Construction - TASK 7: Process Contractor’s Invoice

Question 1

Describe the ET’s responsibility for processing contractor invoices.

Answer 1

The ET should meet with the contractor’s project superintendent prior to submission of invoice to agree on work satisfactorily completed during the invoice period. ET will sign the estimate for pay voucher with the quantities of completed work that was agree to. Contractor will include a copy of signed estimate
for pay voucher with invoice.

Question 2

List the required documents that must accompany the contractor’s invoice and explain where in the
contract the required documents are listed.

Answer 2

Required contents of invoice include; signed estimate for pay voucher, QC Certification, updated submittal register, updated progress schedule and tabular reports, safety self‐evaluation checklist, monthly work
hour report, certified payrolls, solid waste disposal report.

Required contents of invoice are listed in UFGS 01 20 00 Price and Payment.

Question 3

Describe when it’s acceptable to pay for materials on‐site or when stored offsite and state where in the
contract payment of materials is explained.

Answer 3

Payment for materials may be made when permitted by contract. This would appear in UFGS 01 20 00 Price and Payment. The contract will outline the conditions that must be met in order to pay the contractor for materials. Material must be a major high cost item, long lead, special order or specialty items; for example,
structural steel, machinery, equipment, windows, prefab trusses, large pipe, precast concrete, high voltage cable/equipment, etc. Approved schedule of prices must include materials as separate pay items. For materials stored off‐site, materials must be adequately protected from theft and physical damage from exposure and be insured. Written consent from surety company is required for each payment request for offsite materials. Material in transit are not acceptable
for payment.

Question 4

Describe when the Government can withhold payment from the contactor’s invoice.

Answer 4

The Government can withhold up to 10% of the contractor’s invoice when the contractor falls behind
schedule through no fault of the Government. The Government can also withhold payment from the contractor’s invoice when work, which was previously paid for is found to be faulty or unsatisfactory requiring rework. The amount withheld can be up to the estimated cost for the rework.