A monthly progress estimate is generally from the 1st of the month through the end of the month (30th or 31st). It is the Department’s desire to pay a Contractor for work through the last working day of the month. However, the use of early cut-off dates for monthly estimates and MOH is a project management practice to manage workload at the Area Office level. Districts may establish cut-off dates prior to the last working day, but the earliest cut-off date for estimates is on the 25th of the month, with MOH submitted no later than 2 days before the established cut-off date. Discuss the cut-off date with the Contractor at the Preconstruction Conference. Once a cut-off date is established, do not alter or modify the date throughout the life of the project.

The purpose of a Progress Supplemental Estimate is to pay for work that was not included or missed in the regular monthly progress estimate. The DWR in SiteManager for the missed payment must be dated in the previous month. When generating the Progress Supplemental Estimate, select the supplemental box in the estimate generation window. This will auto populate the end period to the last day of the previous month's estimate.

For payments to be processed by FIN, the period end date of the progress supplemental estimate must be in the previous month. In addition, Finance will require the district to provide the date an estimate should have been approved based off policies and procedures to ensure the correct amount of interest is calculated (if applicable) based on Prompt Payment Law.

Per Item 500, “Mobilization”, of the

Standard Specification

, at final project acceptance (DCO acceptance), create a DWR to pay the contractor the remaining 7% of the mobilization lump sum bid item. A progress estimate can be generated through the acceptance date paying the mobilization, any remaining barricades, and any final quantity adjustment items (if applicable). This type of progress estimate is often referred to as a “Semi-Final” and is the only instance where the estimate period end-date may vary based on the project acceptance date. Any other items of work performed in the month cannot be included for payment with the “Semi-Final”. If the acceptance date of the project is close to the end of your regular month’s estimate cut-off date, do not generate a “Semi-Final” estimate. The payment of the mobilization will then be captured with the regular monthly progress estimate.

Within 60 days of final acceptance, generate the final estimate paying the remaining 3% mobilization and any additional pay item adjustments. Prior to approving the Final Estimate, ensure the following occur:

Submit local participation reports (if applicable), federal-aid project forms, and Statements of Cost (SOC) to the Financial Management Division (FIN), Accounting Management Section, no later than 60 calendar days after the FE approval. The Accounting Management Section will review and notify the District of concurrence or the need for a corrected SOC. Refer to the for further information (internal access only).

When a negative estimate cannot be avoided, the district will notify Finance (FIN) with an email to , with the subject line DIS-NEGATIVE ESTIMATE-Month, Year (i.e. AUS-NEGATIVE ESTIMATE-Jan 2025). Select one of the following options as it pertains to the project to include with the email:

Finance will track the refund and notify the district when the check is received. Refer to the page, Construction Support TIPS for additional steps on how to proceed once a check from the contractor has been received.

Districts process a Supplemental Estimate to make payments to the contractor after the Final Estimate has been approved.

SiteManager Contract Administration User Manual