HomeMy WebLinkAboutPROCUREMENT SOP #13 - Finance Invoice & Payment ProcessRevision March 2023 Staff Contact: Finance Administrator Kari Roller
1
PROCUREMENT SOP #13
Finance PW Invoice & Payment Process
1. Applicability:
The finance department has developed a public works invoice and payment checklist to help guide
project managers through the original payment and close out process. The checklist should be
followed to ensure timely payments. It is the responsibility of the project manager to obtain all
necessary documentation for the project.
2. Process:
First progress payment back up should include:
• Checklist with section 1 completed
• Invoice backup
• Approved L&I intents
• Certified payroll (if funded by a grant)
Final progress payment or when requesting retainage release (whichever comes later) back up
should include:
• Checklist with both sections 1 & 2 completed
• Approved L&I affidavits
• Notice of completion for those projects over $35,000
The public works invoice and payment checklist can be found on the finance department
SharePoint page. Do not fill out the form in the web browser. Save the PDF to your H drive as the
checklist will be needed throughout the life of the project. A direct link to the contracting and
purchasing policy, 250-02, is also included.
Instructions for first progress payment:
The following items will need to be sent to finance with the first progress payment.
1. Complete contract checklist section 1:
• Contract amount: Enter the full contract amount, including any applicable taxes.
• Is the project grant funded: If so, reference grant policy 210-09 to ensure any additional
requirements are followed.
o If the agreement is funded with any type of grant funds, the project manager needs
to review the grant contract as grants have specific requirements.
o It is the project manager’s role and responsibility to know what backup is necessary
to obtain and retain for the grant.
• How was the contract procured: The contract should be procured based on one of the
approved methods identified in policy 250-02. This will provide guidance on what sort of
back up is required. For specific procurement guidance, reference policy 250-02 SOPs.
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
2
• Retainage Method: Click the drop-down menu to select the method as outlined in the
contract.
o If there is a retainage bond or an escrow agreement, add the PDF documentation
behind the checklist form.
o If N/A is selected, be sure to indicate why there will be no retainage. An example of
this may be on maintenance public works agreements.
2. Intents:
• Prior to work beginning, obtain copies of intents for the main contractor and any sub-
contractors.
• Save intents to Q:\Finance\Public Works Jobs\Intents & Affidavits. No payment will be
issued until copies of intents have been provided.
• The project manager is responsible for any industry specific requirements.
3. Certified Payroll:
• If the agreement has a grant funding source, save the certified payrolls at:
Q:\Finance\Public Works Jobs\Certified Payroll
• If the funding source is city funds, retaining copies of certified payroll reports may not be
required. However, the project manager is required to verify that the contractor has filed
certified payroll reports per guidance from L&I.
• The public works L&I account access form can be found on the finance department
procurement Sharepoint page.
4. Invoices:
Invoices should be entered into Eden referencing the contract’s CAG # and any applicable
retainage should be included in the entry. Follow your department’s procedure for entering
invoices and obtaining approvals. Invoice entry instructions can be found on the finance
department Sharepoint site.
5. Send to finance:
Send the checklist with completed section 1 along with first progress payment backup in one
PDF file.
Any new intents and certified payrolls should be collected and submitted to finance with each
subsequent progress payment.
Instructions for project close out:
The following items will need to be sent to finance with the final progress payment or retainage
release, whichever is later.
1. Affidavits:
Save all prime contractor and subcontractor affidavits to Q:\Finance\Public Works Jobs\Intents
& Affidavits
2. Notice of Completion:
Notice of completions are only required for projects that exceed $35,000 (before tax). The
form can be found on the finance department Sharepoint site.
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
3
3. Certification:
Certify the project is complete by choosing one of the following methods:
• If city council approved the original contract, submit the retainage release to city council
for approval and note the date of council approval in the certification section.
• If city council did not approve the original contract, the project manager and department
administrator should sign the close out certification indicating the date the contract was
completed and accepted.
4. Checklist Completion:
Save the completed checklist and backup from the close out section in one PDF file to
Q:\Finance\Public Works Jobs\Completed Invoice & Payment Checklists. This will begin the
retainage release process.
If the project does not require the release of retainage, submit the completed checklist with
final progress payment.
5. Retainage Release:
The finance department will file the notice of completion with state taxing agencies, if
applicable, and will release retainage after all documents have been received.
If the contractor utilized an escrow account or retainage bond, the finance department is
responsible for sending the escrow or bond company a letter notifying them of the release.
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
4
Revision March 2023 Staff Contact: Finance Administrator Kari Roller
5