In the world of construction, one of the most crucial elements for maintaining the smooth running of a project is the contract payment process. Ensuring that contractors and subcontractors are paid correctly, fairly, and on time is not only critical for the financial health of a project but also a legal requirement. For UK construction businesses, navigating the complexities of this process can be daunting, especially when terms like “interim payments,” “valuations,” and “retentions” are thrown into the mix.

In this blog, we’ll demystify the contract payment process by providing a clear and practical guide to help businesses protect themselves from common pitfalls. Where relevant, we’ll also refer to standards and best practices from the Royal Institution of Chartered Surveyors (RICS) to ensure the highest level of compliance and professionalism in your operations.

1. The Importance of a Clear Payment Schedule

The first step in any construction project is agreeing upon a clear payment schedule. This ensures that all parties know what to expect and when payments will be made, which helps prevent disputes later down the line.

Key Elements of a Payment Schedule:

• Payment intervals: Payments can be structured based on milestones, monthly intervals, or after certain deliverables are completed.
• Submission deadlines: It is important to specify when payment applications must be submitted to allow sufficient time for review and approval.
• Valuation dates: These dates determine when the value of the work done will be assessed for payment.

RICS Guidance on Payment Schedules:

The RICS New Rules of Measurement (NRM) suggests that clarity in defining the payment structure at the contract stage is vital for preventing discrepancies. This is particularly important in the early stages of a project when cash flow may be more sensitive.

2. Interim Payments and Valuations: How They Work

The UK construction industry typically involves the use of interim payments, which provide contractors with staged payments throughout the course of a project. This is especially important for larger projects where completing work without receiving periodic payments can place undue financial strain on contractors.

How Are Interim Payments Calculated?

1. Valuation of Work Done: At the end of each agreed period, a valuation is carried out to determine the value of work that has been completed up to that point. This includes the cost of materials and labor.
2. Application for Payment: Once the valuation has been completed, the contractor submits an application for payment to the client or their representative (such as a quantity surveyor).
3. Payment Certificate: Based on the application, the contract administrator or employer’s quantity surveyor issues a payment certificate, which formally states the amount to be paid.

RICS Best Practices for Interim Payments:

RICS advises that the payment process should be carefully structured, with regular valuations and interim certificates issued to reflect the progress of the works. Discrepancies in valuations should be avoided by maintaining clear records and regularly reviewing the scope of works.

3. The Role of Retentions in the Payment Process

Many construction contracts in the UK involve retention provisions, where a percentage of the payment is withheld by the employer until the project is satisfactorily completed. This practice helps protect the employer by ensuring that the contractor rectifies any defects before receiving full payment.

Key Points about Retention:

• Typically, a 5% retention is deducted from interim payments.
• Half of this retention is usually released at the time of practical completion, with the remaining half held until the defects liability period has ended and any necessary corrections have been made.

RICS Guidance on Retention:

The RICS encourages the transparent and fair use of retention in construction contracts. Retentions should be explicitly stated in the contract, including the percentage to be held and the conditions under which the retention will be released.

4. Payment Notices and Pay Less Notices

In compliance with the Housing Grants, Construction and Regeneration Act 1996 (as amended by the Local Democracy, Economic Development and Construction Act 2009), it is mandatory to issue Payment Notices and, where applicable, Pay Less Notices during the contract payment process. This legislation ensures that contractors are aware of how much they will be paid and when they can expect payment.

Payment Notices:

• A Payment Notice must be issued no later than five days after the payment due date.
• It should specify the amount due and the basis of calculation for that amount.

Pay Less Notices:

• If the employer or contract administrator intends to pay less than the amount stated in the Payment Notice, a Pay Less Notice must be issued.
• This notice must be provided at least seven days before the final date for payment and include the reasons for withholding payment.

RICS Recommendation on Payment and Pay Less Notices:

RICS underscores the importance of adhering strictly to the statutory requirements of issuing these notices. Failure to issue a Pay Less Notice within the correct timeframe can result in the employer being obligated to pay the full amount originally requested, even if the employer disputes it.

5. Late Payments and Remedies

Unfortunately, late payments are a common issue in the construction industry and can significantly impact the cash flow of contractors and subcontractors. To combat this, the Late Payment of Commercial Debts (Interest) Act 1998 provides protection by allowing contractors to claim interest and compensation on late payments.

Key Provisions for Late Payments:

• Interest on Late Payments: The statutory interest rate is 8% above the Bank of England base rate.
• Compensation: For debts below £1,000, a compensation of £40 can be claimed, increasing to £70 for debts between £1,000 and £10,000, and £100 for debts above £10,000.

RICS Position on Late Payments:

RICS advocates for prompt payments and advises employers and contractors alike to honor the agreed payment schedule. RICS also supports initiatives like the Construction Supply Chain Payment Charter, which promotes fair payment practices within the industry.

6. Dispute Resolution Mechanisms

Disagreements over payments can lead to disputes, but the UK construction industry offers several avenues for resolving such disputes without resorting to costly litigation. Adjudication, mediation, and arbitration are common methods for resolving payment disputes.

Adjudication:

Adjudication is a statutory right under the Construction Act and is often the preferred method of resolving disputes quickly. An adjudicator’s decision is binding, and it can be enforced by the courts if necessary.

Mediation and Arbitration:

• Mediation is a less formal, voluntary process where an independent mediator helps both parties reach a mutually agreeable solution.
• Arbitration is a more formal process where an arbitrator issues a binding decision after hearing evidence from both sides.

RICS Role in Dispute Resolution:

RICS provides adjudication, arbitration, and mediation services to help businesses resolve disputes efficiently. By using RICS-approved professionals, parties can be assured of a fair, impartial process.

Payment Timeline for JCT Design and Build Contract (JCT D&B)

The JCT D&B Contract is widely used for projects where the contractor is responsible for both the design and construction of the project. The JCT D&B contract sets out clear guidelines for managing payments, including the process for submitting payment applications and issuing payment certificates.

Figure 2: Payment timeline – JCT Design and Build Contract 2011

Practice Standards (rics.org)

Payment Timeline for NEC3 Engineering and Construction Contract (NEC3)

The NEC3 Contract takes a more collaborative approach, focusing on transparency and good project management. The payment process under NEC3 involves fewer formal steps but still ensures that all parties are aware of the payment terms and amounts.

Figure 5: Payment timeline –NEC3 (April 2013)

Practice Standards (rics.org)

In NEC3 contracts, it’s critical to maintain open communication between the contractor and the project manager to avoid payment disputes. Both the Payment Notice and Pay Less Notice are essential documents for ensuring transparency and fairness.

8. Elements of a Payment Certificate

A Payment Certificate is an official document issued by the contract administrator, employer, or project manager, which confirms the amount payable to the contractor for the works completed up to a specific valuation date. The Payment Certificate is based on the contractor’s Payment Application and other assessments.

Essential Elements of a Payment Certificate:

1. Contractor’s Name and Address: Details of the contractor to whom the payment is being made.
2. Project Details: Information about the project, including the project name, contract reference, and the location of works.
3. Date of Valuation: The date when the value of the work was assessed.
4. Payment Due Date: The date on which the payment should be made, based on the contract’s terms.
5. Gross Valuation of Works: The total value of the work completed up to the valuation date, including materials on-site and off-site where applicable.
6. Deductions:
   • Retention: The percentage of the payment withheld as retention (e.g., 5%), along with a breakdown of how much has been held and how much will be released upon project completion.
   • Previous Payments: Any payments already made in previous payment cycles.
   • Other Deductions: This could include liquidated damages, penalties, or other amounts agreed upon in the contract.
7. Net Amount Payable: The total amount payable after deductions, retentions, and adjustments.
8. Basis of Calculation: A clear explanation of how the net payable amount was calculated.
9. VAT: Details of any VAT applicable on the payment.
10. Signature of the Issuer: The Payment Certificate must be signed by the contract administrator, project manager, or other authorized party to validate the certificate.

RICS Best Practices for Payment Certificates:

RICS recommends that Payment Certificates be issued promptly, with full transparency regarding the deductions and adjustments made. The contractor should be given clear, concise information to avoid disputes. Moreover, it is crucial to keep thorough documentation to support the calculations presented in the Payment Certificate.

Conclusion: Protecting Your Business with a Clear Payment Process

Understanding and implementing a robust contract payment process is critical for the success of any construction project. By ensuring that payment schedules, interim payments, retentions, and statutory notices are properly managed, businesses can avoid disputes and maintain healthy cash flow.

Working with qualified quantity surveyors and adhering to RICS standards will further protect your interests, providing a structured approach to managing the financial aspects of your projects.