Pay Estimates

Background

The Pay Estimates record compiles approved quantities from Daily Diaries records for work performed during a period. PMWeb automatically calculates retainage, mobilization, and traffic control percentages per specification. This record's output is a progress payment to the contractor for the approved work performed during the pay period.

Access: This record is located in the Costs module of PMWeb.

Related Pages: Daily Diaries, Time Count, Change Orders, Contracts, Stockpiled Materials, Projected Quantities, Spec-Added Items, Finals Findings.

Job Aids

The following job aids and reference guides are relevant to the Pay Estimates record:

• Enter and Submit a Pay Estimate

• Control Retainage in the Pay Estimates Record

• Pay Estimate Workflow Diagram

To request additional training or documentation, please submit a Help Request in PMWeb. 

Record Guidance

Pay Estimates must be "approved" by the Project Engineer in PMWeb before the Pay Voucher is created. If you have the ability to approve Pay Estimates, you may submit a Pay Estimate to workflow, then immediately approve it. If a Pay Estimate is not approved by the Project Engineer, it will not show up in the Pay Voucher.

Report Guidance

The Pay Estimate report, also called the Estimate Summary report, summarizes each line item on the Pay Estimate record. PMs compare this PMWeb report to SiteManager to ensure information matches across the systems.

The Pay Estimate Voucher Report formally documents Pay Estimate approval and is sent to SAP when the Pay Estimate record is final approved.

The Authorized Item Quantities (AIQ) report shows a cumulative total quantity of each installed pay item up to a given point.

Integration and Trigger Guidance

The Pay Estimates record integrates with or triggers to/from the following: 

• Pay Estimates will automatically increase or decrease Projected Quantities records to match the installed quantities.

• Pay Estimates records pull in installed contract pay item quantities from Daily Diaries records (if the DD record is in Workflow step 3/4) that fall within the Pay Estimate Date date range. Installed quantities are added to the Pay Estimate via the “Report - Add Quantities” launcher. 

• Pay Items available for selection in the Pay Estimate come from the Contract record and any changes made to those pay items from Change Order records.  

• Form 65 pulls in data from this record type. PMWeb and Oracle sync every three hours, meaning it may take some time for record data to show up in Form 65. For projects not in PMWeb, Form 65 pulls in data from SiteManager.

FAQs

Why do my changes not appear after I edit the table and click "Load into Pay Estimate"?

Please note that it takes about 1 minute to refresh the estimate after any edits are made to the table. Make sure to click the refresh icon on the table header and the Save icon on the record header.

What happens if there are no quantities associated with a Pay Estimate? 

If no Quantities are associated with a Pay Estimate, check to ensure that Daily Diaries exist with a date before the To Date of the Pay Estimate and that they are in Step 3 of 4 in Workflow.

What kind of documents should I upload to the "Attachments tab" of the Pay Estimate record?

Documentation examples include:

• Certified Invoices (F/A 1109.04)

• Contractor Pay App Invoices

• Drawdown Schedules 

• FM65s

• Anything you forward to REs

Note: Anyone within the workflow can add attachments in the Attachments tab. However, users cannot remove or alter attachments added by other users in Workflow.