Tips on filling out pay Apps for General Contractors
Filling out pay applications for general contractors requires attention to detail, accuracy, and thorough documentation.
Tips on filling out Pay Apps
for General Contractors
Filling out pay applications for general contractors requires attention to detail, accuracy, and thorough documentation. Here are some tips and tricks to ensure a smooth process:
1. Understand the Contract Terms
Payment Schedule: Know the agreed-upon payment schedule, including milestones and retainage.
Required Documentation: Be aware of the documentation needed (e.g., lien waivers, progress reports, change orders).
2. Use Standardized Forms
AIA Forms: Use standard forms like the AIA G702 (Application and Certificate for Payment) and G703 (Continuation Sheet) to maintain consistency.
Software Tools: Consider using construction management software that offers templates and automates calculations.
3. Accurate and Detailed Work Descriptions
Itemized List: Break down work completed in detail on the continuation sheet (G703) to replicate the schedule of values.
Clear Descriptions: Use clear, concise descriptions for each line item to avoid confusion.
4. Maintain Up-to-Date Records
Daily Logs: Keep daily logs of work performed and materials used.
Photographic Evidence: Take photos of progress to support your claims.
5. Track and Document Change Orders
Approval: Ensure all change orders are approved in writing before including them in the pay application.
Documentation: Attach copies of approved change orders to the pay application.
6. Review for Accuracy
Calculations: Double-check all calculations, especially for retainage and previous payments.
Reconciliation: Ensure that the amounts claimed align with the work completed and materials delivered.
7. Submit on Time
Deadlines: Be aware of submission deadlines to avoid delays in payment.
Advance Preparation: Start preparing your pay application well in advance of the deadline.
8. Include All Necessary Attachments
Lien Waivers: Include partial or full lien waivers as required.
Supporting Documents: Attach invoices, delivery receipts, and any other supporting documentation.
9. Communication
Clarity: Communicate clearly with the project owner or architect about any discrepancies or questions.
Follow-Up: Follow up after submission to ensure the pay application is being processed.
10. Retain Copies
Records: Keep copies of all submitted pay applications and supporting documents for your records.
Backup: Maintain electronic backups in case of disputes or future reference.
By following these tips and maintaining meticulous records, you can streamline the process of filling out pay applications and reduce the risk of payment delays or disputes.
Clients of Virtus Support Services enjoy accurate on-time pay apps managed by their dedicated Construction Manager.
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