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Field guide · document preparation

Crew estimate vs. payroll: check each worker’s hours

A crew budget forecasts labor. Certified payroll reports work performed and pay actually provided. Use this fictional handoff to see why a lower crew total still needs a worker-by-worker check.

Fictional example · one project · one workweek

160 planned hours. 156 recorded. One worker at 42.

The estimate assumes four workers at 40 hours each. At week end, the project records show the totals below. The crew is four hours below the plan; Worker 3 is two hours above their own plan.

Budget assumption160 h4 workers × 40 hours
Recorded project hours156 h38 + 40 + 42 + 36 hours
Difference from plan−4 hHours only, not a cost saving

  • Worker 1

    Planned
    40 h
    Recorded
    38 h
    Difference
    -2 h

  • Worker 2

    Planned
    40 h
    Recorded
    40 h
    Difference
    0 h

  • Worker 3

    Planned
    40 h
    Recorded
    42 h
    Difference
    +2 h

    Review this worker’s week. A lower crew total does not resolve the individual hours or overtime check.

  • Worker 4

    Planned
    40 h
    Recorded
    36 h
    Difference
    -4 h

Do not average 156 ÷ 4 into four payroll entries of 39 hours. That would erase the individual differences. Do not label the extra two hours as overtime solely from this summary: review the daily records, other work, contract and applicable rules first.

From estimate to reporting records

Keep the plan. Hand over the actual records.

  1. Retain the original estimate separately

    Keep its crew size, assumed hours, rates, source determination and assumptions. Label it “estimate”; do not overwrite it to make it look like actual payroll.

  2. Reconcile people, days and work performed

    Collect each worker’s project time records, workweek dates, classifications and any other work needed for the review. Trace the 38, 40, 42 and 36 hours back to daily records. Flag missing or conflicting entries rather than filling them from the budget.

  3. Complete the pay review from the payroll records

    Confirm the required straight-time/overtime split, rates actually paid, benefit records and other payroll information before reporting. The estimate and this example do not supply them. Ask the payroll reviewer or contracting agency to resolve open questions.

Return to the free crew cost calculator to keep planning assumptions separate from actual reporting. No email or upload is needed for this guide.

Source and limits

U.S. DOL: WH-347 form and detailed instructions — especially columns 4, 5 and 6A. The legacy instructions URL redirects to DOL’s current form page.

Instructions consulted November 2, 2026. All hours here are invented teaching examples, not customer records or measured time saved. No current wage determination, project coverage or overtime entitlement is selected. Use the full official instructions and your contract for the actual report.