1. Illegible contractor documents.
• Always write or type neatly.
2. Payment costs that don't conform to contract or prevailing wage regulations.
• We can't approve costs that are not allowed in the contract.
3. Missing signatures -- often the contractor's certificate signature.
• Make sure you sign every place where a signature is required.
4. Missing forms and/or documentation.
• Always make sure your payment package includes all the items on the document checklist that the contractor is responsible for submitting.
5. Missing and/or incomplete time and materials (T & M) records.
• Make sure to include all the documents detailed on the document checklist for T & M payments.
6. Missing copy of registered change order and/or overrun forms.
• Payment requisitions for change order/overrun work must include a copy of the change order form or overrun form stamped "registered."
7. Missing copy of registered task or work orders for requirement contracts payments.
• The payment cannot be processed without these documents.
8. Submitting a payment request when a time extension is required but has not yet been requested and/or approved for the period during which the work was done.
• If the time extension hasn't been approved, we cannot make the payment.
9. Missing certified payroll reports (contractor payments) or missing timesheets and payroll registers (consultant payments).
• Payments cannot be processed without these.
10. Missing receipts, paid invoices, etc., for reimbursable expense payments.
• Payments cannot be processed without them.
11. Submitting unbound, loose, unorganized payment packages.
• If we have to figure out what you've included, where it is, and if anything's missing, it will take us longer to process your payment.
12. Failure to renew insurance in time to submit payment requisition.
• We cannot make a payment if insurance has lapsed and has not been renewed.

If you have questions about what must be included in a payment package check the document checklist. If you're still in doubt, your Resident Engineer or Project Manager should be consulted. Still stumped? Call DDC's Engineering Audit Office, at 718-391-1680.

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