(Hidden) Subcontractor Payment
Subcontractor Payment Requirements
The Department requires Prime Contractors to report their payments to Subcontractors, and Subcontractors to report their payments to Sub-subcontractors. All such reporting must take place within a specific reporting system as specified in each individual contract's Proposal Note 31: AASHTOWare Project Civil Rights and Labor (CRL) or Signet. The payer must enter and sign payments within 7 calendar days of making the payment.
Prime Contractors and Subcontractors must report payments to Subcontractors (DBE and non-DBE), Sub-subcontractors (DBE and non-DBE), suppliers (DBE only), and trucking firms (DBE only).
The payment data reported must include any retainage withheld and any previously withheld retainage released. The payer must also enter and sign return of retainage within 7 calendar days of release back to the payee.
Correcting/Deleting Sub Payment Records in AASHTOWare Project - If a payment's not yet signed and you, the payer, need to delete it because it was entered in error, you need to go into CRL or Signet and delete it. There is no need to submit the Payer's Deletion Request form.
- If a payment's signed and you, the payer, need to delete it because it was entered in error, you need to submit the Payer's Deletion Request form and request the deletion of the payment because you cannot delete it yourself from within CRL or Signet.
- If a payment's not yet signed and you, the payer, need to correct it, you need to go into CRL or Signet and delete it and then re-enter the payment correctly.
- If a payment's signed and you, the payer, need to correct it, you need to submit the Payer's Deletion Request form and request the deletion of the payment, because neither you nor ODOT can modify a payment once it's been signed. After requesting the deletion, you can then re-enter the payment correctly. Note that the system will not allow you to enter two payments with the same estimate number, payee, and payee payment number. If you do not want to wait until ODOT has a chance to fulfill your deletion request before re-entering the payment, a workaround is to add a leading zero to the payee payment number (e.g., if you requested the deletion of the payment with payee payment number 1, and you do not want to wait until the deletion occurs before re-entering the payment, you can re-enter the payment on the same estimate and with the same payee using payee payment number 01.)
To verify the signed/unsigned status of a payment, please use our Summary of Payment Records and DBE Commitments report. Note that this report's data refreshes overnight, so anything done in AASHTOWare Project today will not appear on this report until tomorrow.
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