives June 1, 2019 as the letting date; its payroll page gives June 5, 2019.

## What happens when a payroll is late or wrong

- **Federal rules.** [29 CFR 3.4(a)](https://www.ecfr.gov/current/title-29/subtitle-A/part-3/section-3.4) says each certified payroll that Part 3 requires must be delivered within 7 days after the regular payment date of the payroll period. [29 CFR 5.9(a)](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.9) says that when a contractor fails or refuses to comply with the labor standards clauses in 29 CFR 5.5, the federal agency may on its own action, and must on the written request of an authorized Department of Labor representative, take action to cause suspension of the payment, advance or guarantee of funds. Separately, 29 CFR 5.5(a)(3)(iv)(B) covers records that are not submitted or made available: after written notice, the agency may suspend further payment, advance or guarantee of funds, and failure to submit them on request may be grounds for debarment. That paragraph does not itself address a payroll that is merely late. Falsified certifications may bring prosecution under 18 U.S.C. 1001 and 31 U.S.C. 3729 (paragraph (a)(3)(ii)(F)).
- **SDDOT contract.** SDDOT repeats the deadline and cites both sections. Its payroll page says each weekly payroll must be accompanied by a signed Statement of Compliance form and reach SDDOT within seven days following the payment of wages to avoid suspension of contract pay estimates, cites 29 CFR 3.4 and 5.9 for that, and says payrolls that lack the most recent Statement of Compliance form will not be accepted.
- **New York.** For HPD and DASNY jobs, see the [New York guide](https://wellstanding.com/guides/new-york-certified-payroll/).

## Who signs

You do. The contractor, or an agent who pays or supervises payment of the workers, signs the Statement of Compliance with an original handwritten or legally valid electronic signature ([29 CFR 5.5(a)(3)(ii)(C) and (E)](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.5)).

## If you need the payroll prepared

We prepare certified payroll for public works contractors. Tell us about your project.

## Questions

**Who do I contact when I cannot log in to Elation?**

It depends on the owner. SDDOT's 2019 letter lists Elation's support email or SDDOT's Labor Compliance Officer, MaineDOT's pages name Elation's help line, its EEO Program Specialist and a set-up contact in different places, and DASNY lists storm-recovery staff. See the owner table.

**Does Elation cost contractors anything?**

NYC HPD calls its service free, and MaineDOT's bidding page says there is no charge to the contractor. Confirm with your agency or prime.

**Can I send paper instead?**

It depends on the agency and your contract. SDDOT's FAQ says no. MaineDOT's bidding page says paper payrolls will not be allowed on contracts that use Davis-Bacon wage rates, while its local-agency form says projects with no federal funds do not require electronic payrolls. HUD's 2015 notice made its electronic tool mandatory after March 31, 2016 for projects under 50 percent complete. Its 2023 handbook says employers are "highly recommended" to use the electronic system, accepts another format that carries every WH-347 item, and in paragraph 4-11 says reports from an employer not using an electronic system shall be "written in ink or using a computer". The two conflict, so ask your Labor Standards Specialist. For federal contracts entered into after October 23, 2023, the clause requires an agency that mandates the system to permit other methods for a contractor who cannot use or access it. Check which clause version yours carries.

**Can I import from QuickBooks or Sage?**

SDDOT's 2019 letter lists Sage/Timberline and QuickBooks among compatible programs, and HPD says you can upload payroll software or spreadsheet data. Ask your agency whether your project allows import.

## Sources

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

1. [Elation's site](https://www.elationsys.com/) elationsys.com
2. [HUD Notice H 2015-09](https://www.hud.gov/sites/documents/15-09hsgn.pdf) hud.gov
3. [South Dakota DOT's 2019 letter](https://dot.sd.gov/media/aa7eb79c/ElectronicPayrollSubmissionSystemImplementation.pdf) dot.sd.gov
4. [bidding](https://www.maine.gov/dot/doing-business/bid-opportunities/information-about-bidding) maine.gov
5. [Civil Rights](https://www.maine.gov/dot/doing-business/civil-rights) maine.gov
6. [DASNY guide](https://www.dasny.org/sites/default/files/inline-files/Elation_DASNY_VENDOR_USER_GUIDE_Rev6.pdf) dasny.org
7. [The signature on each payroll is yours](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.5) ecfr.gov
8. [South Dakota DOT payroll page](https://dot.sd.gov/doing-business/contractors/labor-compliance/certified-payrolls-let-after-6519/) dot.sd.gov
9. [February 2026 FAQ](https://dot.sd.gov/media/bluobxan/sddot-dbra-epss-faq.pdf) dot.sd.gov
10. [form for local-agency projects](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Elation%20System%20Form.pdf) maine.gov
11. [payroll submission page](https://www.nyc.gov/site/hpd/services-and-information/payroll-submission.page) nyc.gov
12. [2023 final rule](https://www.federalregister.gov/documents/2023/08/23/2023-17221/updating-the-davis-bacon-and-related-acts-regulations) federalregister.gov
13. [January 2023 handbook](https://www.hud.gov/sites/dfiles/OCHCO/documents/13441C4SECH.pdf) hud.gov
14. [December 2024 manual](https://www.maine.gov/dot/sites/maine.gov.dot/files/inline-files/Manual2024-Chapter11-Dec2024-1.pdf) maine.gov
15. [March 2019 form instructions](https://dot.sd.gov/media/efabfh55/instructions-for-electronic-submission-of-sddot-statement-of-compliance.pdf) dot.sd.gov
16. [Elation's contact page](https://www.elationsys.com/contact-us/) elationsys.com
17. [FHWA-1273](https://www.fhwa.dot.gov/programadmin/contracts/1273/1273.pdf) fhwa.dot.gov
18. [29 CFR 3.4](https://www.ecfr.gov/current/title-29/subtitle-A/part-3/section-3.4) ecfr.gov
19. [5.9](https://www.ecfr.gov/current/title-29/subtitle-A/part-5/subpart-A/section-5.9) ecfr.gov
20. [Labor Compliance page](https://www.bart.gov/about/business/ocr/compliance) bart.gov

## Related

- [Certified payroll requirements by state](https://wellstanding.com/guides/certified-payroll-requirements-by-state/)
- [The WH-347 form, field by field](https://wellstanding.com/guides/wh-347/)
- [HUD statement of compliance: ink or e-sign](https://wellstanding.com/guides/hud-statement-of-compliance-signature/)
- [AASHTOWare Civil Rights and Labor payroll](https://wellstanding.com/guides/aashtoware-civil-rights-labor-certified-payroll/)
- [SF-1444 additional classification requests](https://wellstanding.com/guides/sf-1444-additional-classification/)
- [Maine certified payroll](https://wellstanding.com/guides/maine-certified-payroll/)