Subcontractor PWA Onboarding: Complete Checklist

Thank you for attending your DSPTCH onboarding call! This guide provides a clear overview of the steps you’ll need to complete to finish your onboarding with DSPTCH.

Table of Contents (these must be completed in chronological order):

Create Users
Configure Time Settings
Creating an Apprenticeship Program
Job / Position / Wage Determination Set Up

Part 1: Create Users

Create Your Users (i.e. Employees)

Start by downloading the DSPTCH User Creation template here.

Complete the template for each User that needs to be added, then save the file as a .csv and send it to your DSPTCH Onboarding Specialist via email (or to onboarding@dsptch.work).

Your Onboarding Specialist will set up all required Users and notify you by email once the process is complete.

Part 2: Configure Time Settings

Create Your Pay Schedule(s)

Pay Schedules are the cadence of how often employees are paid for a particular time window.

DSPTCH Pay Schedules should match your Payroll System's Pay Schedules. Each User's Time Card corresponds to the duration of the Pay Schedule. Within the Time Card, Users record Time Entries.

For detailed instructions on how to create your Pay Schedule(s), please read our documentation here.

Create Your Time Codes

Time Codes are used to categorize your Workers Time Entries (e.g. "Standard Working Hours"). Time Codes need to be created in Time Settings before Workers can begin logging hours.

For detailed instructions on how to create your Time Code(s), please read our documentation here.

Create Your Per Diems (Optional)

A Per Diem is a daily stipend designated to cover expenses incurred by employees during business travel. In DSPTCH, per diems are captured as a line item on days with one or more submitted time entries. The amount of the allocated Per Diem and the type of Per Diem allocated to the day (if any at all), depends on logic set up at the company and job level. This logic will be addressed in this section.

Per Diems are not required for DSPTCH Timekeeping, but if created they will be included on all time exports.

For detailed instructions on how to create your Per Diem(s), please read our documentation here.

Create Your Custom Overtime Packages (Optional)

Custom Overtime Packages let you define overtime rules beyond the standard default. By default, DSPTCH automatically applies 1.5x pay for any hours worked beyond 40 in a week.

If your Company requires different rules (e.g. paying 2x for all hours worked after 12 in a single day in California) you can set them up using a Custom Overtime Package.

For detailed instructions on how to create Custom Overtime Packages, please read our documentation here.

Part 3: Creating an Apprenticeship Program

Create an Apprenticeship Program

DSPTCH allows you to create an Apprenticeship Program directly within the app to track your Apprentices' progress and ensure that all apprenticeship compliance requirements are properly met.

For detailed instructions on how to create your Apprenticeship Program, please read our documentation here.

Create Occupation within an Apprenticeship Program

An Occupation (e.g. Electrician) is a clearly defined trade or career path that requires structured on-the-job training and related instruction, leading to full proficiency in that role.

You will need to create Occupation(s) within your Apprenticeship Program before assigning Apprentices so that their Work Process Categories and Wage Schedule will be defined.

For detailed instructions on how to create Occupations within your Apprenticeship Program, please read our documentation here.

Create Work Process Categories within an Occupation

A Work Process Category is a major grouping of related tasks or skill areas that an Apprentice must learn within their Occupation. Each Occupation is broken down into these categories (e.g., “Electrical Wiring,” “Maintenance & Troubleshooting,” “Safety Procedures” for an Electrician) with assigned hours, providing a roadmap of the practical on-the-job training required to reach journeyman proficiency.

These are required to be set up so that Apprentices can allocate their hours towards the proper Work Process Category as they log time.

For detailed instructions on how to create Work Process Categories within your Occupations, please read our documentation here.

Create Wage Schedule(s) within an Occupation

A Wage Schedule is the structured pay scale that outlines how an Apprentice’s wages increase as they progress through training. It’s often expressed as a percentage of the full journeyworker rate (e.g., 60% for the first 2000 hours, 75% at 4000 hours, and 100% at 6000 total hours).

As Apprentices accrue hours and pass the applicable thresholds in your specific Wage Schedule, their Hourly Rate will automatically increase as defined in the Wage Schedule (even if the threshold is passed during the middle of a work day).

For detailed instructions on how to create Wage Schedules within your Occupations, please read our documentation here.

Add Users to Your Apprenticeship Program

Once your Apprenticeship Program has been fully set up with Occupations (and their accompanying Work Process Categories and Wage Schedules), you are now ready to assign Apprentices to the Apprenticeship Program.

For detailed instructions on how to create Wage Schedules within your Occupations, please read our documentation here.

Add Good Faith Exceptions (Optional)

If one or multiple of your Jobs qualifies for a Good Faith Exception, this can be documented directly within DSPTCH.

For detailed instructions on how to document Good Faith Exceptions, please read our documentation here.

Part 4: Job / Position / Wage Determination Set Up

Jobs are used to track a scope of work completed at your prime contractors larger Project. Job Cards are where you will be able to assign Workers, set their Hourly Rate (according to the proper Wage Determination), and track compliance at a glance.

This section will go over how to create a Job Card and set up the necessary details to complete it.

Create Job Card(s)

A Job Card is used to organize and track all work activities tied to a specific scope of work within a Project.

Each Job Card records the Site where the work is performed, key descriptive details about the Job, the Workers assigned to it, and all related compliance information.

For instructions on creating a Job Card, please read our documentation here.

Create a Wage Determination within the Job Card

A Wage Determination defines the required prevailing wage and fringe rate that must be paid to all Workers on a Job.

Wage Determinations are created at the Job Card level and can then be applied to all Positions within that Job. For example, you can set up a Wage Determination for Electricians in a given county and apply it to every Electrician assigned to the Job.

For instructions on creating a Job Card, please read our documentation here.

Create a Position within the Job Card and Assign Workers

A Position is how Workers are assigned to Jobs. A Position includes details such as the job function, applicable wage determination, hourly rate, per diem, and estimated work dates for the assignment.

When a Worker is added to a Position, much of this information can be automatically filled or inherited from the Worker’s profile. However, the Position object also allows for manual overrides, giving you flexibility to adjust assignment details as needed for the specific Job.

For instructions creating a Position, please read our documentation here.

Once all relevant Workers have been assigned to a Position on your Job, you are ready to move on to the next step of configuring your Time Uploads.