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MANDATORY BILLING MEETING
JUNE 12, 2015
Presented by: Washington University Medical Center Campus Renewal Project
MEETING PURPOSE
• ACW thought it would be a great idea to explain the billing process in detail- in addition to providing the documents in the specifications. We hope to provide clarity and avoid subs/ suppliers having to revise and resubmit paperwork.
Washington University Medical Center Campus Renewal Project
AGENDA
Initial Schedule of Values- Phillip Lee Monthly Billing & Associated Forms- Rachel Hischke and Patty Plunkett B2GNow- Precious Jackson and Kathy Hall Workforce Audits Payment Verification Construction Forms Due Prior to the Release of Payment- Patty Plunkett Closeout Documents-Phillip Lee Final Payment Requirements-Rachel, Patty, Precious Questions Washington University Medical Center Campus Renewal Project
INITIAL SCHEDULE OF VALUES
• Project Specification Section: 012900.2.A: Submit Schedule of Values to Construction Manager (for approval) at least 30 business days prior to submitting first application for payment, but in no case later than 20 business days after Notice of Award.
– This info should be sent to [email protected]
Washington University Medical Center Campus Renewal Project
MONTHLY BILLING AND ASSOCIATED FORMS
• Specification Section: 012900.3.C: – AIA Cover Sheet / AIA Schedule of Values (012900B) – Affidavit of Subcontractor (012900C) – Lien Waiver (012900E / 012900F) – No Change Order Received (012900I) – Subcontractor Safety Hours – If you are billing for stored material on AIA Form then you also need to submit: • Photos • Bill of Sale (Gross Value) • Details list of what makes up the Stored Material • Specification Section: 012900.4.C.1: –
Extra work cannot be billed until a change order has been issued.
All documents should be sent to [email protected]
by the 20 th of each month. If that is a holiday or weekend, then submit the working day(s) prior.
Washington University Medical Center Campus Renewal Project
AIA COVER SHEET
Washington University Medical Center Campus Renewal Project
AIA SCHEDULE OF VALUES (SOV)
Washington University Medical Center Campus Renewal Project
AIA SOV WITH SUBTOTALS
Washington University Medical Center Campus Renewal Project
AFFIDAVIT
Washington University Medical Center Campus Renewal Project
LIEN WAIVER
Washington University Medical Center Campus Renewal Project
NO CHANGE ORDER RECEIVED
Washington University Medical Center Campus Renewal Project
SAFETY HOURS
Washington University Medical Center Campus Renewal Project
B2GNOW
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ACW Alliance/ Marks and Associates utilize “ B2GNow” software to: 1. Track workforce ( tier subs included) 2. Track Payments made to Subcontractors/ Suppliers IMMEDIATE ACTION ITEMS: Make sure all of your subs/suppliers are added to the system as a tier to you.
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If you need to add subs/ suppliers contact Precious Jackson.
If you or any of your subs/suppliers need login info, contact Kathy Hall If the instructions are not clear and you have questions, contact Kathy Hall.
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Kathy and Precious will also offer B2Gnow training workshops for subs in the ACW Field Office ( for all subs/suppliers/ any tier) on Monday’s between 10:30am-12pm. Please schedule an appointment.
Precious Jackson, ACW Kathy Hall, Marks and Associates 314-287-5705 314-518-0371 [email protected]
Washington University Medical Center Campus Renewal Project
WORKFORCE AUDIT IN B2GNOW
• • • •
The workforce audits will be sent out at the beginning of EVERY month- auditing the workforce for the previous month.
Workforce Audits are to be completed by the 20 th of month. Example:
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The May Audit ( 5/1-5/31) was sent out on June 1 st and is due no later than 6/20.
If you or your subs don’t have any work hours for the previous month, please login to the system and select the NO WORK option .
Reasons your Audit will be rejected:
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Not entering the ethnicity for ALL employees Not entering the gender for ALL employees Important notes: 1.
2.
You must indicate if an employee is an APPRENTICE !
If you have multiple contracts ( 1.20/ 1.30) please make sure you are putting the work hours under the correct contract ( See Instructions) !
3.
You are responsible for making sure your tier subs complete this information monthly!
Washington University Medical Center Campus Renewal Project
HOW TO REPORT HOURS FOR WORKFORCE
(PAGE 1 OF 5) 1. Log into the system>> Click on View>>My Workforce Audits.
2. Under View-- click on View.
3. Click on Fill in Audit.
Washington University Medical Center Campus Renewal Project
HOW TO REPORT HOURS FOR WORKFORCE
(PAGE 2 OF 5) 4. Fill out your hours for that payroll and click review.
( Note : If you need to add employees, do so BEFORE completing the audit.)
Washington University Medical Center Campus Renewal Project
HOW TO REPORT HOURS FOR WORKFORCE
(PAGE 3 OF 5) 5 . Review your total hours enter. When you are ready to submit your hours. Click Save and Certify.
6 . Then sign your name and title>> Click Review.
Washington University Medical Center Campus Renewal Project
HOW TO REPORT HOURS FOR WORKFORCE
(PAGE 4 OF 5) 7. After you click review, check the box stating that what you are submitting is correct.
Then click Certify and Release to the Organization Now.
Washington University Medical Center Campus Renewal Project
HOW TO REPORT HOURS FOR WORKFORCE
(PAGE 5 OF 5) 8. Click on view audit to see if your audit has been accepted.
Washington University Medical Center Campus Renewal Project
HOW TO ADD EMPLOYEES
(PAGE 1 OF 2) 1. Log into the system as a subcontractor 2. Click on Settings>>Employees
Washington University Medical Center Campus Renewal Project
HOW TO ADD EMPLOYEES
(PAGE 2 OF 2) 3. Click on Add Employee Required fields when adding a new employee: 1.
2.
3.
4.
Last name First name Position (should be populated with the union number) Gender 5.
6.
7.
Ethnicity Zip Code Click box, at the bottom of the screen, if the employee is an apprentice.
Washington University Medical Center Campus Renewal Project
HOW TO ASSIGN AN EMPLOYEE TO AN AUDIT
(PAGE 1 OF 1) 1. Click on>> Workforce Employee List>> and Assign Employee to Contract.
2. Fill out all the required fields then click review.
Washington University Medical Center Campus Renewal Project
FOR COMPANIES WITH MULTIPLE CONTRACTS: HOW TO IDENTIFY WHICH CONTRACT YOU ARE REPORTING HOURS UNDER (PAGE 1 OF 2) 1. Log into the system>> Click on View>>My Workforce Audits 2. Under View-- click on View 3. The dropdown will only reflect the subcontractors that they are working under, Select the correct workforce audit you would like to complete.
Washington University Medical Center Campus Renewal Project
FOR COMPANIES WITH MULTIPLE CONTRACTS: HOW TO IDENTIFY WHICH CONTRACT YOU ARE REPORTING HOURS UNDER (PAGE 2 OF 2) 4. Then you will be able to fill in the audit.
Please remember to assign an employee to this contract. This is how your system is configured.
Washington University Medical Center Campus Renewal Project
MONTHLY PAYMENT VERIFICATION IN B2GNOW
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The payment audit will be sent out once a month auditing :
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1. The payment that you received from the party that you have a contract with.
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Example- If you have a direct contract with ACW, the system is asking you to confirm the payment that ACW made to you.
2. The payments you made to your subs/ suppliers.
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Note: Regardless of when work was performed or billed, this audit is asking for payments received /paid in the month of the audit. Respond to the audit within 10 days of receiving the email.
Note: You will not be given credit for subs/supplier payments that have not been confirmed.
It is your responsibility to make sure your subs/ suppliers are responding to the audits.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR VERIFYING PAYMENT
(1 OF 5) 1. You will receive an email from Marks & Associates
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR VERIFYING PAYMENT
(2 OF 5) 2. Select option 2- Login and Report
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR VERIFYING PAYMENT
(3 OF 5) 3. Once in the system>>go to Contract Audits>> Select the incomplete Audit you wish to complete>> you will end up here.
4. Select confirm payment received.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR VERIFYING PAYMENT
(4 OF 5) 5. If the payment amount shown is correct, select correct.
If the payment amount shown is incorrect, select incorrect.
Note: If correct, you will be asked to provide the payment date. If incorrect, you will be asked to enter the correct amount paid or state that no payment was received.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR VERIFYING PAYMENT
(5 OF 5) 6. Once the response is entered, check the box at the bottom of the page –stating that you are submitting accurate information.
7. Click “ Save”.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR REPORTING SUB/SUPPLIER PAYMENTS (1 OF 3) 1. Once in the system>>go to Contract Audits>> Select the incomplete Audit you wish to complete>> you will end up here.
2. Select report subcontractor payments.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR REPORTING SUB/SUPPLIER PAYMENTS (2 OF 3) 3. Click on- submit all incomplete records to report multiple payments at once.
Washington University Medical Center Campus Renewal Project
INSTRUCTIONS FOR REPORTING SUB/SUPPLIER PAYMENTS (3 OF 3) 4. Enter all payments and payment dates.
5. At the bottom of the page- click save. This will send the audit to your subs/suppliers to confirm payment.
Washington University Medical Center Campus Renewal Project
CONSTRUCTION FORMS VERIFICATION PRIOR TO PAYMENT ( INCLUDING YOUR TIER'S )
• Safety – Weekly Safety Audits – Daily Equipment Inspections – PTSA’s – ILSM Forms • Construction Operations – Daily Reports – Daily Quality Control Reports • Diversity Reporting – Work Hours in B2GNow – Payment Verification in B2GNow Washington University Medical Center Campus Renewal Project
CLOSEOUT DOCUMENTS
• Project Specification Section 017700-9-A: At the time pay application reaches 75 percent complete, each Subcontractor shall submit to ACW one copy of a rough draft of all Closeout Documents.
– This info should be sent to [email protected]
Washington University Medical Center Campus Renewal Project
FINAL PAYMENT REQUIREMENTS
• Specification Section: 012900: – AIA Cover Sheet / AIA Schedule of Values (012900B) – Affidavit of Subcontractor (012900C) – Lien Waiver (012900G / 012900H) – Tier Lien Waivers – No Change Order Received (012900I) – Closeout Documents – Final Diversity Payment Verification/ Final Workforce Data All documents should be sent to [email protected]
by the 20 th of each month. If that is a holiday or weekend, then submit the working day(s) prior.
Washington University Medical Center Campus Renewal Project
QUESTIONS?
Thank You For Attending
(Don’t forget to sign-in)
Washington University Medical Center Campus Renewal Project