Procedure of preparing interim payment certificate?

1. Review the contract terms and conditions to understand the requirements for preparing an interim payment certificate.

2. Gather all relevant documentation, including invoices, receipts, and progress reports, to support the work completed and costs incurred during the period covered by the interim payment certificate.

3. Calculate the total value of work completed and costs incurred during the period, taking into account any variations or changes to the original contract scope.

4. Prepare the interim payment certificate in accordance with the format specified in the contract, including details of the work completed, costs incurred, and any variations or changes to the original contract scope.

5. Submit the interim payment certificate to the client or project manager for review and approval.

6. Address any queries or concerns raised by the client or project manager regarding the interim payment certificate and make any necessary revisions.

7. Once the interim payment certificate has been approved, issue it to the client or project manager for payment.

8. Keep a record of the interim payment certificate and any supporting documentation for future reference and audit purposes.

Procedure for Preparing Interim Payment Certificate (IPC)

1. Determine the Contract Amount
- Review the contract agreement for the total contract amount.

2. Calculate the Completed Work Value
- Estimate the value of the work completed since the last IPC or contract commencement.
- Use the following methods:
- Percentage of completion
- Unit price of work
- Measured work quantities

3. Calculate the Retained Percentage
- Multiply the completed work value by the agreed-upon retained percentage (usually 5-10%).

4. Calculate the Interim Payment Amount
- Subtract the retained percentage from the completed work value.

5. Review and Approve Progress Report
- Obtain the progress report from the contractor and review it for documentation of completed work.
- Approve the progress report if it accurately reflects the work done.

6. Draft Interim Payment Certificate
- Create a document that includes the following information:
- Project name and number
- Contract amount
- Period covered by the IPC
- Completed work value
- Retained percentage
- Interim payment amount
- Any other adjustments or deductions

7. Obtain Signatures and Approvals
- Have the IPC signed by the contractor, engineer, and any other required parties.
- Obtain approvals from the relevant authorities, if applicable.

8. Issue Interim Payment
- Process the payment to the contractor based on the approved IPC.

9. Maintain Records
- Keep a record of all IPCs issued, including supporting documentation.

Additional Considerations

- Frequency: IPCs are typically issued monthly or at other agreed-upon intervals.
- Contractual Provisions: The procedure may vary based on the specific contract terms.
- Professional Standards: Follow industry best practices and adhere to any relevant standards for IPC preparation.
- Transparency and Communication: Ensure clear and timely communication with all parties involved to avoid disputes or delays.