These procedures are to be applied to those records that are used to form the basis of payment for contract pay items. Project workbooks that pertain to the engineering control of a project will be kept in accordance with the Engineering Control Division of this Manual. In reviewing these procedures and attachments, you will note that the term “source document” is used. This term is defined as the original entry or record that establishes payment for a contract item. There will be a source document for each pay item included in the contract. All entries pertaining to pay items should be originally entered in a bound book (pay record, level, or field), ticket book, on a specified form, or via electronic pay record. These entries are to be made when final measurements are taken or estimated quantities are determined for payment and not copied from scratch notes to a bound book at a later date.
Effective January 2021, Electronic pay records in SharePoint should be used to document pay records for all newly awarded contracts. All pay record entries should be made by project inspection staff on SharePoint. These entries shall include final measurements with mathematical computations performed by SharePoint. Diagrams, notations regarding the construction of line code items, and any other information should be included in the electronic pay record entry.
It is not the intent that a separate bound book be used for each item. Different items can and in most instances should be recorded in the same book. In some instances entries for the same item will be shown in several different books.
All books used to form the basis of payment should be labeled, Pay Record Book, (PRB) and should be consecutively numbered as they are put into use. The first book used to record items for any project should be Pay Record Book Number 1.
All books used to document estimated quantities for items should be labeled Estimate Work Book (EWB) and should be consecutively numbered as they are put into use.
There are many items that are measured and paid for based upon the surface area but are constructed according to a specific depth or thickness. Examples of these items would be concrete paved ditch, concrete driveways, and concrete sidewalk. If an item of this nature is measured for pay purposes by the Technician while the work is being performed, a statement should be placed in the book containing the measurements indicating that the material has been constructed according to the specified depth or thickness. This statement should be made for each day that an entry is made. Measurements not made for pay purposes should be recorded by the Technician in the Inspector’s Daily Report.
The following procedures do not contain all items that are included in a contract but only examples of the general type of items. If there is an item contained in a contract that does not specifically fall into any of the described categories, you must adjust the procedures to fit the individual item. You should follow the Specific Instructions Pertaining to All Entries Made in Pay Record Books and Estimate Work Books explained in the following section.
