Purpose

Contractor Payments help track progress toward paying the adjusted Work Plan amount. Staff should use adjusted bid, unpaid balance, and line-level distributions to decide how much should be paid at each stage.

Retainage

If your agency withholds retainage, enter only the amount actually paid on each line. The retained amount should remain in the unpaid balance until released.

Example: If a line has an adjusted bid of $1,000 and the agency pays $900 after withholding 10 percent retainage, enter $900 on that line. The remaining $100 stays unpaid until the retainage release or final payment.

Partial Payments

Partial payments should be allocated to the completed or approved portions of the work. Use descriptions and payment documents to explain the draw, inspection, or approval basis.

Final Payments

Before entering a final payment, confirm:

• Work is complete.
• Required inspections are complete.
• Change orders are entered.
• Retainage release is approved if applicable.
• Prior payments were allocated correctly.
• The unpaid balance is the expected final amount.

Enter final payment amounts on the remaining lines and save.

Avoiding Overpayment

The unpaid balance is the main check against overpayment. If a payment amount exceeds the unpaid balance, stop and confirm whether:

• A change order is missing.
• A prior payment was entered incorrectly.