POLICY: Joint Check

PURPOSE: To ensure payment of all materials to lower tier suppliers.

RESPONSIBILITY: Project Manager

PROCEDURE:

1. The decision to utilize the Joint Check Agreement will be based on:

  • Carter & Carter Construction Sub/Vendor qualification procedure as approved by the Vice President.
  • If joint checking is required, it will be stipulated on the Subcontract or Purchase Order under the “Specifically Includes” heading.

2. Carter & Carter Construction Joint Check Agreement form will be made an exhibit to the Subcontract/Purchase Order.

3. Prior to Subcontractor/Vendor’s first application for payment, an itemized Schedule of Values shall be submitted to, reviewed by, and accepted by Carter & Carter Construction Project Superintendent and Project Manager. Each work item is to be broken down into two categories:

  • Labor, Overhead, and Profit
  • Materials, Equipment, and Subcontracts
  • Payment of items in material, equipment, and subcontract category will be by joint check. (See below.)

4. Prior to issuing Subcontractor/Vendor’s payment, accounting is to verify the sworn statement of the application for payment. Each listed company must have an executed Joint Check Agreement in Carter & Carter Construction’s file. Proper waivers or releases as required by Carter & Carter Construction’s sworn statement must also be in Carter & Carter Construction’s file.

5. The application for payment will be reviewed and approved by the Job Superintendent based on acknowledgement of proper material delivery and receipt, and completed work in place. The Superintendent is to be aware of material shipments or subcontracted work not listed on the sworn statement, and is to notify the Project Manager of these by attaching a statement to the application for payment.

6. The Project Manager is also to review and approve the application for payment. After it is approved by Job Superintendent, the Project Manager is to confirm the approved stored materials, work in place, cost coding, sworn statement and waivers or releases are in accordance with their requirements.

  • It is important for the Project Manager to determine if the complete and correct information is obtained. Verification can be obtained by:
  1. Request a copy of the company’s estimate.
  2. Discuss with other companies who do similar work or bid this project.
  3. Request copies of Purchase Orders or Subcontracts issued by company.
  4. Review contract documents for scope.

Note: A Joint Check Agreement is attached for review and reference.

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