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Handling T and M Tickets (KAST)

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I. Objective logo-kastbuild-SMALL.png

  • To properly evaluate, process, and provide accounting for all Time & Material and Labor tickets on KAST projects to maximize likelihood of recovery.

II. Background

  • Our collective failure to recover costs from the responsible party can equate to loss of Fee for Kast.
  • Your signature equates to a commitment of dollars. 
  • Managing (or Mismanaging) this process can greatly affect our project budgets and ultimately our bottom line for the company.
  • This policy applies to direct-hire skilled or unskilled laborers in addition to subcontractor Time & Material tickets.  This cost is also recoverable, and we need to follow these same procedures.
    • Cleanup Labor
    • Self-Performed Work on Behalf of Others
    • Cart crews doing “punch”

III. Best Practices

  • Take Ownership for this process on your projects!  Ensure proper experience of Kast personnel who are authorized to sign tickets.  The Kast Lead Superintendent on site is ultimately responsible.  If delegating, the Lead Superintendent should provide oversight and check that the process is being executed properly. 
  • Be Thorough!  Include Who/What/When/Where/Why!
  • Challenge the Trades!!! Be the Frontlines of Our Defense
  • Stay current and sign tickets daily
  • Things to include on the KAST copy of the ticket (but not the vendor’s copy):
    • Include as much detail on the ticket when presented for signature.
    • Identify root cause or potential responsible party
    • identify who is responsible. 
  • research to ensure that the “additional” work is not part of the subcontractor’s base scope requirements.
  • Discuss with Trade Responsible KAST project management staff
  • Take Photos – Before and After
  • Challenge the trades to be Accurate and Fair

IV. KAST T&M System

  • Convey the rules for the project to the subcontractors early and follow the KAST procedures to ensure success.
  • Review the plan with your team.  These are easy things to implement. 
  • If trades plan on doing ticket work, they must notify the Kast area super before the work starts and let them know how many workers will be working in an area and the basis for the claim that this work is not in their scope. 
  • When signing Time & Material Tickets from Subcontractors & Labor Tickets:
    • Sign Tickets daily, not weekly. 
    • All T&M and Labor tickets must have a Change Event number (CE#) on all copies.
      • Every in-scope T&M CE must have two lines, at a minimum
        • one for the cost (total cost of T&M work performed)
        • One for the funding source of the work (sub to be backcharged, Contingency [will require CUD], etc.)
      • Ensure that the copy that goes back to the sub/vendor’s office includes the Change Event Number (CE#)
      • Call the KAST Jobsite office to find out if there is an existing Change Event number (CE#) or have them create a new one
      • Communicate firsthand information of Who, What, When, Where, Why to the PM staff creating the CE to include in the CE Comments (comments do not become part of the formal Change Orders)
      • This is valuable information and increases our chances of recovery
    • Discuss with the trade-responsible PM/APM/PE. 
    • Research the trade’s base scope.  If you’re not sure if the T&M work should be an extra, write “Verified Time Only” on the ticket.
    • Give the trade-responsible PM/APM/PE a copy of all signed tickets.
    • Schedule periodic sit-down meetings with PM and trade contractor to make sure the ticket process is going smoothly, and course correct as needed.
    • Identify the responsible party
      • Do not allow “per Kast direction”. 
      • Damage by Unidentifiable Parties” can be used, but should be used sparingly
      • Include the trades working in that area as possible candidates only on the KAST copy!
    • Challenge Trades for fairness & accuracy
      • Treat all tickets like you are spending your own money. 
      • Common trap: “8 hours for entire crew”.  Did the Subcontractor not do any base scope work during that time?  Check the Subcontractor’s Daily Report to verify the tickets and Daily Report agree
      • Challenge the Subcontractor on time required to complete a task. “Why did it take you 8 hours to touch up those 2 units?  Should have taken 2 hours”. 
      • Be fair and thorough

V. Things to Avoid

  • Waiting for tickets to pile up and trying to remember what happened.
  • Assuming someone else will know “enough” about the event or what caused the issue.
  • Relying on others to “figure it out later”. 
  • Taking the easy road – failing to understand the cause.
  • Signing tickets for work you did not witness. 
  • Taking the subcontractor’s word for it.

VI. Examples

  • Good
    • Includes Locations
    • Includes Description of specific work
    • Identifies Responsible Entity (Stucco)
    • Good additional Info added by KAST Asst Super.
    • Good breakdown of the hours per activity…not just simply an “8-hour ticket”.
    •  

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  •  BAD
    • No Location Identified.
    •   No Responsible company identified
    •      Low chances of Recovery from someone else.

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  •  Ugly
    • ​​​​​​​Beware of Change Proposals in the Field
    • Lump Sum Amount – No Breakdown
    • No involvement from PM Staff
    • (Don’t Worry…He is no longer with Kast)

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