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

signature. b. Payee has signed and dated the Payment Voucher declaration. c. Progress report shall accompany the invoice, in accordance with Section 6.2 (b) of the Federal Aid Agreement. d. Evidence of costs incurred to date in the form of payroll certifications or receipts of contractor payments. e. Federal contract compliance documents in accordance with Section 6.2 (b) of the Federal Aid Agreement have been submitted and verified during the billing period. f. Change Orders if applicable (prior approval required) g. Cost incurred dates for all submissions are within the appropriate timeframe. For example: billing period, following authorization, notice to proceed, and approved contract modification dates, prior to contract completion dates, etc. Request for Partial payments to NJDOT The RC/PM prepares the documents and submits invoices for reimbursement to the NJDOT-Local Aid Office either monthly or quarterly on PV forms in accordance to the Federal Aid Guidelines Progress Reports will accompany all payment vouchers and shall include: 1) narrative description of work performed during the payment period and any difficulties or delays encountered; 2) comparison of actual accomplishments to the goals established for the payment period; 3) comparison, by tasks, of costs incurred with amounts budgeted, and; 4) comparison, by task, of work performed compared to the schedule, including a percentage of the total work completed. This requirement can be met by including a bar chart showing schedule timing and actual progress. 5) Copies of contract compliance documents as completed for the voucher payment period by the Resident Engineer that is designated by the Subrecipient, a complete set of which shall be furnished by the State at kickoff and/or prec onstruction meetings. 6) Electronic copies of the DC-29s (or DC-144 or approved equal) and an item summary sheet for that voucher payment period. Final Inspection, Payment and Closeout • Requests for final inspection and acceptance to

or DC-144 or approved equal) and an item summary sheet for that voucher payment period. Final Inspection, Payment and Closeout • Requests for final inspection and acceptance to NJDOT shall be made by West Orange no later than 30 days following Substantial Completion of construction. • Close-out documents shall be submitted by West Orange to NJDOT within 6 months of receipt of acceptance by NJDOT. Procedure for Administration and Inspection of Federal Aid Highway Projects Page 26