Contract Auto-Pay Settings

Record Guidance

The Auto-Pay Settings record is unique to each Project and controls the settings for the automated payments of each specified Pay Item on Pay Estimates. Each line on the form defines the settings for the Pay Item identified in the first column. The form may be viewed by any user, but only edited by System Administrators and Finals Administrators.

Up to five payment "Releases" are automatically calculated and set on any given Pay Estimate when the corresponding "Constraints" are met (i.e. the Release 1 payment occurs when Constraint 1 is met). Two fields define the Release and two fields define the Constraint.

The following provides context for the columns in the Pay Release Parameters table:

Release # Limit Pct: contains the percentage to be multiplied by the Release # Basis value which determines the payment for the Release

Release # Basis: determines the basis to be used for calculating the corresponding Release payment amount. This field has three options:

• "Pay Item" = The Bid+CO amount

• "Accepted Amount" = The total quantity accepted from all conditionally approved Daily Diaries to-date

• "Contract Value" = The ORIGINAL Contract Amount (i.e., without Change Orders) minus Mobilization Items and F/A Items

Release # Constraint Pct: contains the percentage to be multiplied by the Release # Constraint to test if the Constraint has been met. The Release # Constraint field is the reference value to be multiplied by the Release # Constraint Pct to test if the Constraint has been met. This field has four options:

• Contract Value = The original Contract Amount (i.e., without Change Orders) minus Mobilization Items and Force Account Pay Items. The % of this value is calculated by comparing the total amount earned (Prior + Current: includes COs) for the Pay Items, other than Mobilization, with the original Contract Amount minus the original amounts bid for Mobilization.

• Pay Item Quantity = The original Bid Quantity

• Partial Acceptance = This value effectively defines a TRUE/FALSE condition (independent of %) regarding whether the Contract's Additional Info, Critical Dates, "Substantial Work Complete Date" field is populated or not.

• Final Acceptance = This value effectively defines a TRUE/FALSE condition (independent of %) regarding whether the Contract's Additional Info, Critical Dates, "Accepted Date" field is populated or not.

Examples

Example 1

If 5% (Release Constraint Pct) of a $1M Contract Value (Release Constraint = Original Contract Amount less Mobilization & Force Account) has been achieved in total across all Pay Estimates (a total earned Pay Estimate amount of $50K for the totality of all non-Mobilization Pay Items), then 25% (Release Limit Pct) of a $100K Pay Item (Release Basis), or $25K, will be paid.

Example 2

If more than 0% (Release Constraint Pct) of a Pay Item's Pay Item Quantity of 100 (Release Constraint = ORIGINAL Bid Quantity) is included on a Pay Estimate (i.e., any quantities > 0), then 50% (Release Limit Pct) of the Pay Item's Accepted Amount of 40 (Release Basis = all accepted quantities across all approved Daily Diaries), or a quantity of 20 multiplied by the Unit Price, will be paid.

Important Notes