NYSDOT form HC-231: what it is and when it replaces the WH-347

What HC-231 is

HC-231 is NYSDOT's Contractor's Payroll Statement, an Excel workbook with payroll, certification and instructions sheets. NYSDOT's construction repository lists two files, hc231 and hc231_0, and no PDF. Both say use of the form is not mandatory. The contract clause decides: section 102-10(C) says certified payrolls "shall be submitted on Form HC-231-1 for all contracts" and lets you use another format that supplies the required data and certifications.

HC-231 or WH-347: what your contract names

Find the edition of the Standard Specifications your proposal names, or whether your project uses Appendix 12-2, which covers locally administered federal-aid projects that do not use them.

Federal-aid contracts

Section 107-03 says a copy of FHWA-1273 is in each federal-aid proposal and that its provisions prevail over any conflicting contract provision. Paragraph 3.b.(2) says the weekly payroll information "may be submitted using Optional Form WH-347 or in any other format desired." So a WH-347 is an allowed format on federal-aid work, including under the January 2025 edition of 102-10(C), which no longer names it.

That allowance covers the format, not the content. Section 102-10(C), CAM 102-10 and the slides (PDF properties show April 2023) all require race and gender on each payroll. The WH-347 has no race or gender column (see the WH-347 field list), so supply them with it. Ask the Engineer how they want the payroll delivered.

FHWA's rule at 91 FR 25492 removed and reserved 23 CFR part 633 effective June 10, 2026, which FHWA says ended the regulatory requirement to physically incorporate the form. Section I of the June 25, 2026 form makes its use optional for the contracting agency, and Appendix 12-2 does not name FHWA-1273, so what your contract carries depends on the contract text. The copy in your contract may be the October 23, 2023 text, where the payroll paragraphs sit in Section IV, as in Louisiana DOTD's posted copy, not Section III. See FHWA-1273 changes in 2026 and which WH-347 version to use.

State-only contracts

A contract without federal money is not Federal-Aid under section 107-03, so 102-10(C) alone governs: HC-231-1, or another format with every required item and the signed Statement of Compliance. Get the Engineer's acceptance of any other format in writing.

HC-231 versus HC-231-1

NYSDOT documents use both numbers for Exhibit 102-10E, the Contractor's Payroll Statement. Engineering Bulletin 00-037, dated May 30, 2000, lists it as HC-231-1 (04/00) and gives the history: the earlier policy required HC 231-1 (9/75) for State funded contracts and WH 347 for Federally funded ones, and the forms were not interchangeable. The revision opened HC-231-1 to both, so HC-231-1 was the state-only form until 2000. CAM 102-10 (May 2006) calls the exhibit HC-231, as does Appendix 12-2, while the specifications say HC-231-1 and the repository lists no file named HC-231-1. If your clause says HC-231-1, ask the Engineer to confirm that the hc231 workbook is the one they want.

What every NYSDOT payroll has to show

The Contractor gives the Engineer weekly certified payrolls from each firm that did prevailing wage eligible work (section 102-10(C)). The clause lists, for every employee, name, race, gender, home address, an identifying number, work class, hours, wage rate, fringe benefits, payroll taxes, withholdings and actual wages paid. Each payroll comes with a Statement of Compliance signed by the Contractor, whoever prepares the payroll. The slides add "or after every pay period"; if you pay bi-weekly, ask the Engineer in writing how to split it.

The Contractor also enters employee utilization data into NYSDOT's EBO system (section 105-21(C)(1)). The contract date is the 15th of the following month, but CAM 109-06 has staff verify the entry by the 10th before they run an estimate, so ask the Engineer which date applies.

Home address and Social Security number: where the documents conflict

On Social Security numbers the contract documents agree: section 102-10(C) and FHWA-1273 3.b.(2) bar a full number on the payroll and call for an identifying number such as the last four digits. The workbook instructions say to enter the SSN as nine digits on the first payroll.

Home address is where the sources pull apart.

• FHWA-1273 3.b.(2): last known addresses "must not be included on weekly transmittals." Section 107-03: federal provisions prevail over conflicting contract provisions.
• Section 102-10 and Appendix 12-2: the September 2026, January 2025 and September 2024 editions open 102-10 by saying that on Federal-Aid contracts, NYS Labor Law provisions "more restrictive than" the mandatory federal requirements, including the Davis-Bacon Act, "shall apply." Appendix 12-2 says conflicting Labor Law provisions are superseded and non-conflicting, more restrictive ones apply. Both list home address among the payroll items, with no federal-aid exception. Both also say Contractors and subcontractors "shall maintain the full social security number and current address of each covered worker" and "shall provide them upon request to NYSDOL or USDOL for purposes of an investigation or audit of compliance with prevailing wage requirements," and that Contractors may require subcontractors to provide addresses and social security numbers to the Contractor for its own records, "without weekly submission to the Department."
• CAM 102-10, the slides and the workbook: address on the first payroll. CAM says it is "only required on the first payroll," and the workbook adds again if it changes.

These sources do not resolve it. On every NYSDOT contract, federal-aid or state-only, get the Engineer's written instruction on address and identifying-number format before your first payroll.

Where it goes, and what happens when it is late

Payrolls go to the Engineer. Section 102-10(C) names no portal, software or file format, so ask the Engineer how they want them. The documents tie payrolls to payment in several places.

• Section 109-06 has the Contractor submit certified payroll statements weekly so the Department can process a payment.
• The sample Appendix A in section 102-08, clause 6, makes filing payrolls "consistent with Subdivision 3-a of Section 220" "a condition precedent to payment" on Article 8 work. Read the Appendix A in your own contract.
• CAM 102-10 (May 2006): "Contract payments should not be made if the Contractor has not submitted the required payrolls."
• CAM 109-06 (April 2023): staff keep processing payments while payrolls arrive with a consistent lag of no more than 2 weeks, and hold a payment until all payrolls are received when delays or growing problems arise.

Both CAM sections are internal guidance for NYSDOT staff, not contract terms, and neither says it replaces the other. The Engineer decides when a payment is held. None of the NYSDOT documents cited here sets a fine or per-day charge for a late payroll. DOL's FAQ has separate late-fine rules for portal submissions.

Does an NYSDOT job also go to the DOL portal?

If the work is New York prevailing wage work, yes. Look in the contract proposal: section 102-10(A) says the Department will identify there whether NYSDOL has determined the work prevailing wage eligible and, if so, give the Prevailing Rate Case (PRC) number. DOL's FAQ says a PRC number is required to enter a project and that a submission to a department of jurisdiction does not replace the DOL system. Departments may add contractual requirements, as the NYSDOT clause does; it does not mention the portal. Our New York page covers the portal, and the state table other states.

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