Payment estimate exceptions
Last updated: 2023-02-24
Project Engineers are required to review the payment estimate exceptions upon creation of each payment estimate. Below is a table of the current system settings for each estimate exception based on estimate type. Here are the statuses that can be tied to each exception and estimate type:
- May Be Left Unresolved - The Project Engineer will see the exception listed but does not have to take any action.
- Must Acknowledge - The Project Engineer must acknowledge the exception(s) by reviewing the exception and selecting an action.
- Must Override - If the Project Engineer encounters an Item Overrun exception on a payment estimate, always select "Must Override". The "Must Override" status will not be used with any other payment estimate exceptions.
- Must Resolve - The Project Engineer must delete the estimate, correct the problem on the contract and recreate the estimate.
- Not Calculated or Displayed - These are not displayed on the Payment Estimate Exceptions tab and are ignored by the system.
| Exception | Comments | Intermediate (Progress) | Semi-Final | Final | Post final (Supplemental) |
|---|---|---|---|---|---|
| Attention Flag | Not used by WisDOT on an item posting. | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Construction Stockpile Balance | Automatically closed at Semi-Final. | Not Calculated or Displayed | Must Resolve | Must Resolve | Must Resolve |
| DBE Compliance | Default to DBE Compliant at the entity level. | May Be Left Unresolved | Must Acknowledge | Must Resolve | Must Resolve |
| Exceeded Available Time | Days charged exceeds available time. | May Be Left Unresolved | Must Acknowledge | Must Acknowledge | Must Acknowledge |
| Exceeded Calendar Time | Days charged exceeds calendar time. | May Be Left Unresolved | Must Acknowledge | Must Acknowledge | Must Acknowledge |
| Exceeded Completion Date | Time charges stop date exceed completion date. | May Be Left Unresolved | Must Acknowledge | Must Acknowledge | Must Acknowledge |
| Funding Check | An item does not have funding or net payment amount exceeds amount allocated to the fund. | Must Resolve | Must Resolve | Must Resolve | Must Resolve |
| Insufficient Materials | WisDOT not using at this time. | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Item Incomplete | See Explanation of Variation Process. | Not Calculated or Displayed | Must Acknowledge | Must Resolve | Must Resolve |
| Item Overrun | Item overruns current quantity. | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Contractor Performance Evaluation | N/A | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Final Contractor Performance Evaluation | Missing contractor or subcontract performance evaluation. | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Interim Contractor Performance Evaluation | N/A | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Percentage of Schedule DWR Item Posting | Reminder that the next percentage threshold level on the 619.1000 Mobilization item has been reached and that the item might need to be included on this payment estimate. Refer to WS6191 Process Payments under Mobilization Bid Item (located in Pantry Statewide Spreadsheets) and continue to use this spreadsheet to track and make payments for mobilization. | May Be Left Unresolved | May Be Left Unresolved | May Be Left Unresolved | May Be Left Unresolved |
| Missing Recurring Time | N/A | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Start Time | Missing Time Charges Start Date | May Be Left Unresolved | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Missing Start Time Diary Contract Time | N/A | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |
| Negative Estimate |
Negative estimate at contract level. See Handling Negative Estimates for details. |
Must Acknowledge | Must Acknowledge | Must Acknowledge | Must Acknowledge |
|
Negative Voucher
|
Negative estimate at project level. Liquidated damages / disincentives are applied to all projects even if no work has been completed on them. In many cases, this results in negative project vouchers. The Bureau of Financial Management does not want negative project vouchers submitted. To correct how AASHTOWare Project Construction the liquidated damages in this instance, the following procedure should be used to assign the liquidated damages to the project where work is occurring. See Redistribution of Liquidated Damages to Active Projects for details. |
Must Acknowledge | Must Acknowledge | Must Acknowledge | Must Acknowledge |
| Pending or Draft Daily Work Reports | DWRs within date range of estimate period are in draft or pending approval status. | Not Calculated or Displayed | Must Resolve | Must Resolve | Must Resolve |
| Unapproved Contractor Performance Evaluation | An unapproved contractor or subcontract performance evaluation exists. | Not Calculated or Displayed | Must Resolve | Must Resolve | Must Resolve |
| Unattached Item | Item on pending change order. | Must Acknowledge | Must Resolve | Must Resolve | Must Resolve |
| Overdue Payrolls | N/A at this time | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed | Not Calculated or Displayed |