Records and Reports

The Contractor is responsible for maintaining all documentation supporting MOH payments and retaining the documentation until final acceptance of the contract. Contractor documentation must include paid invoices for all MOH within 60 days of receiving MOH payment. The Contractor’s paid invoices must contain:
  • the manufacturer,
  • the unit price,
  • the item supplied, and
  • a statement signed by the Contractor indicating that payment for the material shown on the invoice has been made.
The Department may conduct audits and examine the Contractor’s recordkeeping system to ensure that accurate records are maintained for the payments requested.
Deduct from the estimate previous MOH payments if the material for which payment was made becomes unusable or is no longer intended for incorporation into the work or is sold to the general public.
 Future MOH payments may be excluded if the Contractor is found in violation of MOH contract requirements. The
Form 1259
, “Summary Materials Received and Used”, can be used to aid with MOH.