Pay Estimates
Sections
Payment Estimates
A payment estimate is an estimated payment to the contractor for work performed on the contract. This can include a percentage of the total contract amount, a percentage of the total for a contract project, or payment for individual work items on the contract. The Contract Payment Estimate Overview lists all the contract payment estimates recorded in the system.
Adding a Contract Payment Estimate
You can add a payment estimate for an active contract after the Contract Time specified in the agency option Estimate Creation Contract Time has passed.
To add a new payment estimate:
1. From the Construction component, click the Payment Estimate link.
2. Click the component Actions button and select the Select Contract to Add Payment Estimate action.
3. Search for and select the contract.
4. Click the Add Payment Estimate on Contract button.
5. In the Type field, click the drop-down arrow and select the type of payment estimate.
6. In the Period End Date field, enter the date that marks the last day of the payment estimate period.
7. Click the Execute Add Payment Estimate button.
Maintaining Contract Payment Estimate
The Payment Estimate Summary lists all the information recorded for a contract payment estimate. The General tab lists read-only information about the contract payment estimate.
To view and maintain a payment estimate:
1. Click the Number link of the appropriate payment estimate.
2. View the payment estimate general information.
Maintaining Notes for a Payment Estimate
The Notes tab on the Contract Payment Estimate Summary contains a list of notes recorded for the payment estimate.
To add notes to a payment estimate:
1. Click on the Notes tab.
2. Click the New button.
3. In the Payment Estimate Note field, enter a comment related to the estimated payment made to the contractor for work performed on the contract.
4. Click the Save button.
5. The Created By and the Created Date fields should populate with your person id and the date and time that the note was created.
Maintaining Exceptions for a Payment Estimate
The Exceptions tab on the Contract Payment Estimate Summary lists exceptions and discrepancies generated for the payment estimate. You can view the list of exceptions and address them as needed to allow approval of the payment estimate. You address an exception by changing its status to Unresolved, Acknowledged, or Overridden. The exceptions and discrepancies that are tracked, and the policies for addressing them are determined by your agency.
After payment estimate exceptions are addressed as needed, you can recalculate to view the results. The system recalculates exceptions for the payment estimate, deletes line-item adjustments generated by payment exceptions, and recalculates funding and retainage.
To address Exceptions for a Payment Estimate:
1. Click on the Exceptions tab.
2. Click the expand arrow for the selected exception.
3. In the Status field, click the drop-down arrow and select the state of the contract payment estimate exception.
4. In the Remarks Type field, click the drop-down arrow and select the remark type.
5. In the Remark field, enter a remark.
6. Click the Save button.
7. Click the component Actions button and select the Recalculate Exceptions task.
View Time Charges for a Payment Estimate
The Time Charges tab on the Contract Payment Estimate Summary contains a list of contract times associated with the contract. This information is view only.
To view Time Charges for a Payment Estimate:
1. Click on the Time Charges tab.
2. View the time charges for the payment estimate.
Maintaining Project Vouchers for a Payment Estimate
The Projects tab on the Contract Payment Estimate Summary contains a list of projects for the payment estimate, along with any voucher information recorded for each project. A voucher is a record of payment for work performed on a project. Each project payment estimate can have only one voucher number. You can add a voucher when a payment estimate is in Draft status and the payment estimate project does not already have a voucher.
To add Project Vouchers for a Payment Estimate:
1. Click on the Projects tab.
2. For the appropriate project, click the project row Actions button, and select the Add Voucher action.
3. Click the Save button.
Viewing a Payment Estimate for a Contract Project
To view a Payment Estimate for a Contract Project:
1. Click the Project ID link.
2. View the information.
Viewing Item Information for a Payment Estimate
The Items tab on the Contract Payment Estimate Summary displays read- only information about items included in the selected payment estimate.
To view item Information for a Payment Estimate:
1. Click the Contract Payment Estimate Summary quick link.
2. Click on the Items tab.
3. Search for the appropriate item and click the expand arrow to view the item information.
Maintaining Contract Adjustments for a Payment Estimate
The Contract Adjustments tab on the Contract Payment Estimate Summary provides information about payment estimate adjustments at the contract level. All the contract adjustments that have been made for a payment estimate are displayed in two collapsible sections, one for system-generated adjustments and the other for adjustments entered manually. You can create as many contract adjustments for a payment estimate as you want, if the estimate is in Draft status.
The System-Generated Contract Adjustments section of the tab displays an accordion list of all adjustments created by the system for this payment estimate. The information in this section is for viewing only and cannot be modified. There are four types of system-generated contract adjustments: Liquidated Damages, Disincentive, Incentive, or Retainage.
The User-Generated Contract Adjustments section displays an accordion list of all adjustments that have been made manually for the payment estimate. There are four types of user-generated contract adjustments: Liquidated Damages, Disincentive, Incentive, or Other Contract Adjustment.
To Add Contract Adjustments for a Payment Estimate:
1. Click on the Contract Adjustments tab.
2. The following fields must be completed:
a. User-Generated Contract Adjustments section - click the New button.
b. Type - click the drop-down arrow and select the adjustment type. c. Other Contract Adjustment Type - click the drop-down arrow and select the identifier for the contract adjustment. d. Amount - enter the dollar amount of the contract adjustment on the payment estimate. e. Comments - enter any additional information about the adjustment. f. Time ID/Description - search for and select the identification name or number for the contract time.
3. The following fields will self-populate:
a. Clicking the link in the Distributed By field allows you to view the adjustment distribution among categories and projects for the payment estimate. b. Rate - indicates the rate of incentive, disincentive, or liquidated damage for the specified contract time, if applicable. c. Unit of Time - indicates the type of unit used to measure the contract time. d. Time Units - indicates the current number of time units specified for completion of a contract time. e. Last Updated By - indicates the name of the person who most recently changed the record. f. Last Updated Date - indicates the date and time the record was most recently changed.
4. Click the Save button.
5. In the System-Generated item Adjustments section, search for and select the system generated contract adjustment to view.
6. Go to the row actions for the contract adjustment that you just created and click the Delete action.
7. Click the Save button.
Maintaining Item Adjustments for a Payment Estimate
The Item Adjustments tab on the Contract Payment Estimate Summary provides information about payment estimate adjustments at the item level. Item adjustments can result from item overruns, price changes, stockpile adjustments, and for other reasons defined by your agency. The Item Adjustments tab displays a row for each item adjustment associated with the payment estimate. Item adjustments are grouped by type in three sections: User-Generated Quantity-Based Adjustments, User-Generated Dollar-Based Adjustments, and System-Generated Item Adjustments.
1. For details see sections:
a. Adding a User-Generated Quantity-Based Adjustment b. Adding a User-Generated Dollar-Based Adjustment c. Viewing System-Generated Item Adjustment
Adding a User-Generated Quantity-Based Adjustment
There is only one type of user-generated quantity-based item adjustments, Other Item Adjustment, and you can only create one per item. User-generated quantity-based item adjustments are temporary adjustments made against a line item with an approved DWR installed quantity included on the current payment estimate, and they affect quantity as well as dollars on the item.
To add a user-generated item quantity adjustment for a payment estimate:
1. Click on the Items Adjustments tab.
2. In the User-Generated Quantity Based Item Adjustments section, click the Select Project Items button.
3. Search for and select the items to modify.
4. Click the Add to Item Adjustments button.
5. Click the expand arrow for the row.
6. In the Other Item Adjustment Type field, click the drop-down arrow and select the appropriate type of adjustment.
7. The Posted Quantity This Pay Estimate field displays the quantity of the item postings included on this estimate.
8. In the Pay Quantity This Pay Estimate field, enter the adjusted payment quantity. (Note: You can only fill in a value of 0 to the Posted Quantity This Pay Estimate.)
9. In the Comments field, enter any additional information for this item adjustment.
10. Click the Save button.
11. ONLY perform the following steps if you do NOT want to keep your quantity-based item adjustment.
a. Go to the row actions for the quantity-based item adjustment that you just created and click the Delete action. b. Click the Save button.
Adding a User-Generated Dollar-Based Item Adjustment
There are only two types of user-generated dollar-based item adjustments: Other Item Adjustment or Overrun, and you can create as many per item as you need. Enter the specific amount of the adjustment on the item. This is a permanent adjustment that the system will never attempt to reverse in any way, and they only affect dollars on the item. You can only reverse or change a dollar-based item adjustment by manually creating another dollar-based item adjustment on the same or later payment estimate.
To add a user-generated item dollar adjustment for a payment estimate:
1. Click on the Items Adjustments tab.
2. In the User-Generated Dollar-Based Item Adjustments section, click the Select Project Items button.
3. The following fields must be completed
a. User-Generated Dollar-Based Item Adjustments - click the Select Project Items button. b. Search for and select the items to modify. c. Click the Add to Item Adjustments button. d. Click the expand arrow for the row. e. Type - click the drop-down arrow and select the type of adjustment. f. Other Item Adjustment Type - enter the item adjustment type. g. Amount - enter the dollar amount of the adjustment. h. Comment - enter any additional information about the record.
4. The following fields will self-populate:
a. Function - indicates the basis used for the adjustment. b. Last Updated By - indicates the name of the person who most recently changed the record. c. Last Updated Dated - indicates the date and time the record was most recently updated.
5. Click the Save button.
6. ONLY perform the following steps if you do NOT want to keep your dollar-based item adjustment.
a. Go to the row actions for the dollar-based item adjustment that you just created and click the Delete action. b. Click the Save button.
Viewing System-Generated Item Adjustment
The System-Generated Contract Adjustments section of the Item Adjustments tab displays an accordion list of all item adjustments that have been created by the system for the estimate. The information in this section is for viewing only; you cannot modify a system-generated item adjustment. System generated item adjustments can result from item overruns, price changes, and stockpile adjustments.
1. In the System-Generated Item Adjustments section, search for and select the appropriate item adjustment.
2. View the information.
Maintaining Accounting Information for a Payment Estimate
The Accounting tab on the Contract Payment Estimate Summary enables you to view and enter information about checks distributed for the payment estimate and its associated vouchers.
To maintain accounting information for a Payment Estimate:
1. Click the Accounting tab.
2. In the Transfer to Accounting Date field, enter the date that the payment estimate is marked as ready to transfer to the accounting department.
3. In the Accounting Received Date field, enter the date that the accounting department received information for the payment estimate.
4. In the Transaction Number field, enter the check number for the payment estimate.
5. In the Transaction Date field, enter the date on the check for the payment estimate.
6. Click the expand arrow for the payment estimate to view and modify voucher information for the payment estimate.
7. Enter the transfer and transaction information and dates as appropriate for the voucher, as shown above.
8. Click the Save button.
Changing the Status of a Payment Estimate
The Contract Payment Estimate Summary enables users to change the status of a payment estimate to Pending Approval, Approved, Rejected, or back to Draft. The commands and possible status changes that are available for you vary depending on the approval level and security access rights assigned to your user role by your agency. To change the status of a payment estimate, your active user role must be assigned the current approval level for the payment estimate.
To change the status of a Payment Estimate:
1. Click on the General tab.
2. Click the component Actions button and select the Submit for Approval action.
3. Click the Save button.
Tracking Payment Estimate Approval Decisions
The Approval Tracking tab on the Contract Payment Estimate Summary lists rows of decision records for each approval level needed for the contract payment estimate. This list enables you to view the decisions and comments entered by all the users who are responsible for approving the payment estimate.
The information displayed on this tab is for review and tracking purposes and cannot be edited.
To view approval decisions for a Payment Estimate:
1. Click on the Approval Tracking tab.
2. View the information.
Changing to Draft
You can change the status of a payment estimate from Rejected or Pending Approval to Draft. The Change to Draft command is available only if the payment estimate status is Pending Approval and your active user role is assigned approval level 1, or if the payment estimate status is Rejected and your active user role has been assigned Change Estimate to Draft access rights.
To change the status of a Payment Estimate:
1. Click the component Actions button and select the Change to Draft action.
2. Click the Save button.
The following two steps will allow you to continue this baseline and approve the payment estimate.
3. Click the component Actions button and select the Submit for Approval action.
4. Click the Save button.
Making Payment Estimate Approval Decisions
The Payment Estimate Approval Decision Overview lists rows of approval decision records for payment estimates that you can either approve or reject. This list includes only those approval decision records for payment estimates that have a status of Pending Approval and for which your active user role is assigned an approval decision of Pending Approval.
Approving a Payment Estimate
The Approve command is available only if the payment estimate has a status of Pending Approval, and only if your active user role is assigned an approval decision value of Pending Approval for the payment estimate. When you approve a payment estimate, the status of the decision record is changed to Approved, and the status of the next sequential decision record for the payment estimate is changed to Pending Approval.
To approve a Payment Estimate:
1. From the Construction component, select the Payment Estimate link.
2. Search for and select the payment estimate to approve.
3. In the Component Action menu, click the drop-down arrow and select Approve.
4. In the Comments field, enter any additional information about the record.
5. Saves automatically.
Rejecting a Payment Estimate
When you reject a payment estimate, all of the information contained in the payment estimate becomes read-only. A rejected payment estimate can only be modified after a user with the appropriate permissions selects the Change to Draft command to return the payment estimate to draft status.
The Reject command is available only if the payment estimate has a status of Pending Approval, and only if your active user role is assigned an approval decision value of Pending Approval for the payment estimate.
To reject a Payment Estimate:
1. Search for and select the Payment Estimate to reject.
2. In the Approval Decision field, click the drop-down arrow and select Reject.
3. In the Comments field, enter any additional information about the record.
4. Click the Save button.
Generating Payment Estimate Reports
Numerous reports are available to track and review information about payment estimates, such as the Items with Unpaid Placed Quantities report, Payment Estimate Contract Summary report, Payment Estimate for Contractor report, Payment Estimate Project Summary report, Payment Estimate Summary by Project report, and the Summary by Funding report.
Your agency determines which reports are available to you through the security settings of your active role and by agency customizations to the application. As a result, some reports might not be available to you.
To generate a Payment Estimate Report:
1. From the Construction component, click the Payment Estimates link.
2. For the appropriate payment estimate, click the row Actions button.
3. In the Reports section, select the Payment Estimate Report.
4. Select the Output Type.
5. Select the Report Layout Source.
6. Click the Execute button.
Appendix A
The following is a list of payment estimate types and roles that have access to approve Payment Estimates for Michigan. Note: No other payment estimate types should be used for any contracts except for the ones below.
Note: Any type with Progress in front were formerly Semi-Monthly Estimates and any type with Suppl were formerly Post-Final Estimates. Final Estimates types have Final in front of the type.
Payment Estimate Type Contract Type Order of Approvals by Role Number of Approvals
Progress MDOT DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety MDOT_OFFICETECH
MDOT_CONSTRENGR
MDOT_FINADMIN 3
Final MDOT DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety MDOT_OFFICETECH
MDOT_CONSTRENGR
MDOT_FINADMIN 3
Suppl MDOT DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety MDOT_OFFICETECH
MDOT_CONSTRENGR
MDOT_FINADMIN 3
Progress Local ESD – Local Agency Projects-formerly Eng. Serv LOC_OFFICETECH
LOC_PROJENGRREP
MDOT_FINADMIN 3
Final Local ESD – Local Agency Projects-formerly Eng. Serv LOC_OFFICETECH
LOC_PROJENGRREP
MDOT_FINADMIN 3
Suppl Local ESD – Local Agency Projects-formerly Eng. Serv LOC_OFFICETECH
LOC_PROJENGRREP
MDOT_FINADMIN 3
Progress Consultant DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_CONSTRENGR
MDOT_FINADMIN 3
Final Consultant DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_CONSTRENGR
MDOT_FINADMIN 4
Suppl Consultant DESG – Design Division
FIN – Finance (Negotiated)
MAIN – Maintenance
REAL – Real Estate
TRAF – Traffic And Safety CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_CONSTRENGR
MDOT_FINADMIN 4
Payment Estimate Type Contract Type Order of Approvals by Role Number of Approvals
Progress Consl-Local ESD – Local Agency Projects-formerly Eng. Serv CONSL_OFFICETECH
CONSL_PROJENGR
LOC_PROJENGRREP
MDOT_FINADMIN 4
Final Consl-Local ESD – Local Agency Projects-formerly Eng. Serv CONSL_OFFICETECH
CONSL_PROJENGR
LOC_PROJENGRREP
MDOT_FINADMIN 4
Suppl Consl-Local ESD – Local Agency Projects-formerly Eng. Serv CONSL_OFFICETECH
CONSL_PROJENGR
LOC_PROJENGRREP
MDOT_FINADMIN 4
Progress Aero-Consl AERO – Aeronautics CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 4
Final Aero-Consl AERO – Aeronautics CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 4
Suppl Aero-Consl AERO – Aeronautics CONSL_OFFICETECH
CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 4
Progress Aero-No OT AERO – Aeronautics CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 3
Final Aero-No OT AERO – Aeronautics CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 3
Suppl Aero-No OT AERO – Aeronautics CONSL_PROJENGR
MDOT_AEROENGR
MDOT_FINADMIN 3
Progress Aero State AERO – Aeronautics MDOT_AEROOFFICETECH
MDOT_AEROENGR
MDOT_FINADMIN 3
Final Aero State AERO – Aeronautics MDOT_AEROOFFICETECH
MDOT_AEROENGR
MDOT_FINADMIN 3
Suppl Aero State AERO – Aeronautics MDOT_AEROOFFICETECH
MDOT_AEROENGR
MDOT_FINADMIN 3
Progress Rail RR – Railroad
UPTR - Uptran MDOT_RAILPROJENGR
MDOT_RAILPROJMANEML14
MDOT_FINADMIN 3
Final Rail RR – Railroad
UPTR - Uptran MDOT_RAILPROJMANEML14
MDOT_RAILMOMANEML15
MDOT_FINADMIN 3
Payment Estimate Type Contract Type Order of Approvals by Role Number of Approvals
Suppl Rail RR – Railroad
UPTR - Uptran MDOT_RAILPROJMANEML14
MDOT_RAILMOMANEML15
MDOT_FINADMIN 3
Progress MBA MBA – Mackinac Bridge Authority MBA_CONSTRENGR 1
Final MBA MBA – Mackinac Bridge Authority MBA_CONSTRENGR 1
Suppl MBA MBA – Mackinac Bridge Authority MBA_CONSTRENGR 1
Progress MBA Consl MBA – Mackinac Bridge Authority CONSL_PROJENGR
MBA_CONSTRENGR 2
Final MBA Consl MBA – Mackinac Bridge Authority CONSL_PROJENGR
MBA_CONSTRENGR 2
Suppl MBA Consl MBA – Mackinac Bridge Authority CONSL_PROJENGR
MBA_CONSTRENGR 2
Progress IBA Consl IBA – International Bridge Authority CONSL_PROJENGR
IBA_CONSTRENGR 2
Final IBA Consl IBA – International Bridge Authority CONSL_PROJENGR
IBA_CONSTRENGR 2
Suppl IBA Consl IBA – International Bridge Authority CONSL_PROJENGR
IBA_CONSTRENGR 2
