February 12, 2026
If you're a general contractor working on public works projects in
Washington State, you already know the challenges that come with certified
payroll reporting. The state's Labor & Industries (L&I) department
requires weekly electronic submissions in a specific XML format, and getting it
wrong can cause delays, rejections, and compliance issues. However, there is a
much easier way to handle Washington L&I certified payroll requirements.
What Is Washington's L&I XML Requirement?
Washington State has some of the most detailed prevailing wage compliance
requirements in the country. For any public works project funded by state or
local government, contractors and subcontractors must submit weekly certified
payroll reports electronically through the Washington L&I system. These
submissions must follow a standardized XML format that the state uses to verify
prevailing wage compliance.
Unlike other states where you might be able to submit paper forms or
simple spreadsheets, Washington requires this specific electronic format. The
XML file must include detailed information about each worker, including their
classification, hours worked, wage rates, and fringe benefits. One small
formatting error can cause the entire file to be rejected.
Why XML Submissions Are Challenging for Contractors
For most contractors, creating compliant XML files is far outside their
typical workflow. Here's why it's such a pain point:
Technical complexity. XML is a markup language designed for data exchange between computer
systems. Unless you have a technical background, manually creating these files
is nearly impossible without specialized software.
Strict formatting requirements. The Washington L&I system expects data in very specific fields and
formats. A misplaced character or incorrect date format will trigger a
rejection.
Monthly Filing Deadlines. Washington State requires certified payroll records to be filed with
L&I at least once per month (even though the records are "weekly"
payrolls).
Multiple subcontractors. Each subcontractor is responsible for filing its own certified payroll
with L&I, but General Contractors are still responsible to ensure timely
submissions and compliance for all their subcontractors.
How Certified Payroll Software Solves the Problem
This is where certified payroll software like eMars makes a real
difference. Instead of manually building XML files or trying to piece together
data from different sources, you can use software that's specifically designed
for prevailing wage compliance.
eMars produces WA L&I-compliant weekly payroll XML files that can be
uploaded directly to the Washington L&I site. This means you enter your
payroll data once, and the system automatically generates properly formatted
files that meet all state requirements.
Here's what that looks like in practice:
Automatic formatting. The software handles all the technical XML requirements behind the
scenes. You don't need to know anything about markup languages or data schemas.
Built-in validation. Before you submit, the system checks your data for common errors that
would cause rejections. This saves you from the back-and-forth of fixing
problems after the fact.
Streamlined data entry. Enter worker information, hours, and wages through a simple interface
manually or via an import file. The software maps everything to the correct XML
fields automatically.
Subcontractor management. Collect certified payroll data from your subs through a centralized
system, making it easier to stay on top of everyone's submissions.
Understanding Washington's Prevailing Wage Requirements
To stay compliant, it helps to understand what Washington State expects
from contractors on public works projects.
Washington's prevailing wage laws apply to all construction, repair, or
improvement projects financed by public funds, regardless of project size. The
state's Department of Labor & Industries sets prevailing wage rates based
on collective bargaining agreements within each county. These rates can be
found on the WA L&I site by selecting the county in which the project is
located, the applicable work classification and the project bid date.
Your certified payroll submissions must show that every worker on the
project received at least the prevailing wage rate for their classification.
This includes both the basic hourly rate and any required fringe benefits. If
you don't provide fringe benefits, you must pay the equivalent amount as
additional cash wages.
Penalties for Non-Compliance
Washington doesn't take prevailing wage violations lightly. Contractors
who fail to comply face several potential consequences:
- Payment of back wages to affected
workers
- Fines and penalties for each
violation
- Debarment from bidding on public
works projects for up to two years
- Criminal charges in cases of
willful non-compliance
Beyond the legal penalties, compliance failures can damage your
reputation with awarding agencies and make it harder to win future contracts.
Getting Started with XML Auto-Fill
If you're tired of struggling with Washington's certified payroll
requirements, switching to automated software is the fastest path to easier
compliance. Look for a solution that specifically supports Washington L&I
XML file generation, not just generic certified payroll reporting.
The right certified payroll software will pay for itself quickly through
time savings and reduced compliance risk. Instead of spending hours each week
wrestling with XML formatting, you can focus on actually running your projects.
Have questions about certified payroll compliance in Washington State? Schedule a demo with eMars to see how our software can simplify your L&I submissions and keep your projects on track.
