Extra Work Bills

About Extra Work Bills

Electronic Submission

Caltrans Construction has developed and implemented an Internet-based contract administration system called "iCAS". The Extra Work Bill module is the first of a series that includes project initiation and update, progress pay, contract change order, daily diary and reports.

The current iCAS version allows Prime Contractors to send extra Work Bills to the Resident Engineer for payment. The Extra Work Billing process involves payments made to contractors on highway construction projects for work performed on Contract Change Orders. Change Order Work is work that falls outside the provisions specified in the original construction contract.

Caltrans Construction contracts now require Contractors to participate in this program that uses the Internet to send Extra Work Bills electronically to the Resident Engineer. By validating and verifying electronic Extra Work Bills for correctness prior their being sent, bills are processed more quickly than the paper process. The rejection and revision process is also improved because the Extra Work Bill is viewable electronically by both contractor and Resident Engineer, eliminating delays caused by mailing paper documents.

When the Extra Work Bills are sent to the Caltrans Construction Resident Engineer using either of the following methods, Caltrans will provide a permanent electronic record of when the Extra Work Bills were sent, how long they've been there, and if they're scheduled for payment.

OPTIONAL METHODS OF EWB ENTRY

The EWB system provides two primary alternatives for getting Extra Work Bill information electronically to the Caltrans Construction Resident Engineers. The first method, On-line Data Input, involves Construction Contractors using a web-based application to input Extra Work Bill information directly into the EWB system. The second alternative, File Transfer Protocal, provides Construction contractors with a way to transfer electronic versions of Extra Work Bill data files to an FTP server where the bills are processed and loaded into the EWB system.

The following section compares these two different methods of sending Extra Work Bill information to the Resident Engineer for approval and payment. Construction contractors can use one or both methods. However each Construction contractor will have an opportunity to decide which alternative works best for their company. The following information is provided to make the choice easier.

Click here for more information on EWB Entry Options

HOW TO SIGN UP TO USE THE EWB SYSTEM

If you are interested in learning more about this new program, please return the "New Account Request" form, and indicate whether you would like to use the On-line Data Input or the File Transfer Protocal option to send Extra Work bills electronically to the Resident Engineer. Use of the EWB system and training will be provided by Caltrans Construction Program at no charge to contractors. We look forward to hearing from you.

To apply for a new account on the EWB System and register for a training class, please download the "New Account Request" form, complete it email it to Lauren Woodhouse.

Click here to download a "New Account Request" form [pdf]