Payment Application and Consultant Invoice Narrative
Purpose
The purpose of the Pay App process is to allow payment to be issued to a contractor/professional
according to the terms agreed upon in the contract, while also allowing the Owner to ensure the
amount requested is fully substantiated and corresponds to the work performed.
Initiator
The Contractor initiates the Payment Application/Invoice process in e-Builder.
Key Terms
Facilities Planning & Construction
Financial Procedures
FS 2016 FPC0021
These procedures are intended to work in conjunction with
construction contracts for major and minor projects and do not
supersede those contracts. Any discrepancy between these
procedures and in-place construction contract terms should be
discussed with the Director of Facilities Planning & Construction
(FP&C) for clarification and direction.
These procedures define the various methods and processes that
Contractors can use to move funds within their contracted
amounts
• Line-to-Line Transfer
• Buyout Savings Transfer
• Contractor Contingency
• Requests of additional funds or time not within their
contract
• Owner Contingency via Change Order
• DOP Tax Savings via Change Order
• Contract Duration via Change Order
• Additional Service
These procedures define the required signatures for approval of
• Requisitions
• Line-to-Line Transfers
• Buyout Savings
• Contractor Contingency
• Owner Contingency
• Direct Owner Purchase (DOP) Tax Savings
• Additional Service
These procedures define the order in which the following shall be
used
• Buyout Savings
• Contractor Contingency
• Owner Contingency
•
Direct Owner Purchase (DOP) Tax Savings
Additional Service
Additional fees requested by a Professional Service provider
(Architect, Engineer, Surveyor, Threshold Inspector) for work that
was not included in the original project scope, but that is required
to complete a project
Payment Application (Pay-App)
A packet of material containing a cover sheet, excel file
documenting specific line items for which payment is being
requested, and backup documentation that substantiates
expenditures listed in the excel file.
This is also commonly used to refer to single invoices submitted
for payment by designers or other professionals/consultants.
Consultant Invoice
AE uses this process to submit their invoice for design completion
08 – Pay App & Consultant
Invoice Process
An e-Builder process, used by the contractor, to request payment
for services performed in accordance with contractual
timeframes/milestones.
Schedule of Values (SOV)
A detailed statement furnished by a Contractor outlining the
detailed line items that make up the contract sum. It allocates the
funding for various parts of the work and is also used as the basis
for submitting and reviewing payment applications.
Line to Line Transfer
Funding transfers directly from one SOV line item to another
Use of Contractor Contingency
and Owner Contingency Funds
for Minor and Major Projects
during the Construction Phase
FS 2017 FS0026
This procedure defines the use of contingency funds for Major
and Minor Projects during the construction phase of projects. Any
request to use contractor contingency funds must be received
in writing and approved by the director of Facilities Planning and
Construction (FP&C) before the contractor may commence with
the work. Any request to use owner contingency funds must
be received in writing and approved by the Associate Vice
President, Administration and Finance (Facilities & Safety) before
the contractor may commence with the work. No work will
commence without verification of the availability of appropriate
contingency funds by the Facilities & Safety Business Office
(FSBO.) This procedure must be used in conjunction with
FP&C Procedure FS 2016 FPC0021- Financial Procedures.
Contractor / Construction
Contingency
Funding within the Contractor’s Guaranteed Maximum Price
(GMP) proposal that has not been assigned to specific Schedule
of Value line items
Contractor Contingency Transfer
Form
Example form provided below
Buyout Savings Transfer
Funding transfers from Schedule of Values (SOV) line items
to/from a Buyout Savings line within the SOV which are a result of
portions of the work being contracted for less than the original
amount budgeted
Key Steps – Contractor Pay Application
Start: Pay App Initiated – Contractor initiates Pay App process and attaches documentation in e-
Builder
Step1A: AE Review (if on project) – AE Reviews Pay App for accuracy and completeness
Step1B: PM Reviews Pay App / Invoice for billing accuracy, completeness, and correct formatting
Step2: FSBO Reviews Pay App / Invoice for compliance with purchasing guidelines and financial
accuracy
Step3: FPC Assistant Director Reviews Pay App / Invoice over 10K
Step4: FPC Director Reviews Pay App / Invoice over 50K
Finish: FSBO issues payment to contractor
Pay-App Initiated
For projects in which a GC/CM has been engaged
Contractor initiates the 08 – Pay-App & Consultant Invoice process and attaches all required
documentation
• Certificate of Partial Payment
• Schedule of Values
• Transfers (if applicable)
o Line to Line Transfer Form
o Contractor Contingency Transfer Form
o Buyout Savings Transfer Form
• UCF Certified Small, Minority & Women-Owned Business Participation (MBE Report)
• Backup Documentation as required
Payment Application Packet 1 - Certificate of Partial Payment
Payment Application Packet 2 - Schedule of Values (SOV)
Payment Application Packet 2 - Schedule of Values ... continued
Payment Application Packet 3 - Line to Line Transfer Form
Payment Application Packet 4 - Contractor Contingency Transfer Form
Payment Application Packet 5 - Certified Small, Minority & Women Owned Business Participation
For Design or Consultant-only projects
Professional initiates the 08 – Pay-App & Consultant Invoice process and attaches all required
documentation
• Professional Service Invoice Template
• Backup Documentation as required
Consultant Invoice Packet 1 - Professional Service Invoice Template
