See your contract for your specific requirements. This list represents typical requirements.

Billing requirements for a Hard Bid Job

  1. The Application and Certificate for payment or Contract Payment Request. All billing must be to the penny - no rounding up or down.
  2. The Schedule of Values or Continuation Sheet.
  3. A list of all subcontractors, including the division of work they are performing.
  4. For the period being billed, certified payroll must accompany the billing. Payment cannot be made unless all required documentation has been attached.
  5. If the pay application is not complete per the above requirements, the pay application will be returned to the contractor.
  6. When submitting billing on the 15th of the month, your billing should be for the previous month, not the current month.

Billing Requirements for a Construction Manager/General Contractor ( CMCG) Contract

  1. The Application and Certificate for payment or Contract Payment Request. All billing must be to the penny - no rounding up or down.
  2. The Schedule of Values or Continuation Sheet.
  3. A list of all subcontractors, including the division of work they are performing.
  4. Receipts for all general conditions must match to your schedule of values for the period you are billing for.
  5. For the period being billed, certified payroll must accompany the billing. Payment cannot be made unless all required documentation has been attached.
  6. If the pay application is not complete per the above requirements, the pay application will be returned to the contractor.
  7. When submitting billing on the 15th of the month, your billing should be for the previous month, not the current month.

Where to send your billing:

All progress billings can be mailed to:

Oregon State University Financial Services 
850 SW 35th St.
Corvallis, OR 97333 
Attn: Angela Meyer

Or billings can be dropped off at 3015 SW Western Blvd. Corvallis, OR 97333. Rm. 127 to Angela Meyer

Important Information:

  • If you are billing over 75%, your pay application will not be processed until you have submitted over 75% Draft O&M manuals. No pay application will be paid until these manuals have been turned in. Once turned in, payment can be made up to 95% of the contract value.
  • You cannot bill for a change order that has not been fully executed. Do not put it on your pay application until you receive the executed copy. If you are billing only for the change order and it has not been executed, the pay application will be returned to you. When you receive the executed copy of the change order then you can resubmit your billing.
  • When you bill for retention (for contracts over $1 Million), the billing must include the executed Final Acceptance letter from Construction Contract Services and your Final MWESB Subcontractor report. If your retention pay application does not include the above requirements it will be returned to you. Once you have all the items mentioned in your return letter you can resubmit your pay application.
  • When billing for Final payment (for Contracts under $1 Million), your billing must include the Executed Final Acceptance letter from Construction Contracting Services and your Final MWESB Subcontractor report as required by your contract. If your final application for payment does not include the above requirements it will be returned to you until you have submitted the required documentation and then you can resubmit your final pay application.
  • Following OSU policy (FIS 406-11), standard payment terms are net 30 after receipt of a complete invoice. Following OSU policy (FIS406-08), we strive to pay vendors promptly. Late payment charges are limited to over 45 days from the date the complete invoice was received by OSU.

If there is an issue with an application for payment you will be called promptly so as to not hold up your application for payment.