How long do I need to keep my files?
Keep your files for five years after the contract closed date.
Is my contract subject to a final audit?
All contracts are subject to audit.
What do I have to submit to ADOT when closing out a contract?
Submit a final invoice and the requirements listed on the Closeout Letter.
What do I do if there is more work to be done and my contract is about to expire?
Request a time extension from your project manager.
What should be included with the Progress Payment Reports to ensure that it’s not returned or delayed?
In your Progress Payment Report, include correct format, work hours expended and supporting documents for compliance and cost.
How can I register for an electronic Automatic Deposit of payment?
Go to the General Accounting Office website. Go to ACH Vendor Authorization - Form to set-up Automated Payment Processing
When should Progress Payment Reports be submitted?
Submit a Progress Payment Report once a month.
What documentation and justifications need to be submitted with CMs?
Submit these documents and justifications with your CM:
- Letter of request
- Scope of work
- Justification and derivation of cost for the primary and all subconsultants
Does the contract modification I submit need to have an original signature?
Yes. Modifications are considered part of the legal contract document.