Construction records must be maintained by the TxDOT utility inspector to assure that work proposed in a utility agreement is accomplished according to the agreement assembly. In addition, records must be maintained to support the payment request submitted at the conclusion of the work, to verify satisfactory performance, and to recommend payment to the utility.

There are three basic types of construction records required:

Actual Cost Adjustment Performed by Utility Force Account
A daily record, maintained by the TxDOT Inspector, of the number and classes of employees used on the project and, if possible, the hours worked.
A record in the construction diary of the utility’s major items of equipment, so that billing charges may be verified.
Date records of any field changes or deviations from the agreement assembly and the reasons for these changes.
Actual Cost Adjustment Performed by a Utility Contractor
The TxDOT Inspector should be certain that units of work, as provided in the bid proposal, are measured and recorded to form a basis for checking payment to the utility contractor.
Diary recordings should list the station numbers of daily operations and the units of work accomplished for that period, as shown in the agreement.
If contract labor is used by a utility based on a bid per hour, per day, etc., the inspector should maintain records on this type of labor in the same way as for labor by the utility's personnel.
Records of materials used and removed from the job site and returned to stock, or scrapped should be maintained.
Lump Sum Method
TxDOT Inspectors on these types of utility adjustment work are not required to keep records of man hours, material items, or equipment time, but must be able to confirm that the work is accomplished according to the plans and specifications agreed to in the adjustment agreement assembly.

A sample letter, , requesting billing information is available.