109.04 Progress and Partial Payments - Revision history

Clarkj25: /* Payment for Delivered Materials */

2026-03-30T18:37:17Z

Payment for Delivered Materials

Clarkj25 at 18:34, 30 March 2026

2026-03-30T18:34:42Z

Clarkj25: /* Progress Payment Topics at the Pre-Construction Meeting */

2025-07-29T15:25:00Z

Progress Payment Topics at the Pre-Construction Meeting

Clarkj25: /* Field Manager Pay Estimate Approval Process */

2025-01-15T15:57:20Z

Field Manager Pay Estimate Approval Process

Clarkj25: /* Required Pay Estimate Approvals */

2025-01-15T15:56:46Z

Required Pay Estimate Approvals

Clarkj25: /* Progress and Partial Payments */

2025-01-14T20:29:49Z

Progress and Partial Payments

Clarkj25: /* Construction Pay Estimate Approval Process */

2025-01-09T22:27:01Z

Construction Pay Estimate Approval Process

Clarkj25: /* Construction Pay Estimate Approval Process */

2025-01-09T22:23:33Z

Construction Pay Estimate Approval Process

Clarkj25: /* Required Pay Estimate Approvals */

2025-01-09T22:22:35Z

Required Pay Estimate Approvals

Clarkj25: /* Construction Pay Estimate Approval Process */

2025-01-09T22:20:21Z

Construction Pay Estimate Approval Process

← Older revision		Revision as of 18:37, 30 March 2026
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−	Unless covered by special provision, 109.04.B of the Standard Specifications for Construction covers requirements necessary to allow for delivered and stockpiled material payments. The Engineer may make partial payments for those costs and is encouraged to do so.	+	Unless covered by special provision, [https://mdotwiki.state.mi.us/images_construction/9/95/2020-Standard-Specifications-Construction.pdf#page=112 109.04.B] of the Standard Specifications for Construction covers requirements necessary to allow for delivered and stockpiled material payments. The Engineer may make partial payments for those costs and is encouraged to do so.

	Engineering discretion and judgement are always advised when determining the amount to withhold to cover completion of the work related to the pay item.		Engineering discretion and judgement are always advised when determining the amount to withhold to cover completion of the work related to the pay item.

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-Materials specifically produced or purchased for the project and stockpiled for use on the project may be paid for on the biweekly/weekly progress estimates under the conditions outlined in subsection [https://www.michigan.gov/mdot/-/media/Project/Websites/MDOT/Business/Construction/Standard-Specifications-Construction/2020-Standard-Specifications-Construction.pdf#page112 109.04] of the Standard Specifications for Construction and as covered by special provision.
+Unless covered by special provision, 109.04.B of the Standard Specifications for Construction covers requirements necessary to allow for delivered and stockpiled material payments. The Engineer may make partial payments for those costs and is encouraged to do so.
-The following guidelines are to be used to determine the partial payment allowable for stockpiled materials.  These guidelines are the maximum percent of the original contract unit price that can be paid.  The quantity of stockpiled material eligible for Payment of Delivered Material cannot exceed contract quantity.  Proof of payment for the stockpiled quantity is required before payment on an estimate is made.
+Engineering discretion and judgement are always advised when determining the amount to withhold to cover completion of the work related to the pay item.
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 #Provide the contractor with the following checklist:
 #*[https://www.michigan.gov/mdot/business/construction/prevailing-wage-compliance Prevailing Wage Compliance]
-#*[https://mdotwiki.state.mi.us/images_construction/1/1c/Documentation_Guide_June_2023.pdf Documentation Guide - Minimum Documentation Requirements for Pay Item Approvals and Material Acceptance]
+#*[https://mdotwiki.state.mi.us/images_construction/5/52/Documentation_Guide_2025-03-21-R.pdf Documentation Guide - Minimum Documentation Requirements for Pay Item Approvals and Material Acceptance]
 #*[https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367_68095---,00.html Materials Source Guide]
 #*[https://www.michigan.gov/mdot/business/construction/materials-quality-assurance-procedures Materials Quality Assurance Procedures Manual]

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 The approval process for Construction Pay Estimates should use a digital approval stamp with the approver’s name, date and time embedded. Actual Digital Signatures are not required for Construction Pay Estimate approvals.
 [[File:Stamp example.png|800px|thumb|center|'''Pay Estimate Approval Stamp Example''']]
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 ===[[#Required Pay Estimate Approvals|Required Pay Estimate Approvals]]===

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 [[File:Payestimate approvals.png|800px|thumb|center|'''Required Pay Estimate Approvals''']]
-MDOT Construction Engineer approvals may be delegated to the assistant construction engineer if they have been officially assigned to the project.  However, the Final Estimate may only be signed by a licensed professional engineer.
+MDOT Construction Engineer approvals may be delegated to the assistant construction engineer if they have been officially assigned to the project.  However, the Final Estimate may only be approved by a licensed professional engineer.
 {{top}}
 ===[[#LAP Project Considerations|LAP Project Considerations]]===

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 Regular Progress Payments should be made to the contractor for work that has been accepted and supported by all required documentation.  [https://www.ecfr.gov/cgi-bin/text-idx?SID=ba63d01599f593984bc572b9a7dd1016&node=23:1.0.1.7.23.1.1.22&rgn=div8 23 CFR 635.122] outlines FHWA regulations for payment and [https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-635/subpart-A/section-635.123 23 CFR 635.123] outlines the regulations for determination and documentation of pay quantities.
 ===[[#Payment for Delivered Materials|Payment for Delivered Materials]]===
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 ==[[#Timely Progress Payments to Contractors|Timely Progress Payments to Contractors]]==

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 [[File:Payestimate approvals.png|800px|thumb|center|'''Required Pay Estimate Approvals''']]
+MDOT Construction Engineer approvals may be delegated to the assistant construction engineer if they have been officially assigned to the project.  However, the Final Estimate may only be signed by a licensed professional engineer.
 {{top}}
-{{top}}
+===[[#LAP Project Considerations|LAP Project Considerations]]===
-===[[#LAP Project Considerations|LAP Project Considerations]]===
+LAP projects must follow the Construction Pay Estimate Approval Process.  On FieldManager projects, all construction pay estimates require approval by the Local Public Agency Responsible Charge (LRC) within 48 hours after the pay estimate generation. If the project has a consultant performing the construction engineering, the Engineer must also approve within the 48 hour period. The pay estimate must reside in the appropriate ProjectWise folder. The final estimate must be processed as described in Final Estimates.
 A copy of the approved pay estimate must be forwarded to the Designated Representative (DR).
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-*Current Project Status
+===[[#Progress Pay Estimate Processing|Progress Pay Estimate Processing]]===
-*Remaining funds that are to be paid to the contractor
-*Estimated date of payment
+In accordance with 109.04. Progress and Partial Payments the Engineer will make progress payments based upon estimates prepared by the Engineer of the work completed every 2 weeks. (or weekly if payments are over $1 million)   Engineers must not skip payments or withhold payment for completed work that has been accepted.
-*Reason for delay in payment and/or work operations
-*Specific action or plan for continuation of work and/or future payments (generalities or vague statements will not be accepted)
+Project offices need to consider approval timeframes and generate pay estimates with enough time to allow for approvals to be obtained.  Contact Services requires that payment estimates are approved by Tuesday (11:59:59PM) for payment.  Any submission after this deadline will be processed the following week.
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-===[[#LAP Project Considerations|LAP Project Considerations]]===
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← Older revision		Revision as of 22:23, 9 January 2025
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		+	[[File:Payestimate approvals.png\|800px\|thumb\|center\|'''Required Pay Estimate Approvals''']]

−	~~File:Payestimate approvals.png~~

	===[[#MDOT Transportation Service Center (TSC) Construction Engineer\|MDOT Transportation Service Center (TSC) Construction Engineer]]===		===[[#MDOT Transportation Service Center (TSC) Construction Engineer\|MDOT Transportation Service Center (TSC) Construction Engineer]]===

← Older revision		Revision as of 22:22, 9 January 2025
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		+
		+	File:Payestimate approvals.png

	===[[#MDOT Transportation Service Center (TSC) Construction Engineer\|MDOT Transportation Service Center (TSC) Construction Engineer]]===		===[[#MDOT Transportation Service Center (TSC) Construction Engineer\|MDOT Transportation Service Center (TSC) Construction Engineer]]===

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 ==[[#Construction Pay Estimate Approval Process|Construction Pay Estimate Approval Process]]==
 Pay estimates shall be processed as described below and placed into MDOT's ProjectWise folder structure.
 The approval process for Construction Pay Estimates should use a digital approval stamp with the approver’s name, date and time embedded.   Actual Digital Signatures are not required for Construction Pay Estimate approvals.
@@ Line 301: / Line 307: @@
 [[File:Stamp example.png|800px|thumb|center|'''Pay Estimate Approval Stamp Example''']]
 ===[[#MDOT Transportation Service Center (TSC) Construction Engineer|MDOT Transportation Service Center (TSC) Construction Engineer]]===