Record a payment

To learn about recording payments, including how to designate a DBE type, expand the sections below.

Click here if you need help finding your payee.

Payment status

The Signet dashboard gives you an at-a-glance status of your payments by sorting them into three columns:

New - No payments have been recorded by the payer or verified by the payee.
In progress - At least one downward payment has been recorded or verified.
Completed - All payments have been marked as complete in the payment details.

The Signet service sends a reminder email prompting you to create, verify, or mark a payment complete at certain intervals. You can always configure your email notification settings.

Recording payments is the first step to staying compliant with Prompt Payment laws. Here's how to get started.

Click on a contract number from the Contracts page or by clicking the link in an email reminder.
Find the estimate you need and click Record payments.
From there you'll have two options for recording the payment: by uploading a CSV file or by entering it manually. Expand the sections below to learn about each one.

How to upload a CSV file

Helpful tips:

The CSV file is used to record multiple payments for one estimate.
Format your CSV file before uploading it to the Signet service to avoid potential formatting errors.
You can make corrections in the Signet service after you import your CSV file.
Once your CSV file has been uploaded, you'll see the Record new payment window where you'll map each of your CSV file's fields to its matching field in Signet. For example, if the first column in your CSV file is the payment date, select Payment date from the list of available Signet fields (see image below).

To upload a CSV file:

After you've clicked Record payments on the desired estimate, the service will open a screen called Record new payment. Drag your CSV file into the Drag and Drop area or click browse to find and upload the file.
If your CSV file contains data in the first row, rather than column headers, click the First row is column headers toggle to turn this setting off.
Use the Signet field column to match each CSV field to its counterpart in the Signet service. When all fields have been mapped, click Import payments.
The Signet service imports the file. If any of the fields need your attention, they will be highlighted in red. Fix these fields, make any necessary changes, and click the check box to confirm signature of the Subcontract Payment.
If needed, click Add another payment to manually enter a payment or click Remove payment to delete an unnecessary entry.
When you are done entering all payment information, click Record payment.

The Signet service will record the payments and send email notifications to the payees.

How to manually enter a payment

Helpful tips:

If you have a mix of manual and CSV file payments, upload the file first, then add any manual payments.
You can't mark a payment final if the payment includes general withholding or withheld retainage.
If you have a subcontractor fulfilling more than one DBE role, you'll have to record a separate payment for each DBE role they fulfilled.

After you've clicked Record payments on the desired estimate, the service will open a screen called Record new payment.
Click Manually enter payments.
Enter the payment information. Note: when entering the Payment date, selecting a past date for a backdated payment will require you to enter comments.
If your payee is a DBE, the service will automatically insert a dropdown menu for you to select their DBE type. If they have fulfilled more than one DBE role, you'll have to create a separate payment for each role they fulfilled.
If you have more payees to pay, including a second payment to a dual-role DBE subcontractor, click Add another payment and fill in the payment information.
Select the Final payment check box if this is the final payment to the payee.
When you're finished adding all payment information, select the check box to certify the information entered is true and correct.
Click Record payment.

Some things to note:

Negative payments are allowed if you need to adjust a previous payment. See Correcting payment mistakes.
To avoid confusion in possible audits, use the comments section to remark on a payment any time you've recorded a negative amount or anything else needing clarification.
For auditing purposes, the agency will be able to see the comments that are entered into the Signet service.
Be sure to mark a payment complete if you have no more downward payments. This will stop late payment notifications.

Missouri DOT users

You don't have to report downward payments made to material suppliers -- unless the material supplier is a DBE. MoDOT considers payments made to material suppliers part of the cost of a subcontract and not a separate scope of work.

DBE selection

Disadvantaged business enterprises (DBEs) are for-profit small business concerns where socially and economically disadvantaged individuals own at least a 51% interest and also control management and daily business operations.

Your company may be responsible for meeting certain goals for DBE participation in your projects. To stay compliant with DBE regulations, make sure you are accurately reporting all DBE payments.

To find out if your payee is a DBE (and what type), find your agency's information on contractors and DBE commitments in the table below.

Agency name	Link
Ohio DOT	Summary of Payment Records and DBE Commitments
Missouri DOT	Email VendorSupport@modot.mo.gov for assistance

Find your payee

Having trouble finding your payee? The Signet service works with the agency to transfer information. Payee information may need to be added or updated.

Your payee:

Needs to have the correct roles and authorities in the AASHTOWare Project Civil Rights & Labor module (ODOT users)
Has to have a current and correct email address on file with the agency
Must be authorized to work on the project

You may need to contact your agency or payee to get these issues resolved.