Create a Payment Program

Objective

To create a payment program that contains subcontractor claimed amounts, approved amounts and reasons for the difference between claimed and approved amounts.

Background

In Australia and New Zealand, a payment program is a legal notice that is served on a claimant in response to a claim for payment. Construction businesses operating in Australia and New Zealand are creating payment programs to facilitate the progress claim approval process, as well as claims of work performed by subcontractors.

In a typical payment program workflow, subcontractors submit an progress claim for work performed. The head contractor will review the progress claim and either approve or reject the amounts that the subcontractor is claiming for work performed. When a payment program is created from the progress claim, the amounts claimed, amounts approved and reasons for rejected amounts will be noted on the payment program form.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project Commitments tool.
• Requirements:
  • The 'Show Amounts Subcontractors Claim' setting must be enabled in the Invoicing tool. See Configure Settings: Invoicing.
  • For amounts to appear on the payment program, subcontractors must enter amounts in the 'Work Completed This Period' and 'Materials Presently Stored' columns on the subcontractor progress claim. See Submit a Progress Claim as a Subcontractor.
• Additional Information:
  • You can configure Procore to automatically notify progress claim contacts by email when a subcontractor progress claim's status changes to 'Approved'. See Configure Settings: Commitments and What is an progress claim contact?
  • You can define custom text which appears in the footer of payment program PDFs. See Configure Settings: Commitments.

Prerequisites

• The 'Display Subcontractor Claimed Amounts' option must be enabled in the project's Progress Claiming tool’s configuration settings. See Configure Settings: Progress Claiming.
• Complete the steps in Create an Progress Claim on Behalf of an Progress Claim Contact or Submit a New Progress Claim as an Progress Claim Contact.
• In order for amounts to appear on the payment program, subcontractors must enter amounts in the 'Work Completed This Period' and 'Materials Presently Stored' columns of the progress claim. See Submit a New Progress Claim as an Progress Claim Contact.

Steps

1. Navigate to the project's Commitments tool.
2. Click the Contracts tab.
3. Locate the contract associated with the subcontractor progress claim. Then click View.
4. Select the Progress Claims tab.
5. Perform one of the following steps:
   • Click the PDF icon  on the far right side of the most recent line item.
     OR
   • Click View next to the most recent line item and then on the Progress Claims screen, select PDF from the Export drop-down list.

     Example

     The illustrations below show the 'Application and Certificate for Payment.' The first page provides a summary and the second page provides line item detail.  
     
     

See Also

• Configure Settings: Commitments
• Submit an Progress Claim as a Subcontractor