125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

The RC/PM will ensure NJDOT'S Standard Specification are enforced which require prime contractors pay subcontractors and suppliers for satisfactory performance of their work. Depending up on the particular terms of the contract, payment is required either, no later than 30 days or no later than 10 days of the prime receiving payment from DEPARTMENT/WEST ORANGE TOWN TOWNSHIP/GRANTEE. This includes payment of full retainage and subcontractors paying their subcontractors and suppliers. This payment details must be outlined in Form DL-72 and submitted regularly as required by Civil Rights. All deficiencies that prevent processing will be identified and the invoice will be returned to the vendor within 10 days of receipt by letter citing the deficiencies. The return date shall be recorded in the log. Mathematical errors or other items identified as non-payable items can be marked within the payment voucher package. Any changes must be crossed out, and the initials and date must be placed next to the change(s). The payee shall be notified of any reductions. NJDOT will not provide payment for any IMPROPER PAYMENTS made by The Township of West Orange including but not limited to following: • The item summary sheet and source document are mismatched. • The Steel or Iron items installed missing BUY AMERICA CERTIFICATE. • The prime contractor executed pay items which were designated for DBE Subcontractor as approved by Civil Rights. • When the Federal Project is INACTIVE. • In the case of non-compliance of Federal Regulations. • The CUF (commercially useful function) is not performed by DBE. • Any penalty imposed by Civil Rights for lack of CUF, SHORTFALL IN DBE GOAL ACHIEVEMENT, MINIMUM WAGE REQUIREMENT or other associated issues. For Professional Services: The consultant sends a certified invoice with progress schedule to the RC/PM; the RC/PM reviews the invoice to ensure there are no discrepancies. If the invoice has no discrepancies, the RC/PM makes recommendation for payment to the Township of West Orange Business Administrator/ Finance Department to issue a Purchase Order for the Consultant signature. Once the signed Purchase Order is returned to the Finance Office, a check is mailed to the vendor. For Construction Services: The contractor sends the invoice to the Resident Engineer who reviews the invoice to

gned Purchase Order is returned to the Finance Office, a check is mailed to the vendor. For Construction Services: The contractor sends the invoice to the Resident Engineer who reviews the invoice to ensure there are no discrepancies. If the invoice has no discrepancies, the RE recommends payment to the RC/PM; the RC/PM reviews the invoice to ensure conformance. If the invoice conforms, the RC/PM recommends payment to Township of West Orange Business Administrator/Finance Office who in turn reviews/approves the invoice and issues a Purchase Order for the Contractor signature. Once the signed Purchase Order is returned to Finance, a check is mailed to the vendor. The following criteria shall be met for an invoice to be processed: a. Payee has signed and dated the invoice. At least one copy must have an original Procedure for Administration and Inspection of Federal Aid Highway Projects Page 25