What is an Authorization Ticket and how can it help with controlling the costs of extra work submitted by the subcontractor?
Table of Contents
- Receiving an Authorization Request from a Subcontractor
- Reviewing an Authorization Request
- Approving an Authorization Request
- Rejecting an Authorization Request
Receiving an Authorization Request from a Subcontractor
Authorizations are requests from the Sub to start tracking T&M on tickets prior to proceeding with the work. Typically they are useful to avoid issues with out-of-scope work and can ensure that all work performed by your subcontractors is approved ahead of performed work.
If a subcontractor is directed to perform extra work or identifies work that they think is out of scope work, they can submit an Authorization so that your project team can review and authorize to proceed with the work.
This workflow can help mitigate issues later by providing backup documentation of the approval and the date it was approved.
The steps for the Authorization workflow are:
Requests- This is the status when an Authorization request has been sent from the subcontractor to the GC Portal.
Approved - When a request is approved, it moves into this step AND the Authorization becomes a Work Order T&M ticket in the Entry step.
Rejected - An Authorization that is rejected shows in this step.
When a subcontractor sends an Authorization request to you for approval, your GC team assigned to the project will receive an email notification with information about the work. Any attachments that were added to the request will show in the email along with a description of the work. The request can be approved from the email that was sent.
Additionally, the Authorization request will show up in the GC Portal and can be reviewed and approved/rejected from there by clicking on the "..." Action button.
Reviewing an Authorization
- Click on the FWO option on the GC Portal Menu
- Click on the Filter option and select Authorizations and the GC status of Requested.
- Click on the Authorizations line that you wish to view to review the information on the request, which is organized into several tabs.
- Information Tab - Descriptions of the work, GC reference numbers, and Owner information is displayed.
- Subcontractor Tab - Information about the subcontractor who has submitted the request.
- Images Tab - All backup images (such as a picture of the work, plans, photos of the damage) can be viewed.
- Notes Tab - The notes tab is especially useful to communicate to your subcontractor with questions on the work.
- A new note can be added at any time by clicking Add Note and then the option to email this to the subcontractor is displayed. The notes will also show up on the subcontractor portal.
- If the subcontractor adds a note and chooses to share it with you, it will show on your Notes tab.
Approving an Authorization Request
There are two ways to approve an Authorization Request.
- From the email received from the subcontractor.
- Using the GC Portal
Approving an Authorization From an Email
- The Authorization can be approved directly from the email by clicking on the APPROVE link provided in the email.
- Clicking on Approve will display a form where you can fill in your name, approval note and click Confirm.
- After approval, the Authorization will be converted to an active Field Work ticket and the backup of the approval will be attached to the ticket along with all the information entered on the Authorization. The Authorization will move into the Approved status.
Approving an Authorization from the GC Portal
- To approve the Authorization, select the Authorization line and click on the "..." and select Approve.
- Enter a GC Reference Number. This is optional but if entered will show up on all the subcontractor documentation and can be helpful to keep your work organized.
If you are using designated reference numbers on your project, this new number will be added to the list of your reference numbers to be used again. Go to Set up your projects for more information on Reference Numbers.When adding a reference number, enter a description and select the subcontractors who will be involved in the work.
- Enter an Approval Note
- Click on Save. An email will be sent to the subcontractor notifying them of the approval. The Authorization will be converted to an Field Work ticket. The backup of the approval will be attached to the ticket along with all the information entered on the Authorization. The Authorization will move into the approved status.
Rejecting an Authorization
There are two ways to reject an Authorization.
- From the email received from the subcontractor.
- Using the GC Portal.
Rejecting an Authorization from an Email
- The Authorization can be rejected directly from the email by clicking on the REJECT link provided in the email.
- Clicking on Reject will display a form where you can fill in your name, a rejection reason, and click Reject.
- An email will be sent to the subcontractor notifying them of the rejection and it will be marked as Rejected.
Rejecting an Authorization from the GC Portal
- To reject the Authorization request, select the Authorization line and click on the "..." and select Reject.
- Enter a Reject Note.
- Click on Save. An email will be sent to the subcontractor notifying them of the rejection and it will be marked as rejected.
That's all there is to Authorizations!
Now that you understand Authorizations, let's review Field Work tickets and how to track and process all extra work from your subcontractors.